THIS PAGE IS INTENTIONALLY LEFT BLANK.

Provide and install four (4) power poles to serve ten (10) cubicles for MDOT SHA District-5 Traffic Office

Solicitation: D5TELE27SBR

IFB Document

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 1 of 26

STATE OF MARYLAND

MARYLAND STATE HIGHWAY ADMINISTRATION DISTRICT 5

TRAFFIC OFFICE ANNAPOLIS

INVITATION FOR BIDS (IFB)

ELECTRICAL SERVICES- Provide and install four (4) power poles to serve ten (10) cubicles.

MDOT SHA DISTRICT-5 TRAFFIC OFFICE

IFB NUMBER D5TELE27SBR

ISSUE DATE: MONDAY, OCTOBER 05, 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 businesses. 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

Department of Social and Economic Mobility’s (DoSEM) Office of Small, Minority & Women Business

Affairs (OSBA) 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 OSBA as a certified 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

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 2 of 26

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Services- Electrical Services- Elto Provide and install four (4) power poles to serve ten (10) cubicles.

Solicitation

Number:

D5TELE27SBR

IFB Issue Date: Monday, October 05, 2026

IFB Issuing

Office:

Maryland State Highway Administration District 5 Traffic Office

Annapolis

Procurement

Officer:

Russell Swann, ADE-M

Maryland Department of Transportation State Highway Administration, District 5-District Office, 138 Defense Highway, Annapolis, MD 21401

Email:

Phone Number:

Procurement Officer Designee: Saurav Acharya

SAcharya@mdot.maryland.gov

410-841-1012

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number:

D5TELE27SBR

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.

Pre-Bid

Conference:

N/A

Scheduled Site

Visit

October 13, 2026, from 10:30 am until 11:30 am

Site Visit Location: MDOT / SHA

District 5-District Office

138 Defense Highway, Annapolis, MD 21401

D5 Traffic Office

To attend the site visit please contact the Procurement Officer Designee via Email no later than October 12, 2026, 2pm mailto:SAcharya@mdot.maryland.gov

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 3 of 26

Questions Due

Date and Time:

October 14, 2026, at 10am Local Time

Bid Due (Closing)

Date and Time:

October 16, 2026, at 8am Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor

Feedback Form).

Public Bid

Opening Date, Time, and

Location

October 16, 9am Local Time

District Office 5, 138 Defense Highway, Annapolis, Maryland, 21401

Front Lobby or

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/28234613223859?p=lgQouOeVfNckqq

HvsI

Meeting ID: 282 346 132 238 59

Passcode: Ys3Ln2zN

Dial in by phone

+1 667-262-2962,,942152205# United States, Baltimore

Phone conference ID: 942 152 205#

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 https://teams.microsoft.com/meet/28234613223859?p=lgQouOeVfNckqqHvsI https://teams.microsoft.com/meet/28234613223859?p=lgQouOeVfNckqqHvsI tel:+16672622962,,942152205

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 4 of 26

Contract

Duration:

The duration/term of the contract is 90 days

Contractor to provide a project schedule including permit lead time, procurement, site mobilization, installation, testing, and inspection.

Include milestones for delivery and completion; typical small office install: 2–4 weeks from permit to completion (subject to permit times and site conditions).

Primary Place of

Performance:

MDOT/SHA D5 District Office 138 Defense Highway, Annapolis, MD

21401 (TRAFFIC AREA)

SBR Designation: YES

Federal Funding: NO

Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements ................................................ Error! Bookmark not defined.

3.2 End of Contract Transition ......................................................... Error! Bookmark not defined.

3.3 Invoicing ..................................................................................... Error! Bookmark not defined.

3.4 Liquidated Damages ................................................................... Error! Bookmark not defined.

3.5 Work Orders ............................................................................... Error! Bookmark not defined.

3.6 Payments by Electronic Funds Transfer ..................................... Error! Bookmark not defined.

3.7 Prompt Payment Policy .............................................................. Error! Bookmark not defined.

3.8 Federal Funding Acknowledgement ........................................... Error! Bookmark not defined.

3.9 Conflict of Interest Affidavit and Disclosure ............................. Error! Bookmark not defined.

3.10 Non-Disclosure Agreement ........................................................ Error! Bookmark not defined.

3.11 Maryland Healthy Working Families Act Requirements ........... Error! Bookmark not defined.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 5 of 26

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs) .......................................................................... Error! Bookmark not defined.

3.13 Insurance Requirements ............................................................. Error! Bookmark not defined.

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 6 of 26

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

All prospective Bidders must be primarily engaged in the commercial electrical business and shall be actively engaged in this field for a minimum of five (5) years. The Bidder shall provide at least one (1)

Certified Master Electrician with a minimum of five (5) years of experience in conducting commercial electrical work, as well as at least one (1) helper of apprentice with the ability to assist the master electrician when required. Master electricians must have a familiarity with electrical substations and experience working with 480-volt electrical systems.

By submitting a bid, the Contractor certifies to the Administration that they possess all necessary equipment, facilities, personnel, and work experience to fulfill the terms of the Contract at the time of bid submission, or that they shall have the necessary equipment and personnel and be ready to proceed on the date of “Notice to Proceed”. Proof of Vendor’s qualifications may be requested at SHA’s sole discretion.

The Bidder shall be covered by sufficient amount of liability insurance. The Contractor shall provide the

Administration with proof of liability insurance and coverage before the Contract is awarded. Required

Documentation: The Bidder shall provide with its Bid the required Proof of Insurance.

The Bidder must be able to provide a record of prior experience on jobs of similar nature in scope within the past three (3) years. The Bidder shall submit with the bid a Contractor Reference Form (Attachment L

Reference Checks). References may be checked prior to the award of the Contract. Any negative responses received may result in disqualification of the bid.

The Bidder must be fully qualified to legally provide the services detailed in this IFB within the State of

Maryland. All applicable Federal and State laws and regulations must be followed by all parties when performing work related to this Contract. This requirement includes, but is not limited to, the standards established by the MDE, EPA, UASCE, FCWA, MOSH, OSHA, NFPA, and other relevant governmental agencies. Proof of licensing and qualification shall be submitted prior to the award of the Contract.

The Bidder shall employ personnel who are capable of comprehending and answering screening questions required for building entry. Any personnel unable to comprehend and accurately answer screening questions will not be granted access to the building and may be precluded from working under the Contract.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 7 of 26

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

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”): The Maryland Department of Transportation State Highway Administration

(MDOT-SHA) is seeking a RFQ to have a qualified Electrical Contractor to Provide and install four (4) power poles to serve ten (10) cubicles. Each cubicle will have receptacles and raceway for low voltage/data as required by IT (if applicable). Provide and install a new 120 V subpanel (size to be determined by load calculation) fed from the building main distribution.

Balance circuits and provide required overcurrent protection, grounding and labeling.

2.1.1 All work to comply with the latest NEC and local codes, and to pass required inspections at District-5 Office 138 Defense Highway Annapolis, Maryland 21401

• Perform field verification of existing conditions, main panel capacity, and routing.

• Perform complete electrical load calculation per NEC to size subpanel, feeder, and branch circuits.

• Obtain and pay for all permits and schedule/coordinate inspections. N/A

• Furnish all labor, materials, tools, equipment, transportation, and supervision necessary for a complete installation.

• Install four power poles including internal raceway, branch circuit wiring, receptacles, and flanges for communications if requested.

• Install a new 120 V subpanel with required main/feeder breakers, neutral/grounding bus, grounding electrode conductor, and bonding per code.

• Provide wiring from subpanel to each pole and branch circuit terminations, including conduit, raceway, junction boxes, and fittings.

• Perform testing and commissioning and provide as-built drawings, test reports, permit sign-offs, and O&M documentation.

• Coordinate with other trades (furnish routing, cut-ins, ceiling work) as required.

Contractor responsible for protecting finished surfaces and cleanup

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.

2.1.2 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

D5 District Office is seeking Electrical Services to provide and install four (4) power poles to serve ten (10) cubicles - and is soliciting vendors for that purpose.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 8 of 26

2.2.1 State Staff and Roles

A. State Procurement Officer (Russell Swann)

1. The Procurement officer has final authority on all aspects of the contract.

2. The Procurement officer will approve invoices

B. State Procurement Officer Designee (Saurav Acharya)

1. The designee will perform all duties of the procurement officer in the absence of the procurement officer

C. State Contract Monitor (Richard McIntyre)

1. The Contract monitor will ensure vendor compliance with the scope of work of the contract

2. The Contract monitor will receive and process invoices.

2.3 Contractor Responsibilities and Tasks

The Contractor shall furnish all personnel, supervision, labor, tools, hoist, transportation, equipment, piping fittings, hose connections, electrical wire, electrical boxes, and all items and services, miscellaneous materials necessary to perform all Office of

Maintenance (OOM -FQCD). Vendors must use best practices established in the construction industry to perform this work. All work is to be performed in a safe manner, adhering to OSHA, MOSH, codes/regulations and standards. Vendors shall be licensed to perform work in the State of Maryland. All work shall be performed in accordance with this specification and scope of work in the manner called for, and to the satisfaction of the State Highway Administration’s

2.3.1 at MDOT SHA District 5- District office located in Anne Arundel County. The Contractor shall inspect and provide service to all electrical system/equipment in accordance with the manufacturer’s recommendations and the procedures stated in this IFB.

2.3.2 Any type of requested electrical maintenance and/or repair services shall be done on a time and material basis utilizing the hourly rates and material markup included in the

Contractor’s proposal. Such documentation shall consist of hours worked, materials used on job, number of repairmen, exact nature of service rendered and/or repairs, and other such pertinent information. This work ticket shall be signed by MDOT SHA representative before the Contractor’s workmen leave the job site.

2.3.3 The Contractor must be capable of coordinating with other trades (e.g., mechanics, plumbers, painters, carpet installers, etc.) concurrently performing work on designated projects.

2.3.4 The Contractor shall be able to provide “not to exceed” written estimates for each work project prior to the commencement of any work. Estimate shall include total cost (labor and materials), breakdown of cost (labor - # of men, # of hours), materials (types and amounts), special equipment needs, specify work to be done, number of days to complete the work, and the number of days needed to start the job after receiving authorization from the Administration. At the request of either party to this Contract, and prior to the initiation of work, a conference may be held for the purpose of identifying and clarifying the specific methods and materials to be employed.

2.3.5 Materials and installation shall comply with the latest editions of codes, laws, and ordinances of federal, state, and local governing bodies and authorities having jurisdiction.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 9 of 26

In every installation where regulation of BGE (Baltimore Gas & Electric Company) apply, conformance with their regulations shall be mandatory and any costs involved, including their fees or charges, shall be included in the Contract.

2.3.6 All work shall be completed in accordance with the specification and scope of work in the manner called for, and to the satisfaction of the SHA Office of Maintenance (OOM). All work shall be conformed to federal, state, county, and local codes, rules, and regulations.

The Contractor shall be responsible for obtaining all necessary permits before any work is started. The Contractor is also responsible for contacting and obtaining utility markings from Miss Utility if applicable. All work to be done in a safe manner, adhering to OSHA, MOSH, SMACNA codes/regulations and standards. All workmanship shall be in accordance with industry standards by a qualified service electrician. The Contractor may assign a qualified helper or apprentice for assistance with more complex service work, but only if the additional personnel are preapproved by the Administration in advance of on-site arrival.

2.3.7 All design, equipment and materials specified by design shall conform to all applicable acts, laws, rules, and regulations in the latest editions of the following organizations:

National Electrical Code (ANSI/NFPA 70)

Life Safety Code (NFPA 101)

National Electrical Safety Code (NESC-ANSI C2)

American National Standards Institute (ANSI)

National Fire Protection Association (NFPA)

Institute of Electrical and Electronic Engineers (IEEE)

Insulated Cable Engineers Association (ICEA)

National Electrical Manufacturers Association (NEMA)

Illuminating Engineering Society (IES)

Underwriters Laboratories Inc (UL)

Occupational Safety and Health Administration (OSHA)

Americans with Disabilities Act (ADA)

2.3.8 The Contractor must meet all Federal EPA, OSHA, and MDE guidelines in the performance of work and proper handling and disposal of waste and/or contaminated materials. MDOT SHA will not receive any materials, products, or chemicals which may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet when received. The Contractor shall provide only electrical products and materials which are listed and labeled by Underwriters Laboratories Inc. (UL).

2.3.9 It is the Contractor’s responsibility to verify the scope, data, measurements, and difficulty of the work to be performed prior to submission of bids. All Contractors are encouraged to make an on-site inspection of the location where the work will be performed to become completely familiar with existing conditions. A site inspection will allow the perspective

Bidder to familiarize oneself with all conditions that may affect the performance under and cost of the Contract. Failure of the Bidder to familiarize oneself with the measurements and conditions shall not constitute a basis for Contract adjustments after award.

2.3.10 Failure of the Contractor to fulfill any requirement included in the Service Requirements shall automatically constitute sufficient justification to allow the Administration to obtain comparable services on the open market. Any increased cost over the Contract price will be charged to the Contractor.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 10 of 26

2.3.11 The Contractor shall assign to the Contract, as an agent, competent supervision capable of communicating in English, and capable of reading and thoroughly understanding the

Contract documents.

2.3.12 Prior to start of any work under the Contract, the Contractor shall furnish the

Administration with the name, address, phone number, and email address of individuals in his/her firm who can be contacted by the MDOT SHA representative at any time for requesting of services and/or to advise of revisions to established work schedule.

2.4 Supplemental Category of Work Requirements and Responsibilities

2.4.1 Scope of Contractor Services. (See Statement of Work attached)

A. This specification describes the minimum requirements for providing comprehensive and reliable commercial electrical services. This Contract will establish bid prices for labor and materials, as detailed in the Price Form (Attachment B Price Form). Quantities listed are estimated and are only given for the purpose of bid evaluation. They do not indicate the actual amount which will be sent, since such expenditures will depend upon requirements which develop during the Contract period.

B. Tasks may include emergency response, possible design, installation, maintenance, reconditioning, replacement, diagnostic, troubleshooting, or repairs that may be required by the Administration. The Contractor will be expected to perform the required electrical services from verbal request instructions/descriptions.

C. In general, the work involved may include, but is not limited to, installation, repair or modification to fiber optic, data, telephone, electrical remodeling, office build out, , load studies, service and distribution, replacement of ballasts, lamps, receptacles, outlets, lights, and light fixtures, locate faulty wiring and repair wire or rewire, provide and install conduit, wiring, junction boxes, motors, fixtures, and electrical equipment to repair or replace existing and/or new installations. This is not an all-inclusive list. Other types of electrical repairs and services may be required.

D. Repairs and Emergency Service.

Bid items have been established in the Price Form (Attachment B Price Form) for Certified

Master Electrician Labor and Helper/Apprentice Labor and will be paid at the bid price per unit measure for the bid item. Each type of labor has been listed for both normal business hours and overtime/emergency hours. All items must be quoted in the Price Form, and a blank entry will result in the rejection of a bid.

The Contractor shall provide electrical services on as-needed basis. The Contractor shall respond within three (3) hours on notification for emergency service. Emergency service is defined as unscheduled work, which requires immediate action to restore equipment or electrical system operations, to correct any electrical problems that will cause imminent interruption of operations or will cause damage to operating equipment that cannot be completed or cannot wait to be completed during normal working hours.

Each service call and/or repair shall be fully documented on a work ticket as to the work performed. Such documentation shall consist of hours worked, material used on the job, number of electricians/helpers, exact nature of service rendered and/or repairs, and other such pertinent information. This ticket shall be signed by the MDOT SHA authorized representative before the Contractor’s workmen leave the job site. The MDOT SHA reserves the right to seek competitive bids for all major overhauls and repairs as may be required during the term of the Contract. The Contractor awarded the electrical

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 11 of 26 maintenance and repair Contract as a result of this solicitation shall work cooperatively with any other Contractor the SHA may have perform any major repairs.

E. Replacement Parts.

A bid item has been established in the Price Form (Attachment B Price Form) for the payment of parts and materials approved by the Administration. All parts/materials used by the Contractor shall be billed to MDOT SHA at actual cost to the Contractor, plus a percentage of markup not to exceed 10%. The percentage of markup shall match the amount bid on the Price Form. If the Contractor’s bid price for parts/materials exceeds a markup percentage of 10%, the bid will be considered non-responsive and will be rejected.

MDOT 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 Contractor’s source invoice(s) for all parts/materials used for repair services must accompany his invoice in order to be reimbursed. Payments shall not be made for any parts/materials without the proper documentation attached to the Contractor’s original invoice.

2.4.2 Work Scheduling

A. No work shall be started by the Contractor until Notice to Proceed (NTP) is sent to the

Contractor. Any work associated with this Contract shall not interfere with the maintenance facilities work under emergency or winter operation. No minimum number of hours shall be paid per on-site visit under this Contract. No minimum show-up time shall be paid under this Contract. No additional charges shall be accepted for travel or mileage. No service call fees shall be paid under this Contract. MDOT SHA will process the payment only after the scheduled services and/or repairs are completed and approved.

B. Man-hours paid under this Contract shall be only for productive hours at the job site. Time spent on the 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 bid pricing, unless prior approval is granted by the

Administration. Travel time to and from the job site is considered incidental to the other pay items and no additional compensation will be allowed. If travel time is granted by the

Administration between job assignments, a maximum of ½ hour of the hourly bid rate shall be paid.

C. Normal routine working service shall be made available between the hours of 07:30 A.M.

- 04:00 P.M., Monday through Friday, excluding the State of Maryland recognized holidays. Work will not be permitted on Saturdays, Sundays, or State of Maryland holidays without the written permission of the Administration. The State of Maryland recognized

Holidays are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

D. The Contractor may be required to do emergency repairs at times other than normal working hours. The Contractor shall be positioned be available on a twenty-four (24) hour basis for such emergency work, 365 days per year. MDOT SHA approval is needed before any overtime is paid.

E. The MDOT SHA authorized representative shall notify the Contractor of the type of work request (routine or emergency) at the time of call-in. The Contractor shall respond to routine service calls within forty-eight (48) hours after notification. The Contractor shall respond to emergency service calls within three (3) hours after notification.

F. The Contractor shall sign-in and sign-out at the Shop location and on an MDOT SHA supplied daily log when reporting for work and when leaving. This log shall document the

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 12 of 26 start and stop work each day. When signing out, the Contractor must present a

“Maintenance Activity Verification Worksheet” detailing the work performed that day.

This document will become part of the Administration’s records and will be used when verifying payment. The Contractor will not be paid if there is no written record of sign-in and sign-out times.

G. The Contractor shall contact the Administration in order to gain access to any secure areas within the service locations. The MDOT SHA authorized representative will arrange an escort for the Contractor to accompany them to secure locations in order to complete the work included in this IFB. Upon completion of the work, a signed verification of the locations accessed shall be included with the detailed service records provided by the

Contractor to the Administration.

2.4.3 Policies and Procedures.

A. The Contractor shall furnish all labor, materials, supplies, specialized equipment, tools, parts, supervision, transportation, and insurance to ensure completion of the work outlined in the IFB to the satisfaction of MDOT SHA. All work shall be performed as described in the IFB.

B. The Contractor shall maintain an adequate stock of industry-standard supplies, parts, and tools necessary to provide electrical services, including emergency repairs as described in the IFB. The Contractor shall also furnish and maintain work vehicle(s) equipped with an adequate stock of industry-standard supplies, parts, and tools necessary for performing comprehensive maintenance and repairs, including emergency repairs on electrical system while engaged in said performance.

C. Contractor service vehicle(s) shall be equipped with all tools, ladders, equipment, and routine materials needed to fulfill the terms of this Contract. No pay item has been established for these vehicles, and their cost is considered incidental to all other bid items.

All tools and test equipment shall also be considered incidental to all other bid items.

D. All materials shall be as specified or approved as equivalent by the Administration. No material shall be installed without the approval of MDOT SHA. Parts and materials furnished by the Contractor shall be the latest improved models in current production, as offered to commercial trade, and shall be of high-quality material. Manufacturers’ warranties shall apply to new material/parts provided. The Contractor shall provide the

Administration with all relevant manufacturers’ warranty documents upon completion of installation and prior to leaving the job site. The replacements and repairs under this guarantee shall be performed by the Contractor at no additional cost and to the satisfaction of MDOT SHA.

E. The Contractor shall include a separate detailed list of the specific replacement parts and materials used in the course of electrical services for the purpose of the Administration recordkeeping. This list shall include, for each individual part, the following minimum information: brand name, type, model or catalog number, relevant size and dimensions, and any additional information that would help identify the specific part used during service. This list shall be submitted with the Contractor’s invoice for payment.

F. Any specialized equipment such as scaffolding, lifts, etc. which is rented by the Contractor for use on a project and is intended to be billed as a direct charge must be identified on the initial “not to exceed cost estimate” and shall be charged to MDOT SHA at actual cost to the Contractor.

G. The MDOT SHA authorized representative will inspect all work performed and be final judge in determining if the work has been performed correctly, completely, and according

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 13 of 26 to the specifications in this IFB. In the event the work performance of the Contractor is unsatisfactory, the Contractor will be notified by MDOT SHA authorized representative and be given forty-eight (48) hours to correct the work for any non-safety related deficiencies. A “Notice of Unsatisfactory Performance” will be issued to the Contractor by

MDOT SHA. Any temporary corrective actions shall be made permanent withing ten (10) business days of the initial discovery of unsatisfactory work. Safety related violations must be corrected prior to the next assigned working day, or no more than twenty-four (24) hours after notification by MDOT SHA, whichever is less. There will be no additional charge to

MDOT SHA for corrective actions or re-works. Continued failure to correct deficiencies may result in termination of the Contract. Any accumulation of three (3) or more “Notice of Unsatisfactory Performance” within a six (6) month period may result in termination of the Contract.

H. The Contractor shall guarantee all work included in the Contract against all defects in workmanship, design, materials, and installation, including latent defects, and shall satisfactorily correct, at no cost to the Administration, any such defect that may become apparent within a period of no less than one (1) year after completion of work. The warranty period shall commence upon date of acceptance by the Administration.

I. Any work area discovered to be unsafe shall be conspicuously marker with a warning sign or tag suitably to notify the user of such condition prior to the workmen leaving the job site area for any reason. The Administration shall also be notified of such condition prior to the workmen leaving the job site or job area for any reason.

J. The Contractor shall keep premises free of accumulation of waste materials or rubbish caused by their operations at all times. The Contractor shall leave the work area clean and free of materials, debris, and Contractor equipment to the satisfaction of the MDOT SHA authorized representative. The Contractor shall be responsible for removal and disposal of all debris and defective materials in performance of the service and in strict accordance with all applicable regulations, codes, laws, and ordinances. The Contractor shall provide appropriate documentation detailing proper disposal of any hazardous materials. If the area is not cleaned by the Contractor upon completion, the sum of $18.00 per hour needed to clean the area shall be deducted from the Contractor’s invoice, not as penalty but as liquidated damages.

K. The Contractor shall be responsible for any damage to MDOT SHA facilities surfaces, fixtures, furnishings, or contents during performance of this Contract. Any such damage will be repaired by the Contractor at the company’s expense and to the satisfaction of the

Administration.

L. The Contractor shall maintain complete and accurate records of all electrical services performed, repairs made (including trouble calls), and replacement parts used for the term of this Contract plus one (1) year. These routine records shall be made available at the completion of each job and/or on demand of the Administration.

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

No sub-contractors shall be permitted to work under this Contract without the consent of the Administration. Any subcontracted work must be preapproved by MDOT SHA and shall be invoiced at cost. A copy of the Subcontractor’s invoice shall be provided to the

Administration for recordkeeping purposes.

N. All personnel performing under the Contract must adhere to current MDOT SHA building safety protocols, including, but not limited to, participating in entry questionnaires, and utilizing proper personal protective equipment (PPE). The Contractor shall ensure that all employees wear visibly recognizable uniforms and carry proper photo identification when

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 14 of 26 working in any MDOT SHA buildings. Failure or refusal to adhere may result in denial of initial access to, or removal from, the MDOT SHA facility. Repeated failures to adhere to may result in personnel being precluded from working under the Contract.

O. The Contractor shall be responsible for proper personal conduct of all their personnel while on MDOT SHA premises. The Contractor shall not employ any person or persons, in or about the premises, who shall use improper language or act in a loud and/or boisterous manner. MDOT SHA may require dismissal of those employees whom MDOT SHA deems incompetent, careless, or otherwise objectionable to the public interest. If in the opinion of the Administration any of the Contractor’s personnel appears unable to work, or does not perform their work safely and satisfactorily, that individual shall be removed from the worksite by the Contractor immediately following notice from the Administration.

P. Contractor’s employees are not to use or tamper with any office machines, equipment, computers, or MDOT SHA employee’s personal property. Any use of MDOT SHA telephones is prohibited unless prior approval is granted by the MDOT SHA authorized representative.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 15 of 26

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.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 16 of 26

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 60 calendar days from the Contract termination date.

3.4 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

A. For items of work for which there is one-time pricing (see Attachment B –The Price

Form), those items shall be billed in the month following the acceptance of the work by the State.

B. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the _6th__ business day of the month following the end of the invoice period.

3.4.1 Travel Reimbursement

Travel will not be reimbursed under this IFB.

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

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to Md.

Code Ann., State Finance and Procurement Article, §§15-226 to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract; Section 31 “Prompt Pay Requirements”

Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

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.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 17 of 26

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

Maryland. See the Department of Labor, Licensing and Regulations website for Maryland

Healthy Working Families Act Information: https://labor.maryland.gov/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 million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. 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.

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 https://labor.maryland.gov/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 18 of 26 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.

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

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.

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 19 of 26

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. Registration is free. 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 transactions.

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

4.3 Pre-Bid Conference

If a Conference will be held, the date, time, and location is indicated on the Key Information

Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their Bids. If the solicitation includes an MBE participating goal, failure to attend the Conference will be taken into consideration as part of the evaluation of a bidder’s good faith efforts if there is a waiver request.

It is highly recommended that all Prime Contractors bring their intended subcontractors to the

Conference/Site Visit to ensure that all parties understand the IFB requirements and the socio-economic goals for this solicitation.

MBE subcontractors are encouraged to attend the Conference to market their participation to potential prime contractors.

In order to assure adequate accommodations at the Conference, please email the completed

Attachment 2 for those expected to attend the Conference to the Procurement Officer no later than the time and date indicated on the Key Information Summary Sheet. In addition, if there is a need for sign language interpretation or other special accommodations due to a disability, please notify the

Procurement Officer at least five (5) Business Days prior to the Conference date. Reasonable effort will be made to provide such special accommodation.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/

IFB for MDOT SHA DISTRICT-5 TRAFFIC OFFICE Page 20 of 26

If the Conference is in person, attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.4 Questions

All questions, including concerns regarding any applicable MBE or VSBE participation goals, 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

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.

For Bids accepted via email, the time stamp to indicate receipt of the Bid by the State, is the posted date…