D7JAN28SB IFB Final.pdf

Janitorial Maintenance Services Solicitation #: D7JAN28SB IFB Document

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STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

JANITORIAL MAINTENANCE SERVICES

IFB NUMBER D7JAN28SB

ISSUE DATE: SEPTEMBER 29TH, 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 Janitorial Maintenance Services

Solicitation Number:

D7JAN28SB

IFB Issue Date: September 29th, 2026

IFB Issuing Office:

State Highway Administration (MDOT SHA)

Procurement Officer:

Tyler Zimmerman 150 Wyndtryst Drive, Westminster, MD 21157

Email:

Phone Number:

TZimmerman@mdot.maryland.gov

410-848-6565

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number D7JAN28SB 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:

October 7th 1:00PM Local Time, at 150 Wyndtryst Drive Westminster, MD 21157

See Section 4.3 for additional details.

Scheduled Site Visit

October 7th 1:00PM Local Time, at 150 Wyndtryst Drive Westminster, MD 21157

Questions Due Date and Time:

October 13th 2:00PM Local Time

Bid Due (Closing) Date and Time:

October 16th 12:00PM Local Time

Public Bid Opening Date, Time, and Location

October 16th 2:00PM Local Time at 150 Wyndtryst Drive, Westminster, MD 21157

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MBE/DBE

Subcontracting Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged Business Enterprise (DBE) subcontract participation goal of zero percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

VSBE

Subcontracting Goal:

This solicitation includes a VSBE participation goal of zero percent.

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:

Twelve (12) months or until the contract funds have been depleted, whichever comes first

Primary Place of Performance:

150 Wyndtryst Drive, Westminster, MD 21157

SBR Designation: Yes

Federal Funding: No

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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 maintain a current active State of Maryland Business License. The Bidder shall provide documentation of business license prior to award of contract.

B. The Bidder shall have been in the commercial janitorial service business for a minimum of five (5) years and have available a minimum workforce of three (3) employees who each have a minimum of one (1) year of experience in commercial janitorial service. Proof of the Bidder’s qualifications may be requested at MDOT SHA’s sole discretion.

C. The Bidder shall provide with its Bid "Attachment L Reference Checks" with three (3) references filled out. The Bidder shall include the name, the address, the telephone number, and the point-of-contact for at least three (3) firms, for which the bidder provided commercial janitorial services within the preceding twenty-four (24) months.

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

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”): Commercial Janitorial Services for the Westminster State Highway Maintenance Shop.

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

The purpose of this solicitation is to procure daily commercial janitorial services that maintain the orderly, clean, and professional appearance of the office facility. The interior appearance of the facility shall reflect favorably upon the State of Maryland and the State Highway Administration.

The Contractor shall be familiar with the facility premises and how the existing conditions will impact the required janitorial tasks.

2.3 Contractor Responsibilities and Tasks

The Contractor shall provide the daily labor, supervision, transportation, and professional cleaning equipment to complete all janitorial work as specified in this section..

Personnel:

The Contractor shall supply the employee labor sufficient to complete all daily, weekly, and monthly janitorial tasks thoroughly. The Contractor’s employee(s) shall be fully trained and skilled in safe and current professional janitorial practices.

The Contractor’s employees shall wear proper footwear (hard-soled, closed-toe shoes) while on the facility premises. The Contractor’s employees shall not eat or smoke while on duty; they shall not disturb papers on desks, open drawers or cabinets, use telephones, televisions, computers, or radios.

The Contractor’s employees shall abide by all building regulations and safety rules, per Federal, State, and MDOT SHA regulations. The Contractor’s employees shall sign in and sign out of a logbook at the beginning and the end of their daily shifts.

All employees and representatives of the Contractor shall be fluent in conversational English and shall be able to read chemical labels and signs in English.

Safety and Security:

The Contractor’s employees shall obey all MDOT SHA, State, and Federal safety regulations. Only authorized personnel and activities shall be permitted on the property.

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Upon arriving at the facility, the Contractor’s employees will park and enter through the front entrance. The Contractor’s employees will sign in on the logbook immediately upon entrance.

When exiting the building, the Contractor’s employees must sign out. The employees must exit through the front entrance. At no time will the employees be authorized to walk or drive through the parking area of the heavy equipment lot for any reason.

Supplies and Equipment:

The supplies provided by the State Highway Administration include toilet paper, paper towels, liquid soap, cleaning solutions, window cleaning spray, plastic gloves, mops, disinfectant wipes, and plastic trash bags. Additional supplies may be requested by the Contractor’s employees as needed, and reasonable requests will be honored if the supplies are available.

Damage and Loss of Property:

The Contractor shall be entirely responsible for any loss or damage to their own materials, supplies, and equipment, and to the personal property of their employees while they are on the facility premises.

The Contractor shall be solely responsible for any damage to the building or its contents and for any loss or damage to any property belonging to the State or the State’s employees when such loss or damage may be attributable to the Contractor’s actions or negligence or attributable to the actions or negligence of those employed by the Contractor. The Contractor shall make reasonable and prompt restitution, subject to the MDOT SHA approval, for any damage for which the vendor is liable.

The Contractor shall be solely responsible for restitution to MDOT SHA for the theft of any item(s) that is found to be attributed to the Contractor or the Contractor’s employees.

Contract Standards and Compliance:

All janitorial services shall be performed by trained personnel using current, satisfactory commercial practices. All work shall be performed in a manner which maintains the original condition of the building and furnishings and leaves the appearance of the facility orderly, hygienic, and professional.

During janitorial operations, all areas shall be kept neat and clean. Precautions shall be taken to avoid damage to existing structures. All work shall be performed in a safe manner with particular care regarding furniture and wall coverings. When not in use, all equipment and supplies shall be kept clean and stored in their designated locations. Upon completion of the daily work, the Contractor’s employees shall ensure that all slop sinks and storage areas are left in a neat and orderly condition.

Routine inspections of the building shall be performed by MDOT SHA personnel. This is in addition to regular inspections performed by the Contractor. The Contractor shall also be responsible for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable to the SHA. Deficiencies shall be documented, and an improvement plan must be written by the Contractor.

Areas of Coverage:

The entirety office building (main floor and upstairs) shall be serviced, including, but not limited to, entry area, all offices, all restrooms (7 in total), lobby, stairs, kitchen, hallways, and upstairs

IFB for State Highway Administration Page 7 of 21 breakroom, meeting room, and training rooms. Additionally, all high touch surfaces will be disinfected daily, such as door handles, light switches, and railings.

Responsibilities and Tasks:

The Contractor’s employees shall empty the trash and recycling bins throughout the entire facility and dispose of the waste in the appropriate dumpsters daily. This includes emptying the trash cans and recycling bins in every office daily. If the office doors are locked, the Contractor’s employee shall request reasonable access from the appropriate SHA personnel. The Contractor’s employee shall replace the soiled plastic trash can liners with new ones and shall pick up all litter that falls from the can. Waste containers shall be wet wiped monthly to avoid odor. Shredders should be emptied when full or weekly. Employees shall not search through trash receptacles or remove any discarded items from any trash receptacle.

The Contractor’s employees shall clean and restock the restrooms daily. The restroom door shall be propped open, and a “Closed for Cleaning” sign shall be conspicuously placed at the entrance. Wet wipe all paper towel dispensers. Clean all urinals and toilets with toilet bowl brush. Clean top of toilet area and flush valve. Clean entire outside of bowl area. Clean top and bottom of toilet seat and dry if necessary. Each toilet and urinal is to be disinfected daily. Wipe exposed piping, supports, and traps beneath sink. Refill toilet tissue, paper towels, and soap dispensers. Clean sinks, countertops, faucets, soap dispensers, mirrors, and heaters. Sweep the floor and then wet mop with the appropriate cleaning solution. Partitions and walls are to be cleaned and wiped free of handprints and dust. Feminine hygiene waste containers shall be emptied daily. Shower areas are to be cleaned when there is evidence of use or a minimum of once per week.

All non-carpeted floor areas will be swept completely with a broom and/or dust mop, cleaned, and wet mopped daily, using appropriate wet floor signs. Attention should be given to areas under desks and furniture to prevent the accumulation of dust and dirt.

All carpeted floor areas and rugs shall be vacuumed daily and monitored for spots and stains. When difficult to remove stains are encountered, the Contractor’s employee shall inform the appropriate MDOT SHA as soon as possible. Areas under the desks and chairs and other hard-to-reach places shall be vacuumed weekly. Care should be taken to avoid damage to walls and furniture.

The entrance and vestibule doors shall be cleaned with appropriate window cleaner and always left in a streak-free condition. All entranceway floor mats will be vacuumed daily.

Lobby walls and hallways will be dusted and kept free from finger marks, smudges, spills, dirt marks, etc. Handprints and spots will be removed from doors, door plates, kick plates, light switches, and counters daily. All entrance, exit, and office door handles will be cleaned and disinfected daily. All railings will be cleaned and disinfected daily.

The conference tables shall be cleaned and wet-wiped weekly, and the conference rooms shall appear neat and orderly.

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The kitchen table and counters shall be cleaned and disinfected weekly. The microwave shall be cleaned and wet wiped internally and externally on a weekly basis. The handle of the refrigerator shall be cleaned and disinfected daily, and the exterior of refrigerator shall be wiped weekly.

The water fountain shall be cleaned and disinfected daily and shall be left free from fingerprints, watermarks, and left in a streak free condition.

Furniture, office equipment, filing cabinets, and heaters, shall be dusted with a treated cloth or static duster monthly. This includes all horizontal surfaces and hanging pictures, frames, and fire extinguisher boxes will be dusted monthly. Dust all window blinds, window frames, windowsills, and check corners for cobwebs monthly.

Desks and tables not cleared of paper and work materials shall only be dusted where the desk is exposed. No paper or material shall be moved by the Contractor’s employees.

All overhead lights will be opened, dusted, and wiped clean of dirt and debris monthly. The removal of insects in overhead lights will be performed when insects are visible or monthly.

All interior walls are to be inspected weekly, and all spots, ink/pencil markings, and stains will be removed as soon as possible. When difficult to remove stains are encountered, the Contractor’s employee shall inform the appropriate MDOT SHA as soon as possible.

List for cleaning tasks see "Attachment 1"

Daily Weekly Monthly

Main office / entry area / offices / Hallway

• Empty trash and recycling cans D

• Vacuum rugs and carpets D

• Wipe down countertops D

• Clean all windows, and entry doors W

• Sweep and Mop floors W

• Wipe down water fountain W

• Empty shredders W

• Wipe down furniture M

• Dust entry way, hallway, frames, fire extinguisher boxes M

Bathrooms

• Empty trash D

• Clean toilets and sinks D

• Restock supplies (as needed) D

• Dust divider walls W

• Sweep and mop W

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• Clean mirrors W

• Wipe exposed piping under sink M

Staircase

• Wipe handrails W

• Sweep and mop M

Breakroom

• Empty trash D

• Wipe tables, countertops, appliances W

• Sweep and mop W

• Clean windows, window seals, and walls M

Meeting room

• Empty trash D

• Sweep and mop W

• Wipe down tables, window seals and doors W

• Clean windows M

Teamleader Room

• Empty trash D

• Sweep and mop W

• Wipe desk, door, and walls M

Contractor Room

• Empty trash D

• Sweep and mop W

• Wipe desk, door, and walls M

Upstairs Locker Rooms

• Empty trash D

• Clean toilets and sinks D

• Restock supplies (as needed) D

• Sweep and Mop W

• Dust divider walls W

• Clean mirrors W

• Shower area (evidence of use- clean daily), otherwise W

• Wipe exposed piping under sink M

• Wipe down walls and doors M

Daily Weekly Monthly

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Schedule of Service:

The Contractor’s employees shall perform the required commercial janitorial services five (5) days per week (Monday through Friday) for a minimum of 4 hours per day, except on State Holidays. The available hours are between 8:00AM until 3:30PM.

2.4 Supplemental Category of Work Requirements and Responsibilities

2.4.1 Security Requirements

The following requirements are applicable to the Contract:

1.1. Employee Identification

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

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

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

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

1.2. Security Clearance / Criminal Background Check

The State reserves the right to refuse any individual Contractor Personnel to work on State premises, based upon certain specified criminal convictions, as specified by the State.

A criminal background check is not required for Contractor Personnel.

A security clearance is not required for Contractor Personnel.

2.4.2 Substitution of Personnel

If the solicitation requires that a particular individual or personnel be designated by the Bidder/Offeror to work on the Contract, any substitution of personnel after the Contract has commenced must be approved in writing by the Contract Monitor prior to the substitution. If the Contractor substitutes personnel without the prior written approval of the Contract Monitor, the Contract may be terminated for default which shall be in addition to, and not in lieu of, the State’s remedies under the Contract or which otherwise may be available at law or in equity.

2.4.3 Mercury and Products That Contain Mercury

This solicitation does not include the procurement of products known to likely include mercury as a component. All products or equipment provided pursuant to this solicitation shall be mercury-free products. The Bidder/Offeror must submit a Mercury Affidavit in the form of Attachment J with its Bid/Proposal.

2.4.4 Green Purchasing

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Contractors must comply with Maryland’s Green Purchasing Reporting Requirements. See the Green Purchasing website for more information. Green Purchasing (Maryland.gov)

The State of Maryland is committed to purchasing environmentally preferable 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/Offerors are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

The State of Maryland reserves the right to request from the Contractor quarterly sales data over the life of this contract. This information must include details about the recycled content, third-party sustainability certifications, and other environmental attributes of products and services sold on this price agreement per the contract specifications.

This information will enable Maryland State agencies to comply with Article §14–405 of the Annotated Code of Maryland and COMAR 21.13.01.14, effective October 1, 2014, which requires Maryland state agencies to report to the Department of General Services on their procurement of environmentally preferable products and services. To facilitate consistent reporting on targeted contracts, the Contractor will be provided with a VENDOR GREEN SALES REPORT template by the Maryland DGS.

For more information, the Bidder/Offeror may click: Environmentally Preferable Janitorial Services specification.

2.4.5 Janitorial Supplies

All Housekeeping supplies in support of this Contract are to be compliant with the Maryland Green Purchasing Committee's Specifications for Environmentally Preferable Janitorial Supplies. Any janitorial products to be used on this Contract, if made, manufactured, re-manufactured, packaged, repackaged, or assembled by Blind Industries and Services of Maryland (BISM) shall be procured through the BISM program, provided the items are available.

Compliant products are designated by BISM as “Green”. As this is a mandatory requirement, failure to comply will be considered a default under the terms of the Contract. A copy of the Contract will be provided to BISM for follow-up.

2.4.6 Janitorial Services

A bid or proposal submitted in response to a solicitation for janitorial services shall include at a minimum:

a) Labor costs;

b) Cost of cleaning supplies; and

c) Projected labor hours to satisfactorily complete the work.

This regulation does not apply to procurements governed by State Finance and Procurement Article, Title 14, Subtitle 1, Annotated Code of Maryland.

https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Specifications.aspx https://dgs.maryland.gov/Documents/DCE%20-%20Green%20Purchasing/Specs/Janitorial%20Supplies%20and%20Services/Janitorial%20Services%20Specification.pdf https://dgs.maryland.gov/Documents/DCE%20-%20Green%20Purchasing/Specs/Janitorial%20Supplies%20and%20Services/Janitorial%20Services%20Specification.pdf

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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 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 shall be submitted on or before the 5th business day of the month following the end of the invoice period.

C. Invoices must contain the complete company name, address, telephone number, contact person, F.E.I.N (Federal Employment Identification Number), contact number, and an invoice number. Failure to do so may result in delay of payment.

D. Invoice shall be sent to the following address:

MDOT SHA

Office of Maintenance

Attn: Tyler Zimmerman, RME

150 Wyndtryst Drive

Westminster, MD 21157

Note: MDOT SHA is exempt form Maryland Sales and Use Taxes by Exemption Certification Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. Do not include tax.

E. Payments shall be based on net 30 days upon receipt of invoice.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 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.

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3.5 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.

3.6 Conflict of Interest Affidavit and Disclosure

N/A – NO SUBCONTRACTING 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.

3.7 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:.

3.8 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.

3.9 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:

3.9.1 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.

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

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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.

3.9.2 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.

3.9.3 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.

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

3.9.5 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.

3.9.6 Subcontractor Insurance

N/A – NO SUBCONTRACTING 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.

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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; 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.

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 to facilitate better preparation of their Bids.

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 efforts will be made to provide such special accommodation. 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, shall identify in the subject line with 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.

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

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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.

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).

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).

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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

4.12.1 N/A – NO SUBCONTRACTING A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

4.12.2 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder, including but not limited to references, financial reports, or experience and documentation (e.g., insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

4.12.3 A parental guarantee of the performance of the Bidder under this section will not automatically result in crediting the Bidder with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. Instead, the Bidder’s responsibility will be assessed to the extent to which the State determines that the experience and qualifications of the parent are applicable to and shared with the Bidder, any stated intent by the parent to be directly involved in the performance of the Contract, and the value of the parent’s participation as determined by the State.

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 4 – 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.

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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.

4.16 False Statements

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

A person who, for the purpose of defrauding the State, acts in collusion with another person in connection with the procurement process is liable for damages equal to 3 times the value of the loss to the State that is attributable to the collusion.

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.

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.

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

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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:

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.)

I

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.

J Mercury Affidavit https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf

L

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

1 List for Cleaning (Daily, Weekly, Monthly tasks)

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 L. Reference Checks.

Acknowledgement of all addenda to this IFB.

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-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-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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4.20 Bid Delivery Instructions

Each Bidder shall submit its Bid Package as specified below.

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

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. The award for this solicitation will be made to the responsive and responsible Vendor with the lowest price, as determined by the Procurement Officer to be in the best interests of the State of Maryland.

Vendor shall submit a bid price based on product description (specification) and unit of measure specified on each line. 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, under a competitive sealed bid;

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

C. The state in which the nonresident's principal office is located or the state in which the nonresident has its principal operation through which it would provide the goods or services 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.

https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/