CEDOOR30SB IFB Overhead Door Maintenance SHA Elkton.pdf

Building Door Maintenance & Repair Solicitation #: CEDOOR30SB IFB Document

IFB for MDOT SHA Elkton Maintenance Facility Page 1 of 21

STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

BUIDLING DOOR MAINTENANCE & REPAIR

IFB NUMBER CEDOOR30SB

ISSUE DATE: 7/8/2026

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

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Preventative Maintenance and Door Repair

Solicitation Number:

CEDOOR30SB

IFB Issue Date: 7/8/2026

IFB Issuing Office:

Maryland Department of Transportation, State Highway Administration, Elkton Maintenance Facility

Procurement Officer:

Mr. Leslie Nichols 2024 East Old Philadelphia Road, Elkton, Maryland 21921

Email:

Phone Number:

lnichols5@mdot.maryland.gov

410-398-1565

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number:

CEDOOR30SB

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

Pre-Bid Conference:

N/A

Scheduled Site Visit

If you would like to schedule a site visit, please contact the procurement officer. This is not required and does not impact our evaluation of the bids but may help you understand the scope of work better.

Questions Due Date and Time:

7/21/26 at 10AM Local Time

Bid Due (Closing) Date and Time:

7/22/26 at 10AM Local Time

Public Bid Opening Date, Time, and Location

7/22/26 at 10AM Local Time

Microsoft Teams meeting

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Meeting ID: 282 858 281 539 285

Passcode: fn9Em32Q

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+1 667-262-2962,,228938989# United States, Baltimore

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Phone conference ID: 228 938 989#

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MBE/DBE

Subcontracting Goal:

N/A

VSBE

Subcontracting Goal:

N/A

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Fixed Price

Contract Duration:

Three years (36 months) or until quantities are exhausted.

Primary Places of Performance:

Elkton Maintenance Facility: 2024 E Old Philadelphia Rd, Elkton, MD 21921

SBR Designation: Yes

Federal Funding: No https://teams.microsoft.com/meet/282858281539285?p=kZUeQtpkbKj77KFJwn https://teams.microsoft.com/meet/282858281539285?p=kZUeQtpkbKj77KFJwn https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDhkZTZmMGMtZGI0Zi00ZTBiLTgzZTktOGJjYzJkODBiZmZh%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%22a50dd5e7-31f0-4b3a-950f-d2e7e204602d%22%7d tel:+16672622962,,228938989 https://dialin.teams.cloud.microsoft/bf475622-ba25-438e-9483-abd330e2c794?id=228938989 https://teams.microsoft.com/meetingOptions/?organizerId=a50dd5e7-31f0-4b3a-950f-d2e7e204602d&tenantId=b38cd27c-57ca-4597-be28-22df43dd47f1&threadId=19_meeting_NDhkZTZmMGMtZGI0Zi00ZTBiLTgzZTktOGJjYzJkODBiZmZh@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

A. The Bidder shall have minimum of five (5) years of experience in maintenance and repairing overhead doors.

B. The Bidder shall provide with its Bid “Attachment E Reference Checks” with one or more references from the past five years that collectively are able to attest to the Bidder’s required years of experience in providing overhead door maintenance and repair.

C. The Bidder shall provide Proof of Insurance in the amount of $100,000 liability.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland (“State”): MDOT SHA Elkton Maintenance Facility is soliciting bids for a Contractor to perform scheduled preventative maintenance and repairs as necessary on all overhead doors on an “as needed basis.” The Elkton Maintenance Facility has a total of 27 overhead doors, the Sylmar Satellite Facility has 3 overhead doors, and the Wards Hill Satellite Facility has 2 overhead doors. Door sizes run from 8’ x 10’ to 20’ to 13’. All bay doors are sectional overhead doors on tracks. Pricing is based on material cost plus labor hours, both regular rates and emergency rates outside of normal hours.

2.1.2 Work locations shall include, but are not limited to:

Elkton Maintenance Shop: 2024 E. Old Philadelphia Rd., Elkton, MD 21921 Sylmar Satellite Facility: 909 Telegraph Rd., Rising Sun, MD 21911 Wards Hill Satellite Facility: 625 Cecilton Warwick Rd., Cecilton, MD 21913

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

2.1.3 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background and Purpose

The purpose of this solicitation is to establish contracted rates for preventative maintenance and repairs for all overhead doors at our three (3) facilities.

2.3 Contractor Responsibilities and Tasks

The Contractor shall perform scheduled preventive maintenance and repairs as necessary on all overhead doors on an as “needed basis.”

2.3.1 Service Requirements:

The Contractor shall include all labor, supervision, materials, specialized equipment, transportation and insurance necessary to perform the required services under the terms of the Contract. The Contractor shall report to the office upon arrival, sign in before any work is performed and advise when they are finished. The office should be advised before the contractor leaves site if any further work is needed or if there is a need to return to the location to finish work.

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2.3.2 Preventive Maintenance:

The Contractor shall provide a semi-annual preventive maintenance program to include but not be limited to the following:

. Check the tightness of track bolts to angles and fasteners.

2. Inspect spring tension.

3. Inspect and lubricate rollers, roller assemblies, and hinges.

4. Inspect section condition.

5. Inspect and adjust door alignment.

6. Remove any rust.

7. Inspect bottom seal for excess wear or damage.

8. Inspect and lubricate chain hoist gears.

9. Check guide for proper alignment.

10. Inspect hand chain.

11. Inspect and lubricate motor gears, output shaft bearings, and axle bushings.

12. Check drum screw for tightness.

13. Inspect cable for wear or damage.

14. Lubricate torsion spring.

15. Check winding plug set screw for tightness.

16. Check anchor plug and bracket for tightness and corrosion.

17. Inspect and lubricate bearings and shaft.

18. Check center couplings.

19. Inspect collar set screws.

20. Provide a detailed written review, reporting all problems requiring attention.

2.3.3 Repair Calls:

Repairs of the overhead doors shall be done on a time and material basis utilizing the hourly rates and material markup included in the Contractor’s proposal. Every repair service call shall be fully documented on a work ticket as to the work performed. Such documentation shall consist of hours worked, materials used on job, number of repairmen, exact nature of repair service rendered, and other such pertinent information.

This work ticket shall be signed by the SHA authorized representative before the Contractor’s workmen leave the job site.

2.3.4 Work Schedule:

Normal routine service shall be made available between the hours of 6:30 AM - 2:30 PM, Monday through Friday, excluding State recognized holidays. The State recognized holidays are New Year’s Day, President’s Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Gubernatorial and/or Presidential Election Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. The Vendor may be required to do emergency repairs at times other than normal working

IFB for MDOT SHA Elkton Maintenance Facility Page 7 of 21 hours. The Vendor shall be able to be available on a twenty-four (24) hour basis for such emergency work 365 days per year. The Vendor shall supply a monitored 24-hour a day phone number(s) to contact for service. All work requested outside normal routine working hours shall be considered EMERGENCY after hour service and shall be charged at overtime rates not to exceed one and half times the routine hourly rate as specified in the bid. SHA approval is needed before any overtime is paid.

State Highway Administration authorized representative shall notify the Contractor of the type of repair service call (routine or emergency) at the time of call in. The Vendor shall respond to routine repair service calls within twenty-four (24) hours after notification.

The Vendor shall respond to emergency repair service calls within three (3) hours after notification. No work shall be permitted on Saturdays, Sundays or Holidays without the permission of the SHA authorized representative.

No minimum show-up time shall be paid under this contract. No additional charges shall be accepted for travel or mileage. Travel time to and from the work location is considered incidental to the other pay items and no compensation will be authorized unless otherwise specified. Time away from the job will not be paid. This includes but is not limited to “parts and supply” runs, lunch or any other circumstance which may pull the Contractor away from the work location.

SHA approval is needed before a helper or second service door technician is assigned for repair service calls.

All workmanship shall be in accordance with industry standards by qualified installers.

There shall be no apprentices or trainees performing the repair work.

Any door discovered to be inoperable and/or unsafe shall be conspicuously marked with a warning sign or tag suitable to notify the user of such condition prior to the workmen leaving the job site or job area for any reason. The SHA Contract Manager shall also be notified of such condition prior to the workmen leaving the job site or job area for any reason.

The Vendor shall keep the premises free from accumulation of waste materials or rubbish caused by his operations at all times. The Vendor shall leave the work area clean and free of materials, debris, and vendor equipment to the satisfaction of the authorized SHA authorized representative. Vendor shall be responsible for removal and disposal of all debris and defective materials removed in performance of the service and in strict accordance with all applicable regulations, codes, laws, and ordinances.

The Contractor shall maintain complete and accurate records of all repairs made (including trouble calls), and replacement parts used for the term of this contract. These routine records shall be made available at the completion of each job and/or on demand of the SHA.

All parts/materials used by the contractor shall be billed to SHA at actual cost to the Vendor plus percentage of markup. The percentage of markup shall not exceed ten (10%) percent. SHA has the option to purchase directly any individual part/material for the service/repair that exceeds $300.00 in cost. A copy of the Vendor’s source invoice(s) for

IFB for MDOT SHA Elkton Maintenance Facility Page 8 of 21 all parts/materials used for repairs/services must accompany his invoice in order to be reimbursed. Payments shall not be made for any parts/material without the proper documentation attached to the vendor’s original invoice.

No sub-contractors shall be permitted to work under this contract without the consent of SHA Contract Manager.

In the event of the complete failure of a major component, the Contractor shall be requested to prepare an estimate to repair or replace the defective major component. This estimate is to be given to the Contract Manager and the Procurement Officer for approval. If the major component becomes defective due to negligence by the Contractor, that major component is to be replaced with a new major component by the Contractor at no cost to the SHA.

The Contractor warrants that the repair service and parts furnished are of the highest quality, complying with specifications and free from defects in materials and workmanship for a term of one (1) year from date of acceptance by the SHA. The replacements and repairs under this guarantee shall be performed by the Contractor at no additional cost and to the satisfaction of the SHA.

The Contractor shall maintain a stocked service truck with materials, tools, ladders, and equipment, to provide overhead door services as described in the “scope of work”.

Payment Information (reference to Standard Terms)

A. Work Orders (reference to Standard Terms) B. Security Requirements (reference to Standard Terms) C. Insurance Requirement D. Heading for agency requirements E. Heading for agency requirements F. Heading for agency requirements

2.4 Supplemental Category of Work Requirements and Responsibilities

2.4.1 SHA shall provide trash disposal and metal recycling and reserves the right to salvage material and scrap.

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

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

3.2 End of Contract Transition

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

3.3 Invoicing

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

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

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

H. State assigned (Blanket) Purchase Order number(s);

I. Goods or services provided;

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and labor hour or time and material items shall clearly identify each item as either fixed price, and labor hour, or time and material billing.

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.

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.

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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.

3.3.1 Invoice Submission Schedule

The Contractor shall submit an invoice within one month after the completion of work.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 Problem Escalation Procedure

Not Applicable.

3.5 Payments by Electronic Funds Transfer

By submitting a Bid in response to this solicitation, the Bidder, if selected for award:

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA DX10Form20150615.pdf.

3.6 Prompt Payment Policy

Not applicable. This contract does not allow subcontracting.

3.7 Conflict of Interest Affidavit and Disclosure

The Bidder shall complete and sign the Conflict of Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid.

By submitting a Conflict of Interest Affidavit and Disclosure, the Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR 21.05.08.08.

3.8 Maryland Healthy Working Families Act Requirements

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

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Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

3.9 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and Services (EPPs)

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

3.10 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, including option periods, if exercised:

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

A. Commercial General Liability - One hundred thousand dollars ($100,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and one hundred thousand dollars ($100,000) 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 hundred thousand dollars ($100,000) 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. Automobile or Commercial Truck Insurance – The Contractor shall maintain Automobile or Commercial Truck insurance (including owned, leased, hired, and non-owned vehicles) as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

3.10.2 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.

3.10.3 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.

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

https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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3.10.5 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 notice of 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.

3.10.6 Subcontractor Insurance

Not applicable. This contract does not allow subcontracting.

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid Conference (Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

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

4.2 Electronic Means

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

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

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

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

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

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

4.3 Pre-Bid Conference

Not applicable.

4.4 Questions

All questions, including concerns, shall identify in the subject line the Solicitation Number and Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

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

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

4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage http://procurement.maryland.gov/

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

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

Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Proposal for not responding (e.g., too busy, cannot meet mandatory requirements).

4.6 Receipt, Opening and Recording of Bids

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

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

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

4.7 Duration of Bids

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

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

4.8 Revisions to the IFB

4.8.1 All revisions to the IFB before the due date for Bids will be published in an addendum to the IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the Procurement Officer to have obtained this IFB. It is the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

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

4.8.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

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

4.9.3 In the event a government entity proposes and receives the recommendation for award, this procurement may be canceled, and the award processed in accordance with COMAR 21.01.03.01.A(4).

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

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

4.10 Incurred Expenses

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

4.11 Protest/Disputes

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

4.12 Bidder Responsibilities

Not applicable. This section is for subcontractors and subsidiaries.

4.13 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, is deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Exhibit 2 – Sample Contract. Any questions or exceptions to this IFB or the Contract must be submitted by the “Questions Due Date and Time” prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

4.14 Compliance with Laws/Arrearages

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

By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for Contract award.

4.15 Verification of Registration and Tax Payment

Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

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

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4.16 False Statements

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

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

A. Falsify, conceal, or suppress a material fact by any scheme or device;

B. Make a false or fraudulent statement or representation of a material fact; or C. Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under this section.

A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.

4.17 Confidentiality of Bids / Public Information Act Notice

The Bidder should give specific attention to the clear identification of those portions of its Bid that it considers to contain confidential and/or proprietary commercial information or trade secrets, and provide justification for why such materials, upon request, should not be disclosed by the State under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the Bid.

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

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

4.18 Use of Bidder’s Form Not Binding on State

The Bidder may not substitute, modify, or provide any other document in lieu of the documents provided with this Bid. Only those forms and documents provided with this solicitation and by the Procurement Officer will be considered acceptable as bid submission.

4.19 Attachments and Documents Required with the Bid (Table A) A Bidder shall include the following Attachments with its Bid as a single Bid Package:

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TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

A

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

Affidavit.

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

B

The Price Form (as specified within eMMA) Do not alter this Price Form or the Bid may be determined to be not responsive.

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

(See Appendix 2 for specific Price Form Instructions.)

C

Conflict of Interest Affidavit and Disclosure https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf Note: If this solicitation will result in the “selection of a contractor who will assist a unit in the formation, evaluation, selection, award, or execution of another State contract” the Bidder shall provide this Affidavit and other times as requested by the Procurement Officer.

N/A

E

Reference Checks (Each reference shall be from a customer for whom the Bidder has provided goods or services within the most recent past five years) https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

Additional Required Documents with the Bid

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

Acknowledgement of all addenda to this IFB.

4.20 Bid Delivery Instructions

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

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.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-L.-Reference-Checks.pdf

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Bidders shall provide their Bids in one submission through eMMA following the Quick Reference Guides (QRG) labeled “4 - eMMA QRG Responding to Solicitations (IFB)” for single envelope submissions.

4.21 Bid Evaluation Criteria and Award Basis

The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13. All Bids will be ranked from the lowest (most favorable) to the highest (least favorable) price based on the Total Bid Price as submitted in its Bid.

A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable Bid Price or most favorable evaluated Bid Price for providing the goods and services as specified in this IFB.

Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the State Highway Administration following any approvals of the Contract required by law or regulation.

4.22 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.23 Reciprocal Preference

Although Maryland law does not authorize procuring agencies to favor resident Bidders in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland contractors. COMAR 21.05.01.04 permits procuring agencies to apply a reciprocal preference under the following conditions:

A. The Maryland resident business is a responsible Bidder;

B. The lowest responsive Bid is from a responsible Bidder whose principal office, or principal base of operations, is in another state;

C. The other state gives a preference to its resident businesses through law, policy, or practice; and

D. The preference does not conflict with a federal law or grant affecting the procurement Contract.

The preference given shall be identical to the preference that the other state, through law, policy, or practice gives to its resident businesses.

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

Upon receipt of a notification of recommendation for contract award, along with submitting the signed Contract (see Exhibit 2 - Sample Contract), the following documents shall be completed https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/

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Click the link to download each required Attachment in the Table B below:

TABLE B - Documents Required upon Notice of Recommendation for Contract Award

Attachment Attachment Name

A Certificate(s) of Insurance:

Commercial General Liability Insurance, Worker’s Compensation Insurance & Automobile Insurance

B W-9 Request for Taxpayer Identification Number

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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5 IFB Appendices and Exhibits The Appendices and Exhibits listed below in Tables C and D are reference documents as needed to assist the bidders in preparing their bids in response to this solicitation. If a specific Appendix or Exhibit is not required for this solicitation, it is listed in the tables as “Not applicable” or “N/A”.

5.1 Appendices (Table C)

TABLE C - APPENDICES

Appendix # Appendix Name

1 N/A

2 Price Form Instructions

3 N/A

4 N/A

5 N/A

6 N/A

7 N/A

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5.2 Exhibits (Table D)

TABLE D - Exhibits

Exhibit # Exhibit Name

1 N/A

2 Sample Contract

3 N/A