CRCL2025_IFB.pdf

S T A T E H I G H W A Y A D M I N I S T R A T I O N

I n v i t a t i o n f o r B i d s ( I F B )

C o n t r a c t s L e s s T h a n $ 5 0 , 0 0 0

PROJECT: MD SHA HQ Server Room Cleaning Services

CONTRACT NO.: CRCL2025

ADVERTISEMENT DATE: Monday, January 13, 2025

BID DUE DATE / TIME:

BID LOCATION:

Friday, January 17, 2025 at 10:00 am Local Time

Emma

I. SUMMARY STATEMENT

6th floor server room cleaning services located at Maryland State Highway Administration Headquarters (MD SHA HQ), 707 N Calvert St, C-605, Baltimore, MD 21202

II. SMALL BUSINESS PREFERENCE PROCUREMENT

This procurement has been designated as a Small Business Preference in accordance with Title 14, Subtitle 2, of the State Finance and Procurement Article of the Maryland Annotated Code. The preference percentages for this procurement are as follows:

• State-certified, small business (not a veteran-owned or disable-veteran-owned small business) 5%

• State-certified, veteran-owned small business 7%

• State-certified, disable-veteran-owned small business 8%

The procurement agency will accept the most favorable responsive bid from a responsible, certified small business if the bid does not exceed the most favorable responsive received from a bidder who is not a certified small business by more than the percentages listed above.

* Eligibility * To be eligible for the preference, your company must have a current small business certification from the Maryland Department of General Services.

Small business size standards in Maryland are different than federal standards.

You CANNOT substitute an SBA 8(a) certification or VetBiz verification for Maryland small business certification.

IF your small business is eligible but not certified by the State, apply for certification on the Department of General Services website at https://emaryland.buyspeed.com/bso/ and obtain a small business certification number.

https://emaryland.buyspeed.com/bso/

State Law requires that the veteran business owner be domiciled in Maryland. There is no Maryland residency requirement for owners of small business participating in the Preference as small businesses without the veteran-owned or disabled-veteran-owned designation.

* Required Information * The bidder must provide the following to the procurement officer to prove eligibility for the preference:

• Certified small business that is not veteran-owned or disabled-veteran-owned: Provide the completed Maryland Department of Transportation (MDOT) Small Business Contract Affidavit.

• Veteran-owned certified small business: Provide the completed Maryland

Department of Transportation (MDOT) Small Business Contract Affidavit AND a copy of the business owner’s DD Form 214 attesting to discharge or release under conditions other than dishonorable.

• Disabled-veteran-owned small business that is currently verified and registered on www.VetBiz.gov: Provide the completed Maryland Department of Transportation (MDOT) Small Business Contract Affidavit AND a copy of the letter from the U. S. Department of Veterans Affairs Verification Program showing your verification is current.

• Disabled-veteran-owned small business that is NOT currently verified and

Transportation (MDOT) Small Business Contract Affidavit AND a copy of the business owner’s DD Form 214 attesting to discharge or release under conditions other than dishonorable AND a copy of your Adjudication Letter from the U.S.

Veterans Administration.

For more information about the Small Business Preference Program, please refer to Attachment III or log onto the Department of General Services Internet Site at www.dgs.state.md.us.

III. ISSUING OFFICE AND PROCUREMENT OFFICER

Maryland Department of Transportation State Highway Administration Office of Information Technology Attn: Corteze Haley-Grimes 707 N. Calvert St.

C-605 Baltimore, MD. 21202

The point of contact for purposes of this IFB are the Procurement Officer, Corteze Haley- Grimes (410-545-0651 / CHaleyGrimes@mdot.maryland.gov, The Procurement Officer and designee may be contacted by phone or email between 8:00 A.M. and 4:30 P.M.

http://www.dgs.state.md.us/ mailto:CHaleyGrimes@mdot.maryland.gov

IV. BID DUE DATE

Bids will only be accepted through the State's eMaryland Marketplace Advantage (eMMA) e-Procurement system. Instructions on how to submit proposals electronically can be found at, under Vendor Instruction:

https://mdprocurement.freshdesk.com/support/solutions Bids shall be opened on eMaryland Marketplace Advantage (eMMA) e-Procurement system at 10:00 am on Friday, January 10, 2025, Contractors are responsible for assuring that their bids are submitted adequately to eMMA.

Oral, fax, telegraphic, mailgram, or E-mail bids will not be accepted.

Bids, requests for withdraws, and modifications not received by the time and at the place indicated are late and may only be considered in accordance with COMAR 21.05.02.10.

V. PRE BID CONFERENCE

No pre-bid conference will be held.

VI. DURATION OF BID OFFER

Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the due date. The Procurement Officer may, however, request contractors to extend the time during which the State may accept their bids. Once a bid is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period.

VII. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small Procurement Regulations ($100,000 or Less).

VIII. TERMS and CONDITIONS

A. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

B. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract.

C. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

https://mdprocurement.freshdesk.com/support/solutions

D. Changes. This contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract (including the Contract price).

E. Termination for Default. If the Contractor does not fulfill obligations under this

Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

F. Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law.

G. Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

H. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract.

However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2).

IX. SCOPE OF CONTRACTOR SERVICES

This scope of contractor services/scope of work describes the requirements of providing cleaning services to the 6th floor server room on an as needed basis at the Maryland State Highway Administration Headquarters (MD SHA HQ) Complex located at 707 N Calvert Street, Baltimore, MD 21202 for a period of thirty six (36) months or total payments as established by the winning bid, whichever comes first.

This scope of contractor services/scope of work will establish hourly rates. Quantities listed are estimates and are only given for the purpose of bid evaluation. The quantities do not indicate the actual amount that will be spent since such expenditures will depend upon requirements that will develop during the contract period.

The contractor shall service the MD SHA HQ 6th floor server room to keep in good working order. The cleaning of the 6th floor server room shall be maintained to industry standards of operations and operate as so to meet the requirements of all applicable laws and regulations for safe operation.

The following is a requirement list of cleaning the MD SHA HQ 6th floor server room:

A. CLEANING CYCLES

1. QUARTERLY (four (4) times each year): Scheduled and announced full cleanings to include all enclosed services, underfloor, top of floor, floor to ceiling.

2. MONTHLY (eight (8) times each year): full cleanings to include all top of floor and floor to ceiling.

3. INVOICE: An authorized MD SHA HQ 6th floor server room representative will sign a detailed work ticket from the contractor at completion of the cleaning services for the day. The work ticket must describe the details of services that the contractor provided at the time of the cleaning services. The MD SHA HQ 6th floor server room signed work ticket must be attached to the invoice.

B. UNDER FLOOR CLEANING: to include, but not limited to the following:

1. Vacuuming concrete sub-floor, raised floor superstructure, and pedestals.

2. Removal of any forging contamination (concrete, dust, drywall dust, wire clippings, rust particles, etc).

3. Complete wipe down of raised floor superstructure to remove contamination, including oxidized particles.

4. Filtration of air in direct areas where underfloor work is being done by using

HEPA AIR PROTECTION and AIRBORNE CONTAMINANT FILTRATION

UNIT.

Note: No under floor work will be completed without first coordinating with the authorized MD SHA HQ 6th floor server room representative who is responsible for disabling or disarming all fire detection systems.

Note: All vacuums must contain HEPA filters that filter to .3 microns, must be sealed, and must be shielded so that they do not re-contaminate or interfere with any electronic operations within the data center.

C. TOP OF FLOOR CLEANING: to include, but not limited to the following:

1. Removal of stains (ink, hell marks, glue, etc.) from tile and or carpet.

2. Cleaning space between top of tile and underside of equipment as long as there is a one (1) inch clearance.

3. Roto-wash scrub of tile and through wipe down of tile edging.

4. Cleaning of all air vents.

5. Complete wipe down and vacuuming to remove contamination from both interior and exterior of perforated tile.

D. FLOOR TO CEILING CLEANING: to include, but not limited to the following:

1. Wipe down and clean of all types of cabinets, bells, electrical panels, shelves, desks, clocks, etc.

2. Cleaning exterior of all closed racks with a protective type cleaner.

3. Cleaning of all wheels on movable carts and chairs to avoid marks and streaking on tip of high pressure laminate.

Note: All cleaning solutions must be anti-static, nontoxic, non-flammable, and must not contain any aluminum, tin, or ammonia. Additionally, all cleaning solutions must contain a protective stain resistant coating.

E. AREAS TO BE CLEANED

1. MDSHA HQ, 707 N Calvert, 6th floor server room, Baltimore, MD 21202

(approx. size: 48 ft x 28 ft)

F. SERVICE HOURS

1. All work to be performed must be pre-scheduled / pre-arranged with the authorized MD SHA HQ 6th-floor server room representative.

2. The server room must be cleaned between 9:00 a.m. and 2:00 p.m. No cleaning will be allowed after 2:00 p.m.

G. CONTRACT TERMS

1. This is a one (2) year contract.

The contractor shall be available to perform cleaning services from 9:00 a.m. to 2:00 p.m.

on the pre-scheduled / pre-arranged workday with the authorized MD SHA HQ 6th floor server room representative. There will be no emergency cleaning services requirements outside the normal, regular workday. No cleaning will be allowed after 2:00 p.m.

The contractor must respond by phone within twenty-four (24) hours of being notified by the authorized MD SHA HQ 6th floor server room representative of the desired scheduled service.

Scheduled service calls shall be at the standard labor rate with a minimum charge of one

(1) hour. Time begins at arrival to the work site.

The contractor shall furnish all labor, supervision, miscellaneous parts, supplies, materials, equipment, tools, transportation, and methods of communication for worked performed under the contract. All materials, supplies, and parts will be provided by the contractor and billed at the contractor’s cost.

All work will be accomplished by experienced cleaning service technicians to industry standards. Unless agreed to beforehand by MD SHA HQ 6th floor representative, only two (2) technicians will be assigned to clean the 6th floor server room.

A. CONTRACTOR QUALIFICATIONS

• The contractor shall maintain a current State of Maryland Cleaning License.

• The contractor must have been in the commercial server room cleaning service business for at least three (3) years. Proof of the contractor’s qualifications must be submitted at the time of bid submission.

• The contractor shall submit two (2) references at the time of bid submission that includes a contact name, contact address, contact telephone number, and the business name of at least three businesses for which the contractor provided commercial server room cleaning services within the preceding twenty-four (24) months. The references may be checked prior to contract award. Any negative responses received may result in disqualification of the contractor’s bidding packet.

• Insurance in the amount of $1,000,000 liability and consistent with Attachment No XI. The documentation is to be provided to MD SHA with the bid submission.

B. SERVICE REQUIREMENTS AND WORK SCHEDULING

• The contractor shall furnish all labor, supervision, miscellaneous parts, equipment, tools, transportation, and methods of communication for worked performed under the contract.

• The contractor shall comply with all terms and conditions of the contract documents.

• The contractor shall provide qualified cleaning service technicians to clean the server room at industrial standards as directed by the scope of work/scope of contractor’s services and the authorized MD SHA HQ 6th floor server room representative.

• The contractor shall provide “not to exceed” estimates on all work. All work shall be approved by the authorized MD SHA HQ 6th floor server room representative.

• The contractor shall work until each job is completed, and when necessary, respond to multiple requests for services at the same time. The authorized MD SHA HQ 6th floor server room representative can perform on-site inspections at any time during the work.

• All work shall conform to federal, state, country, and local codes, rules, and regulations.

• The contractor shall maintain a stocked service truck with materials, tools, ladders, and equipment to provide server room cleaning services as described in this scope of contractor services/scope of work.

• A normal work crew will consist of two (2) professional cleaners, one (1) supervisor and the other non-supervisor. On complicated work assignments, additional professional cleaners may be used if pre-approved by the authorized MD SHA HQ 6th floor server room representative. The professional cleaner supervisor shall be required to be on-site at all times either performing the work or overseeing the work of a non-supervisor. The State reserves the right to require the contractor to have a helper or secondary individual on all assigned tasks.

• Regular services shall be made available between the hours of 9:00 am and 2:00 pm on the pre-scheduled / pre-arranged workday with the authorized MD SHA HQ 6th floor server room representative. There will be no emergency cleaning services requirements outside the normal, regular workday. No cleaning allowed after 2:00 p.m.

• No work shall be permitted on Saturdays, Sundays, or Holidays without the permission of the authorized MD SHA HQ 6th floor server room representative.

• The contractor shall respond to routine service calls within twenty-four (24) hours after notification.

• All work must be preformed on site.

C. WORK RATES AND PROCEDURES

• Man-hours paid under the contract shall be only for productive hours at the job site. Time spent for transportation of workers, lunch, material acquisition, handling, and delivery, or for movement of contractor owned or rental equipment is not chargeable directly but is overhead and shall be included in the hourly rate for basic labor on the contractor’s bid form. No minimum show-up time shall be paid under the contract.

• Labor rates shall be for two (2) workers only unless prior approval is granted from the authorized MD SHA HQ 6th floor server room representative.

• Scheduled service calls shall be billed at the standard labor rate (minimum charge is one (1) hour). Labor rate begins after signing in at the MD SHA HQ complex Security Guard’s desk. The contractor shall use the Hunter Street entrance to gain access to the MD SHA HQ building and sign in at the MD SHA HQ Security desk using the Contractor’s sign-in-log book.

• The qualified contractor shall contact the authorized MD SHA HQ 6th floor server room representative upon all arrival and departure times of on-site service performance. The qualified contractor shall prepare a service ticket daily indicating the date, location, arrival time, departure time, name of qualified cleaners performing work, helper’s name if applicable, a brief description of services performed or to be performed, and list any parts and or materials used for the services. Note: No lunch or material acquisition time shall be included on the service ticket without the approval of the authorized MD SHA HQ 6th floor server room representative. Each ticket must be completed, signed by the qualified cleaner supervisor and signed by the authorized MD SHA HQ 6th floor server room representative. A copy of the service ticket must be given to the authorized MD SHA HQ 6th floor server room representative daily and must be attached to the contractor’s invoice. Failure to follow these procedures may result in breach of contract and said contract may be terminated. The MD SHA shall provide a list of contact names and phone numbers for reporting arrival and departure times on jobs for each service request as scheduled upon contract award.

• The contractor shall keep the work area clean and free of materials, debris, accumulated waste or rubbish, and or equipment used to complete the services at all times. The contractor shall be responsible for removal and disposal of all debris and defective materials in performance of the service in strict accordance with all applicable regulations, codes, laws, and ordinances. If the contractor does not clean area upon completion, the penalties and fines applicable by law to clean the area shall be deducted from the contractor’s invoice as liquidated damages.

D. UNSATISFACTORY WORK

• In the event the work performance of the contractor is unsatisfactory, the contractor will be notified by the authorized MD SHA HQ 6th floor server room representative and be given seven (7) calendar days to correct the work. There will be no cost to the MD SHA for redoing the work.

• The contractor shall guarantee to make adjustment of defective product(s), if any, and the State net price shall be the basis of such adjustment.

E. MD SHA HQ 6th FLOOR SERVER ROOM REPRESENTATIVES

• The MD SHA HQ 6th floor server room representatives are as follows:

Ed Wittman, I.T. Network Engineer, 410-545-8677 Grant Coleman , Chief, Desktop Support, 410-545-.0000 Karen Keller, Director, Office of Information Technology, 410-545-8655

The MD SHA HQ 6th floor server room representatives may appoint other Information Technology (I.T.) personnel to assist the contractor.

• The Information Technology (I.T.) procurement chief is Corteze Haley-Grimes.

Corteze’s work number is 410-545-0651

F. PAYMENT

Subject to the performance of the work and its acceptance by the MD SHA, the successful respondent may invoice the SHA for all appropriate charges for services performed within thirty (30) days after completion of the approved work. All such charges shall be derived in accordance with the prices originally quoted on the Contract Bid Form, which will be made a part of the contract. In the event that the successful respondent is not in default of any of the contract terms and conditions, then MD SHA shall cause said invoice to be timely paid.

• All authorized service calls for labor, parts, and or materials shall be paid according to the hourly rates listed on the completed contract bid form.

• The invoice terms shall be net thirty (30) days upon receipt of completed correct invoice.

• The invoice for service and or repairs shall be submitted within fifteen (15) calendar days from the date of service. Any work performed at the end of June shall be submitted no later than July 5th to comply with the MD SHA's fiscal year end requirements.

• All invoices shall include the following information. Failure to do so may result in delay of payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

o Company name o Complete remittance address o Company telephone number o Contact person o Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number) o Invoice date o An unique invoice number o SHA assigned BPO number (blanket purchase order) or contract number o Details of services performed o Date of services o Work time o Number of man hours o Labor rates o Copies of service tickets o Parts and or material charges (when applicable) o Equipment rental fees (when applicable) o Copies of invoices or receipts for any parts, materials, and or rental equipment listed for reimbursement (when applicable) o Sub totals for different category of charges o A total amount due

• All invoices and signed service tickets shall be emailed to Ed Wittman

EWittman@mdot.maryland.gov. Failure to email all invoices and signed service tickets may result in the delay in payment. Invoices that are missing, held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

• The mailing address for the 6th floor server room cleaning services is

Maryland State Highway Administration Network Cyber Security Section, C-202 707 N. Calvert Street Baltimore, MD 21202

• MD SHA is exempt from Maryland Sales Taxes and Use Taxes by Exemption

Certificate Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. No tax price shall be included on the invoice.

• All invoices under $5,000.00 may be charged to the State Corporate Purchasing

Card.

G. BASIS FOR AWARD

• The MD SHA will select a contractor for this project based on the lowest responsive bid from a responsible bidder.

• This scope of contractor services/scope of work does not commit the State to award a contract. The contents of the bid may become contractual obligations if a contract ensues. Failure of the contractor to honor the obligations stated in this scope of contractor services/scope of work may result in termination for default.

mailto:EWittman@mdot.maryland.gov

X. LIABILITY:

The Contractor must be covered by a sufficient amount of liability insurance. The Contractor shall provide this Administration with proof of liability insurance and coverage before the contract is awarded.

XI. BID CONTENT

The bidder shall submit an original Contract Bid Form for this Project. The bid shall be submitted on Attachment No. I. Attachment No. I is not to be altered in any way and is to contain only the price or prices stipulated on the form.

If claiming Small Business Preference, the bid must include:

• Certified small business that is not veteran-owned or disabled-veteran-owned: Provide the completed Maryland Department of Transportation (MDOT) Small Business Contract Affidavit (Attachment IV).

• Veteran-owned certified small business: Provide the completed Maryland

Department of Transportation (MDOT) Small Business Contract Affidavit AND a copy of the business owner’s DD Form 214 attesting to discharge or release under conditions other than dishonorable.

• Disabled-veteran-owned small business that is currently verified and

Transportation (MDOT) Small Business Contract Affidavit AND a copy of the letter from the U. S. Department of Veterans Affairs Verification Program showing your verification is current.

• Disabled-veteran-owned small business that is NOT currently verified and

Transportation (MDOT) Small Business Contract Affidavit AND a copy of the business owner’s DD Form 214 attesting to discharge or release under conditions other than dishonorable AND a copy of your Adjudication Letter from the U.S.

Veterans Administration.

BID SUBMISSION INSTRUCTIONS

Purchase Order Request for Proposal (PORFP) responses will only be accepted through the State's eMaryland Marketplace Advantage (eMMA) e-Procurement system.

Instructions on how to submit proposals electronically can be found at, under Vendor Instruction: https://mdprocurement.freshdesk.com/support/solutions

XII. OPENING OF BIDS

Bids will be opened publicly on the date and time specified in Section IV of this IFB, in accordance with the provisions in COMAR 21.05.02.11 via eMMA.

https://mdprocurement.freshdesk.com/support/solutions

XIII. DURATION OF THE CONTRACT/PROJECT

The duration of the contract is two (2) years (48 Months).

XIV. ATTACHMENTS

• Contract Bid Form - Attachment No. I

• Contract Reference Form – Attachment No. II

• Notice to Bidders Small Business Preference Procurement - Attachment No. III

• Small Business Contract Affidavit - Attachment No. IV

• Insurance Requirement – Attachment XI

Contracts Less Than $50,000