DPP Easton Janitorial Services AC.pdf

STATE OF MARYLAND

DEPARTMENT OF PUBLIC SAFETY

CORRECTIONAL SERVICES

INVITATION FOR BIDS

FOR

DPP Janitorial - Easton

BPM025348

ISSUE DATE: 8/6/2021

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which 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 State of Maryland Small Business Reserve Program are eligible for award of a contract.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED

TO RESPOND TO THIS SOLICITATION

NOTICE TO VENDORS

In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email or fax this completed form to the attention of the Procurement Officer (see Key

Information Sheet below for contact information).

Title: DPP Janitorial - Easton

Solicitation No: BPM025348

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we ordinarily provide.

( ) We are inexperienced in the work/commodities required.

( ) Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)

( ) The scope of work is beyond our present capacity.

( ) Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)

( ) We cannot be competitive. (Explain in REMARKS section.)

( ) Time allotted for completion of the Bid/Proposal is insufficient.

( ) Start-up time is insufficient.

( ) Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)

( ) Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in REMARKS section.)

( ) MBE or VSBE requirements. (Explain in REMARKS section.)

( ) Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section.)

( ) Payment schedule too slow.

( ) Other:__________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS:

Vendor Name: ___________________________________________ Date: _________________________

Contact Person: _________________________________ Phone (____) _____ - ____________________

Address: ________________________________________________________________________________

E-mail Address: __________________________________________________________________________

STATE OF MARYLAND

DEPARTMENT OF PUBLIC SAFETY & CORRECTIONAL SERVICES

IFB KEY INFORMATION SUMMARY SHEET

Invitation For Bid:

DPP Easton Janitorial

IFB Issue Date:

8/6/2021

Solicitation No.:

BPM025348

Issuing Office: Department of Public Safety &

Correctional Services

Procurement Officer:

Amy Clark

6852 4th Street

Sykesville, MD 21784

410-336-7776

Amy.clark1@Maryland.gov

Contract Monitor:

Site Visit:

Term of Service:

Tracei Johnson

Division of Parole and Probation

6776 Reisterstown Road, Suite 212

Baltimore,MD 21215

P: 410-585-3557 e-mail: tracei.johnson@maryland.gov

September 1, 2021 10:00am

301 Bay Street, Easton, MD 21601

3 Year Contract

Bid Submittal:

Bid Due Date and Time:

eMaryland Marketplace Advantage

September 22,2021 2:00pm

Delivery Address:

All Bids are to be submitted through eMMA

SBR Designated:

Yes

ALL INQUIRIES PERTAINING TO THIS SOLICITATION MUST BE SUBMITTED TO

THE PROCUREMENT OFFICER IDENTIFIED ABOVE.

mailto:tracei.johnson@maryland.gov

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve procurement for which award is limited to certified small business vendors. Only businesses that meet the requirements set forth in State Finance and Procurement

Article, §§14-501 - 14-505, Annotated Code of Maryland, and who are registered with the Department of General Services Small Business Reserve Program are eligible for award. For the purposes of a

Small Business Reserve procurement, a small business is a for profit business, other than a broker, that meets the following criteria:

• Independently owned and operated.

• Not a subsidiary of another business.

• Not dominant in its field of operation.

AND

• Its wholesale operations did not employ more than 50 persons.

• Its retail operations did not employ more than 25 persons.

• Its manufacturing operations did not employ more than 100 persons.

• Its service operations did not employ more than 100 persons.

• Its construction operations did not employ more than 50 persons.

• The architectural and engineering services of the business did not employ more than 100 persons.

OR

• The gross sales of the wholesale operations of the business did not exceed an average of

$4,000,000 in its most recently completed three fiscal years.

• The gross sales of the retail operations of the business did not exceed an average of

$3,000,000 in its most recently completed three fiscal years.

• The gross sales of the manufacturing operations of the business did not exceed an average of $2,000,000 in its most recently completed three fiscal years.

• The gross sales of the service operations of the business did not exceed an average of

$10,000,000 in its most recently completed three fiscal years.

• The gross sales of the construction operations of the business did not exceed an average of

$7,000,000 in its most recently completed three fiscal years.

• The gross sales of the architectural and engineering services of the business did not exceed an average of $4,500,000 in its most recently completed 3 fiscal years.

If a business has not existed for three years, the employment and gross sales average(s) is the average for each year or part of a year during which the business has been in existence.

Further information on the certification process is available at eMaryland Marketplace https://emaryland.buyspeed.com/bso

SECTION 1 - GENERAL INFORMATION

1.1 OBJECTIVE

The Maryland Department of Public Safety and Correctional Services (DPSCS), Division of Parole and Probation (DPP) is soliciting bids to procure the following:

To provide Janitorial services located at 301 Bay Street, Easton, MD according to the Background and

Scope of work included in this Solicitation.

1.2 BASIS OF AWARD

This procurement is being conducted under Small Procurement Regulations (Code of Maryland

Regulation (COMAR) §21.05.07). The basis of award shall be the most favorable evaluated bid price.

In the event of tie bids, the provisions of COMAR 21.05.02.14 shall determine the successful bidder.

The contract will be awarded to the responsible bidder that submits the lowest Responsive Base Bid or, if specified, Base Bid plus one or more Add Alternates based on fund availability. The cost of any Add

Alternate specified is not to be included in the Base Bid.

1.3 BACKGROUND

The Department of Public Safety and Correctional Services, Division of Parole and Probation (DPP) -

Easton occupies space on the 1st floor(s) of a one (1)-story structure located at 301 Bay Street Easton, MD. The offices contain approximately 5,888 net useable square feet, and approximately 5,500 net cleanable square feet. The designated Contract Monitor is Tracei Johnson, Manager of the DPP

Facilities and Technology Unit for the Department of Public Safety and Correctional Services. The

Facility Coordinator will be Valerie Williams.

The Division of Parole and Probation is responsible for the supervision of criminal offenders and for monitoring the Drinking Driving Monitoring Program (DDMP) offenders who are serving or completing sentences in the community.

1.4 BID SUBMITTAL INFORMATION

All bids, affidavits, and/or responses to attachments should be submitted through eMaryland

Marketplace Advantage (eMMA) under the eMMA solicitation number listed on the Key Information

Sheet. Bids should be uploaded into eMMA by the due date and time for consideration.

Multiple or alternate bids will not be acceptable unless otherwise stated in the solicitation documents.

1.5 eMaryland MARKETPLACE

In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to https:emma.maryland.gov , click on “Register” to begin the process, and then follow the prompts.

https://emaryland.buyspeed.com/

2.0 SCOPE OF WORK/DETAILED SPECIFICATIONS

2.1.1 To provide janitorial services for the Division of Parole and Probation Easton Field and

Regional Office located at 301 Bay Street Easton, MD a State agency managed under the authority of the Department of Public Safety and Correctional Services.

2.1.2 The Contractor shall furnish all labor, equipment and supplies necessary to perform the daily, weekly, twice-weekly, monthly, quarterly, semi-annual, annual and as needed cleaning tasks at the DPP Easton Office in strict conformance with the standards specified in these detailed specifications.

2.1.3 The net cleanable square footage of this facility is as follows:

Approximately 5,500 square feet of carpeted floor surface

Approximately 1,070 square feet of VCT (Vinyl Composition Tile) flooring

Approximately 303 square feet of ceramic tile flooring (in restrooms)

Approximately 5,500 net square feet of cleanable space on one (1) floor

4 Restrooms (with ceramic tile flooring)

4 Restroom Exhaust Fans 41 Windows 80 Fluorescent lamp fixtures 11 Sets of Mini-blinds 74 Air vents and returns 13 Approximate # of employees

26 Trash cans

Note: All details on square footage and numbers of amenities and fixtures are approximate. Bidders are responsible for cleaning the entire facility and all amenities and fixtures located therein.

2.1.4 This is a “fixed price contract” meaning a fixed price contract that provide a price that is not subject to adjustment because of variations in the contractor’s cost.

2.1.5 Contract will remain in effect for the time period and quantity specified unless the contract is terminated by the State. The State may terminate any contract without showing cause upon thirty (30) days written notice.

2.1 SCOPE OF WORK

The building must be cleaned at the frequency and to the standards as detailed in these specifications.

The Contract Manager or his/her designee shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these specifications. Failure to perform a task or to perform a task to the specified standard will result in reduction in the Contractors monthly invoice as indicated in Section 4 and shall be considered as a breach of the contract and shall be cause to consider the Contractor in default, subject to termination. In addition to the specific standards below, the Contractor shall ensure that the facility is uniformly clean, hygienic, orderly, and maintained in such a manner which will reflect well on the State.

2.1.1 Daily Cleaning Service, Monday through Friday

A. Restrooms

i. Floor shall be swept and wet-mopped or scrubbed with germicidal detergent.

ii. Water closets and urinals shall be washed and sanitized using Environmental

Protection Agency (EPA) approved disinfectant to combat pathogens. No rust or encrustation shall remain. Traps shall be maintained, free from odor at all times. Washbasins shall be clean.

iii. The stall partitions of toilets and side walls of urinals shall be damp-wiped and disinfected.

iv. Mirrors, shelving, dispenser and Chromium fixtures shall be damp-wiped and polished.

v. Using EPA approved disinfectant, place emphasis on cleaning high touch surfaces.

vi. Paper towel waste receptacles shall be emptied and towel, soap and toilet paper dispensers serviced and adequately supplied prior to occupant’s official starting time.

vii. Waste receptacles shall be emptied, dispensers serviced and adequately supplied, wash basins cleaned, the room policed to remove paper, trash or spillages.

viii. Sanitary napkin receptacles shall be emptied, cleaned, disinfected and provided with a new plastic bag liner daily.

B. Room Cleaning – Conference rooms, offices, corridor, lobbies, lunch room, break rooms, interview rooms and space adjacent to these areas shall receive the following daily cleaning:

i. Using EPA approved disinfectant, place emphasis on cleaning of high touch surfaces.

ii. Waste baskets shall be emptied and the wastepaper and trash removed to main disposal area.

iii. The full floor area is to be swept daily with a treated sweep mop to remove all dirt, dust and litter.

iv. Vacuum carpeted floors 3x a week

v. Spot clean carpet as necessary.

C. Lobbies and Corridors - Floors shall be swept or if carpeted, vacuumed.

Hard floors shall be wet-mopped or scrubbed and resilient floors damp-mopped on those floors having exterior building entrances. Drinking fountains shall be cleaned. Glass entrance doors shall be cleaned to remove fingerprints and smudges.

D. Waste Collection, Recycling and Removal - All refuse, trash and garbage including that from the snack bars and vending machines shall be collected and removed from the building. The Lessor agrees to comply with the Lessee’s Waste Material Recycling Program governed by Section 9-1706 of the Environment Title of the Annotated Code of Maryland.

2.1.2 Weekly Services

A. Outside Entrances - Landings, steps and sidewalks adjacent to entrances shall be swept. All unpainted metal doors and handrails shall be damp-wiped and polished.

2.1.3 Bi Weekly Services

A. Toilets - The full surface area of wall, stall partitions, doors, window frames and sills shall be damp-wiped

B. Storage Area - Sweep full floor area of any storage space with treated sweep mop.

C. File Room - Sweep with a treated sweep mop to remove all dirt, dust and litter.

2.1.4 Monthly Services

A. Restroom

i. Wastepaper receptacles shall be damp-wiped inside and out.

ii. Auto scrub all restroom ceramic floor with a mildew cleaning agent

iii. Clean all window sills and emergency light fixtures.

B. Room Cleaning

i. Wall surfaces within approximately 70” of the floor, spot clean vertical surfaces and under knee surfaces (knee wells, chair rungs, table legs, etc.) shall be dusted.

ii. Glass in doors, partitions, pictures and bookcases shall be damp-wiped.

iii. On a monthly schedule, in between normal quarterly waxing performance, floors shall be damp-mopped and buffed.

iv. Clean all window sills and emergency light fixtures.

iv. Horizontal surfaces of desks, file cabinets and chairs shall be dusted with a treated dust cloth.

v. Glass desk tops shall be cleaned with an untreated cloth.

C. Lobbies and Corridors

i. Main corridors and other heavy traffic areas having resilient flooring shall be wet-mopped and buffed.

ii.Clean all window sills and emergency light fixtures.

2.1.5 Quarterly services

A.Room Cleaning - All surfaces in the building approximately 70” or more from the floor shall be cleaned by dusting or vacuuming. This includes light fixtures and all air vents.

B.Lobbies and Corridors - Metal door thresholds shall be cleaned and polished.

Blinds shall be dusted.

2.1.6 Bi-Annual Services

A. Room Cleaning – All window glass (interior and exterior), glass deflectors, clear and opaque glass in partitions, doors and transoms shall be washed.

B. Window Shades or Blinds – Window shades or blinds shall be dusted, vacuumed and/or cleaned on both sides.

C.Return Air & Supply Registers – All return air & supply registers shall be dusted and/or vacuumed.

2.1.7 ADD ALTERNATIVE SERVICES

ADD ALTERNATE #1: STRIPPING AND WAXING ALL VCT

FREQUENCY: ANNUAL

LOCATIONS: LOBBY/WAITING AREA, CORRIDORS AND STAFF

LOUNGE

STANDARDS:

A. All old wax and/or sealer removed from floors.

B. All stripping solution removed from floor and adjoining wall surfaces.

C. New non-slip wax and/or sealer applied evenly and buffed to a high gloss.

D. No traces of dirt or marks on tile surfaces.

E. No wax, sealer or other residues left on adjacent wall base surfaces.

ADD ALTERNATE #2: SCRUB AND RECOAT ALL VCT FLOORING

FREQUENCY: THREE TIMES PER YEAR (APRIL, JULY & OCTOBER)

LOCATIONS: LOBBY/WAITING AREA, CORRIDORS AND STAFF

LOUNGE

STANDARDS:

A. Scrub all floors with a VCT floor cleaner.

B. Re-apply new non-slip wax and/or sealer to affected areas as needed. Buff to a high gloss finish.

C. No traces of dirt or marks on tile surfaces.

D. No wax, sealer or other residues should be left on adjacent wall base surfaces.

E. All moveable items (chairs, trash cans, etc.) are moved as needed to permit access for complete cleaning.

ADD ALERNATE #3: CLEAN AND SHAMPOO CARPETING

FREQUENCY: TWICE YEARLY (JUNE AND DECEMBER)

LOCATIONS: ALL CARPETED AREAS OF BUILDING

STANDARDS:

A. Carpet is to be shampooed by the extraction method.

B. Carpet is to be free of all dirt, stains, shampoo residue and other soil which can be removed through effective cleaning.

C. Carpet presents a clean, uniform appearance.

D. All movable items (chairs, desks, trash cans, etc.) are moved as needed to permit access for complete shampooing and returned to original positions after shampooing is completed.

E. All items marked trash are to be removed and boxes broken down prior to placement in the trash carts.

3.0 CONTRACTOR’S ACCESS AND RESPONSIBILITY TO THE FACILITY

3.1.1 The Contractor’s On-Site Supervisor will be issued one (1) key to the facility. The key will be used to lock the facility when the Contractor’s On-Site Supervisor has completed janitorial service and for use if the Contractor has prior approval from the Contract Monitor or his/her designee to perform services on weekends or State holidays. The Contractor shall keep the key in a secure location that is inaccessible by any individual other than the designated On-Site Supervisor. Under no circumstances shall the Contractor duplicate the key.

3.1.2 Should the Contractor or Contractor’s On-Site Supervisor lose the key the Contractor shall be responsible for the costs of replacing and re-keying the locks so affected.

3.1.3 The Contractor or Contractor’s On-Site Supervisor shall not make any duplicates of any keys issued.

3.1.4 The facility is equipped with a burglar alarm system. The Contractor’s On-Site Supervisor will be responsible for arming the burglar alarm at the completion of the shift or disarming and then arming the burglar alarm upon completion of the shift if the Contractor has prior approval from the Contract Monitor or his/her designee to perform services on weekends or State holidays. (Only if applicable)

3.1.5 If for any reason the burglar alarm should go off as a result of improper disarming or arming of the alarm by the Contractor, and the Agency is assessed a fee as a result, the Contractor will be responsible for paying this fee. (Only if applicable)

3.1.6 If the Contractor’s On-Site Supervisor fails to arm the alarm at the completion of the shift and an incident occurs, the Contractor shall be liable for all resulting damages to the facility and its contents. (Only if applicable)

3.1.7 Janitors must turn off lights when finished cleaning a space.

4.0 CONTRACTOR/ON SITE SUPERVISOR

4.1.1 The Contractor, five (5) days prior to the start of the contract, shall establish a regular service schedule for completing all daily, bi-weekly, weekly and monthly tasks that is agreeable to the Contractor and the Contract Monitor.

4.1.2 The successful Contractor shall provide for an On-Site Supervisor who will represent the Contractor in all matters concerning this Contract. The On-Site Supervisor shall have at least two (2) years’ experience supervising cleaning services of similar type and size of these specifications.

4.1.3 The On-Site-Supervisor must have the ability to fully speak and write English.

4.1.4 The On-Site Supervisor and the requisite janitor(s) shall perform the cleaning tasks during the hours stated in 14.0, Hours When Work May Be Performed, Monday through Friday. The On-Site Supervisor shall also be present at any time the janitor(s) are performing work on Saturdays, Sundays or State holidays.

4.1.5 The On-Site Supervisor shall make himself/herself available at the request of the Contract Monitor or his/her designee, between the hours of 4:30 p.m. and 5:00 p.m.

Monday through Fridays, for the purpose of obtaining instructions or becoming informed about deficiencies in the janitorial work, or any other reason the Contract Monitor or his/her designee should wish to confer with the On-Site Supervisor.

4.1.6 Failure of the on-site Supervisor to be present at any time janitorial work is performed under this Contract shall be considered as breach of the contract and shall be cause to consider the Contractor in default, subject to termination.

4.1.7 The On-Site Supervisor will be given a copy of these Specifications and the appropriate schedules and standards.

4.1.8 The On-Site Supervisor is responsible for presenting to the Contract Monitor a schedule of dates and times when the quarterly, semi-annual, tri-annual and annual tasks will be accomplished. This schedule is to be presented no· later than thirty (30) calendar days following the first day of service under this Contract. The On-Site Supervisor is also responsible for presenting documentation to the Contract Monitor or his/her designee when the seasonal tasks are actually performed. The Contract Manager or his/her designee will provide the contract monitor with a signed copy approving the service.

4.1.9 The On-Site Supervisor will provide the Contract Monitor or his/her designee with a nightly checklist of all cleaning that is scheduled to be performed daily, weekly, bi-weekly, monthly, quarterly, semi-annually, tri-annual and annually.

4.1.10 For all cleaning tasks, the Contract Monitor or his/her designee will inspect the work, approve and sign off on the checklist. If there is a discrepancy in the work performed, the Contract Monitor will notify the On-Site Supervisor as to what was incomplete or unsatisfactory for the On-Site Supervisor to resolve immediately depending on the nature of the problem.

4.1.11 Failure of the On-Site Supervisor to provide the Contract Monitor or his/her designee with the schedule of daily, weekly, bi-weekly, monthly, quarterly, semi-annual, tri-annual and annual cleaning tasks within thirty (30) calendar days of the start of this Contract shall be considered as a breach of the contract and shall be cause to consider the Contractor in default, subject to termination.

4.1.12 The On-Site Supervisor is responsible and accountable for all activities and behavior of all personnel assigned by the Contractor to perform work under this Contract.

5.0 CONDUCT OF CONTRACTORS EMPLOYEES

5.1 Employees of the Contractor, while performing work under this Contract, will not:

5.1.1 Remove any State or personal property, equipment, monies, forms or any other item(s) from the building;

5.1.2 Engage in loud or boisterous behavior;

5.1.3 Operate, radios, tape/CD players or other sound amplification devices;

5.1.4 Be under the influence of alcohol or drugs;

5.1.5 Gamble;

5.1.6 Turn on, or off, or use any equipment other than the contractor's equipment;

5.1.7 Use any State telephone except a telephone designated by the Facility Coordinator for the purpose of business under this contract; the contractor shall reimburse the State for any costs for misuse of telephones;

5.1.8 Open any desk, file cabinet or storage cabinet;

5.1.9 Consume any food or beverage other than that brought with the employee or purchased from vending machines, and only in areas designated by the Facility Coordinator

5.1.10 Engage in horseplay;

5.1.11 Remove any item from a desk, file cabinet, storage cabinet, or any other location;

5.1.12 Sleep;

5.1.13 Engage in long conversations with security guards, visitors or other individuals;

5.1.14 Take photographs of the building or its contents;

5.1.15 Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash;

5.1.16 Engage in any activity which is not in the best interest of the State or is otherwise detrimental to the performance of this contract;

5.1.17 Have visitors, bring children to work or bring any unauthorized individuals into the facility at any time; or

5.1.18 Enter the facility during non-specified working hours without the prior knowledge and approval of the On-Site Supervisor or his/her designee.

5.1.19 The Contract Monitor may direct the Contractor to replace any employee who violates any provision of this Contract, or who is perceived as being unqualified, unproductive, disruptive, or who is reasonably believed to have committed any violation of law. The Facility Coordinator or Contract Monitor may notify the Contractor’s representative verbally that the unacceptable employee be immediately removed from the Department’s premises, and request an immediate replacement. The Contract Monitor will follow up with written notification to the Contractor as soon as practicable. The Contractor shall remain responsible for timely performance of all requirements of the Contract.

6.0 SUPPLIES FURNISHED BY THE CONTRACTOR

6.1.1 All janitorial and housekeeping supplies in support of this Contract are to be purchased from Blind Industries and Services of Maryland (BISM), to the extent they are available. Product and price information can be obtained at https://www.bism.org/store-home-page. Additional information may be obtained from BISM direct, by calling Terry Slacum- Customer Care Manager - 410-737-2610 or Jamie Whitwood, 410-737-2627. As this is a mandatory requirement, failure to comply shall be considered as a breach of the contract and shall be cause to consider the Contractor in default, and subject to termination of the Contract. A copy of the Contract will be provided to BISM for follow up.

6.1.2 The trash carts for collection of trash throughout the building are not provided.

6.1.3 Provision of trash carts will be the responsibility of the Contractor.

6.1.4 Trash carts shall be approved by the Contract Monitor.

6.1.5 The Contractor must own or acquire, prior to the start date of the contract, all necessary commercially rated equipment for the proper performance of the contract.

All equipment must be fully operational upon the start of the contract.

6.1.6 The Contractor shall provide a list of all of its equipment with serial numbers to the Contract Monitor or his/her designee.

7.0 SERVICES TO BE SUPPLIED BY THE STATE

7.1 The State will supply the Contractor with light, heat, power, and hot/cold water for the cleaning of the building. (Note: Hot water temperature is regulated by the State’s energy guidelines and cannot be increased above the current guideline temperature). Building temperatures are adjusted during non-business hours to reduce energy use; workers may occasionally need to dress in cooler or warmer clothing as building temperatures dictate.

7.2 The State will provide janitorial closets for housing of the Contractor’s equipment and supplies. These closets must be maintained in clean, neat and orderly condition by the

Contractor.

7.3 A trash receptacle (dumpster) will be supplied for the final disposal of trash collected in the building. The Contractor shall deposit all trash collected in the building in the receptacle provided and insure all lids, doors and other openings to the receptacle are closed and latched.

7.4 If recycle and landfill waste dumpsters are available, recyclable waste must be separated and placed in the recycle dumpster.

8.0 SECURITY AND REGISTRATION OF CONTRACTORS EMPLOYEES

Contractor's employees performing work under this Contract will be required to pass a Security

Clearance background check performed by the Department of Public Safety and Correctional

Services and/or the Maryland State Police. The Contractor shall obtain the necessary Security

Clearance forms from the Contract Monitor, fill them out and return them to the Contract Monitor with the appropriate information provided for each employee the Contractor intends on assigning to the Contract. Any employee determined to be unsuitable as a result of the Security Clearance background check shall not be utilized for work under this Contract.

The Security Clearance background check may be required prior to an employee being assigned to perform work under this Contract or anytime thereafter. If an employee already assigned and working under this Contract refuses to permit a Security Clearance background check or if the

Security Clearance background check reveals the already-assigned employee to be unsuitable, the

Contractor shall discontinue using that employee for performing work under this Contract upon being notified by the On-Site Supervisor that the employee has been determined to be unsuitable.

The Contractor will notify the Contract Monitor of all employees discharged from the contract.

9.0 REDUCTIONS FOR NON-PERFORMANCE

9.1 Reductions for below standard work will be made if, after the second documented notification, the Contractor has not corrected the deficiency and State worker(s) are assigned to perform the task(s).

9.2 Reductions for non-performance will be made if the task(s) was not done and State worker(s) have to be assigned immediately to perform the task(s).

9.3 Reductions for 9.1 and 9.2 above will be based on the hourly rate of the State employee(s) assigned to perform the task(s) times the hour(s) required to for State worker(s) perform the task(s).

9.4 The following reductions shall be used in adjusting the Contractor's invoice when the

Contractor fails to perform any task required in these specifications or performs any task below the standards as required in these specifications. For each 12-month period of the contract:

First Occurrence - Written documentation notice from the Contract Monitor to the

Contractor.

Second Occurrence - Written documentation and deduction of 5% of monthly invoice amount.

Third Occurrence - Written documentation and deduction of 10% of monthly invoice amount and possible Cure Meeting to be scheduled.

Each Additional Occurrence - Written documentation and deduction of 15% of monthly invoice amount.

Note: Copies of all correspondence regarding this clause must be submitted to the

Procurement Officer. Reductions for “No Shows” may be based on the normal number of Contractor's personnel assigned to the building multiplied by the hours normally worked by the Contractor, at the hourly billing rate of the Bid. Reductions for below standards work may be made if, after the second documented notification, the

Contractor has not corrected the deficiency. If, in the judgment of the Contract Monitor, a deficiency goes unaddressed by the Contractor after timely notification, the Contract

Monitor may approve of DPSCS using state employees or another outside firm/contractor to do the work in question and deduct the full cost of that work from the

Contractor's monthly invoice. The referenced conditions (examples) may result in

Termination of Contract for Default by the Procurement Officer.

10.0 CONTRACTOR’S EMPLOYEES

10.1 All of Contractors employees must wear approved identification badges when in or on

State property. The Contract Monitor or his/her designee shall periodically verify passes with employees.

10.2 The Contractor shall require all employees to wear distinctive work clothing for ready identification and assure that every employee is in the proper attire on the date an employee enters on duty. A below-waist work smock is acceptable. Any color or color combination as approved by Contract Monitor or his/her designee may be used, however, the distinctive clothing shall be the same for all of the Contractors employees.

Employees will be required to dress neatly commensurate with the tasks being performed.

10.3 Personnel employed by the Contractor shall be capable employees qualified in this type of work. The Contractor shall initially staff the building with trained and experienced cleaning personnel who will exhibit capability to operate with a minimum of supervision. A fully qualified work force shall be maintained throughout the period of this Contract. All personnel shall receive close and continuing first-line supervision.

10.4 The Contractor’s On-Site Supervisor shall be fully and adequately trained and have a minimum of two (2) years’ experience in cleaning supervision. Proof of past supervisory experience must be given to the Procurement Officer. The Procurement Officer must approve the credentials.

10.5 The Contractor shall employ, at all times, the quantity and quality of supervision necessary for both effective and efficient management of cleaning operations. The onsite Supervisor shall have an intimate knowledge of the various cleaning tasks, equipment and materials so as to be able to both properly train and direct the cleaner(s) in their individual tasks and to maintain and control an effective inspection and follow-up program.

10.6 The Contractor shall not hire State employees to perform any work under this Contract.

11.0 CONTRACTOR’s MINIMUM QUALIFICATIONS AND REFERENCES

Prior to submitting a bid for work covered by the specifications for solicitation, the bidder must have no less than three (3) years of experience in providing the comparable type, size and complexity of services described in this solicitation for each reference.

You must submit with the online bid response at least three (3) and no more than five (5) references of companies or organizations for which the bidder provided services of the type, size, length of service and complexity comparable to those specified in the solicitation. The references must have been for services provided within the past five (5) consecutive years.

Each reference shall include the following:

1. Name of contact person and working telephone number;

2. Name of facility and address of reference;

3. Term of contract/service;

4. Size (square footage) and type of facility;

5. Type of services provided;

6. Number of workers and positions of service;

7. Letters of testament, experience of officials (optional).

12.0 INSURANCE REQUIREMENTS

12.1 The Contractor shall maintain Commercial General Liability Insurance with limits sufficient to cover losses resulting from, or arising out of, Contractor action or inaction in the performance of the Contract by the Contractor, its agents, servants, employees, or subcontractors, but no less than a Combined Single Limit for Bodily Injury, Property

Damage, and Personal and Advertising Injury Liability of $1,000,000 per occurrence and

$2,000,000 aggregate.

12.2 The Contractor shall maintain Errors and Omissions/Professional Liability insurance with minimum limits of $1,000,000 per occurrence.

12.3 The Contractor shall maintain Automobile and/or Commercial Truck Insurance as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the

State of Maryland.

12.4 The Contractor shall maintain Employee Theft Insurance with minimum limits of

$2500.00 per occurrence.

12.5 Within five (5) Business Days of recommendation for Contract award, the Contractor shall provide the Contract Monitor with current certificates of insurance, and shall update such certificates from time to time but no less than annually in multi-year contracts, as directed by the Contract Monitor. Such copy of the Contractor’s current certificate of insurance shall contain at minimum the following:

a. Workers’ Compensation – The Contractor shall maintain such insurance as necessary and/or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability

Act.

b. Commercial General Liability as required in Section 12.1

c. Errors and Omissions/Professional Liability as required in Section 12.2

d. Automobile and/or Commercial Truck Insurance as required in Section 12.3

e. Employee Theft Insurance as required in Section 12.4

12.6 The State shall be listed as an additional insured on the policies with the exception of

Worker’s Compensation Insurance and Professional Liability Insurance. All insurance policies shall be endorsed to include a clause that requires that the insurance carrier provide the Contract Monitor, by certified mail, not less than 45 days’ advance notice of any non-renewal, cancellation, or expiration. In the event the Contract Monitor receives a notice of non-renewal, the Contractor shall provide the Contract Monitor with an insurance policy from another carrier at least 30 days prior to the expiration of the insurance policy then in effect. All insurance policies shall be with a company licensed by the State to do business and to provide such policies.

On the Certificate of Liability, the “DESCRIPTION OF OPERATIONS” shall read as follows:

Janitorial services at the Division of Parole & Probation, 301 Bay Street, Easton, MD 21601.

THE STATE OF MARYLAND IS INCLUDED AS AN ADDITIONAL

INSURED SOLELY WITH RESPECT TO THE OPERATIONS AND

ACTIVITIES OF THE NAMED INSURED”. CONTRACT # and

CONTRACTOR.

13.0 Term of Contract

The term of this Contract shall be for 3 years beginning On 1/1/2022 through 12/30/2024.

14.0 HOURS WHEN WORK MAY BE PERFORMED

14.1 Except as provided in 16.0, work shall be performed Monday to Friday only between the hours of 5:30p.m. and 8:30p.m.

14.2 Daily, weekly, bi-weekly (every 2 weeks), monthly, quarterly, semi-annually, and annually, and as-needed janitorial tasks may be performed per the above schedule

Monday through Friday, or on State holidays and weekends with prior approval of the

Contract Monitor or his/her designee.

14.3 Whenever State employees are excused early as the result of severe inclement weather or hazardous conditions, the Contractor may perform work outside of the hours specified in

Section 14.1. The Contractor must make every reasonable effort to provide janitorial services, particularly if the occurrence is on a Friday or a day preceding a State Holiday when work may be performed during the holiday or weekend so that the building is clean prior to standard operating hours on the following work day. Should the Contractor be unable to provide janitorial services to the building, the Contractor must notify the

Contract Monitor or his/her designee that the services will not be provided. The

Contractor shall not receive payment for any daily tasks not performed as a result of the building being closed.

14.4 In the event of any declared State Emergency the contractor shall make arrangements with the Contract Monitor or his or her designee as to when the services will be resumed.

14.5 Standard Operating hours of the DPP Easton Field Office is Monday through Friday, 8:00am to 5:00pm.

15.0 STATE HOLIDAYS

State holidays on which janitorial services will not be required from the Contractor include:

New Year’s Day Columbus Day

Martin Luther King Day Veterans Day

Presidents Day Thanksgiving Day

Memorial Day Day after Thanksgiving

Independence Day Christmas Day

Labor Day

Plus any additional days designated by the Governor. See http://msa.maryland.gov/msa/mdmanual/01glance/html/holidaye.html

16.0 BUILDING CLOSURE

Whenever State employees are excused early as the result of severe inclement weather or hazardous conditions, the Contractor may perform work outside of the hours specified in Section 14.0. The

Contractor must make every reasonable effort to provide janitorial services, particularly if the occurrence is on a Friday or a day preceding a State Holiday when work may be performed during the holiday or weekend so that the building is clean prior to standard operating hours on the following work day. Should the Contractor be unable to provide janitorial services to the building, the Contractor must notify the Contract Monitor or his/her designee that the services will not be provided. The

Contractor shall not receive payment for any daily tasks not performed as a result of the building being closed.

17.0 SITE VISIT

Each bidder is encouraged to attend the scheduled site visit, although it is not mandatory. The site visit is scheduled for September 1,2021at 10:00 a.m. at the Division of Parole and Probation located at 301

Bay Street Easton, MD 21601. At the scheduled site visit, each bidder will be permitted to examine the building, measure the space, become familiar with the full nature and extent of the work, and obtain answers to questions about or clarifications of the contract. It is the sole responsibility of the

Contractor to familiarize itself fully with the building and the contents of these specifications. Failure to do so does not relieve the successful bidder from its obligations to fully comply with all requirements of the resulting contract. As part of the responsibility determination before contract award, the successful bidder recommended for award may be required to schedule a site visit with the contact person identified in this solicitation to inspect specific conditions at the facility in detail to ascertain that the bid price represents the scope of work identified in the bid document. Prior to contact award, all potential bidders and recommended awardee should direct all communications only to the Procurement Officer.

http://msa.maryland.gov/msa/mdmanual/01glance/html/holidaye.html

18.0 INVOICING

Contractor shall include the following information on all invoices; name of company, address, including 9 digit zip code, FEIN number, a contact name and phone number (including toll free) for placing orders. Failure to do so may result in delay of payment.

All invoices are to be submitted at the end of each month to the following email address or address:

Crfo.accountspayable@maryland.gov or

DPSCS –Accounts Payable

6776 Reisterstown Road

Baltimore, MD 21215

19.0 HOURLY RATE

The Contractor must submit the hourly rates for janitor(s) and On-Site Supervisor, and shall be for non-overtime work regardless of the day of the week, or hour of the day the work is performed. This rate may be used when required by the State to work special hours providing additional janitorial services under the contract. The hourly rates will be used to calculate additions and reductions to the scope of work defined by these specifications. The hourly rates will not be included in the basis for award.

20.0 WORK EXCLUDED FROM THIS CONTRACT

All mechanical rooms, electrical rooms, fan rooms, boiler rooms, snow removal and sweeping outside of building.

THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK

SECTION 2 - TERMS AND CONDITIONS

13.1 INCORPORATION BY REFERENCE

All terms and conditions of the solicitation and amendments thereto are made a part of this Contract.

13.2 TAX EXEMPTION

The Department is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. Exemption certificates shall be completed upon request. Where a Contractor is required to furnish and install material in the construction or improvement of real property in performance of a contract, the Contractor shall pay the Maryland

Sales Tax and the exemption does not apply.

13.3 SPECIFICATIONS

All materials, equipment, supplies or services shall conform to federal and State laws and regulations and to the specifications contained in this solicitation.

13.4 DELIVERY AND ACCEPTANCE

13.4.1 Delivery shall be made in accordance with the solicitation specifications. The

Department, in its sole discretion, may extend the time of performance for excusable delays due to unforeseeable causes beyond the Contractor’s control.

The Department unilaterally may order in writing the suspension, delay or interruption of performance hereunder.

13.4.2 The Department reserves the right to test any materials, equipment, supplies, or services delivered to determine if the specifications have been met. The materials listed in the bid or proposal shall be delivered FOB the point or points specified prior to or on the date specified in the bid or proposal. Any material that is defective or fails to meet the terms of the solicitation specifications shall be rejected. Rejected materials shall be promptly replaced.

13.4.3 The Department reserves the right to purchase replacement materials in the open market. Contractors failing to promptly replace materials lawfully rejected shall be liable for any excess price paid for the replacement, plus applicable expenses, if any.

13.4.4 If the Contractor fails to make delivery in accordance with its quoted time frame, and the Department is required to obtain the needed goods or services on the open market, the Contractor shall be liable for any excess costs to the

Department.

13.5 INTELLECTUAL PROPERTY

Contractor agrees to indemnify and save harmless the State, its officers, agents and employees with respect to any claim, action, cost or judgment for patent infringement, or trademark or copyright violation arising out of purchase or use of materials, supplies, equipment or services covered by this

Contract.

13.6 MARYLAND LAW PREVAILS

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

13.7 CHANGES

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

13.8 DISPUTES

Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title

15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

13.9 TERMINATION FOR NON-APPROPRIATION

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

13.10 TERMINATION FOR DEFAULT

If the Contractor does not fulfill obligations under this Contract or violates any provision of this

Contract, the State may terminate the Contract by giving the Contractor written notice of termination.

Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

13.11 TERMINATION FOR CONVENIENCE

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

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

13.12 NONDISCRIMINATION

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

13.13 ITEMS OF MERCURY CONTENT

This solicitation provides for a price preference for products that are mercury free. The price preference shall not exceed 5 percent of the bid price for products that are mercury free or to products containing the least amount of mercury.

13.14 COMPLIANCE WITH LAWS

The Contractor hereby represents and warrants that:

13.14.1It is qualified to do business in the State of Maryland and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;

13.14.2It is not in arrears with respect to the payment of any monies due and owing the

State of Maryland, or any department or unit thereof, including but not limited to the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this Contract;

13.14.3It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its activities and obligations under this Contract; and

13.14.4It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under this

Contract.

13.15 BID AFFIDAVIT

Each bidder should execute and attach to the bid or proposal the affidavit included with this solicitation.

13.16 BLANKET PURCHASE ORDER (BPO)/ PURCHASE ORDER AS CONTRACT

13.16.1This provision applies to all commodities or service contracts procured by the

Department.

13.16.2As used in this provision, a bid refers to a bid submitted under Small

Procurement Regulations

13.16.3As used in this provision, a bidder refers to a bidder under Small Procurement

Regulations.

13.16.4As used in this provision, solicitation means an Invitation for Bid to bid for a procurement issued by the Maryland Department of Public Safety &

Correctional Services. .

13.16.5The bidder(s) execution and submission of a responsive bid constitutes a promise by the bidder to perform the contract solicited by the Department in accordance with the terms and conditions stated in the solicitation. The bid shall be irrevocable for the period stated in the solicitation or for such longer period as the bidder and the Department may agree.

13.16.6Upon acceptance of a bid, the Procurement Officer may issue a Purchase Order

(PO) and/ or Blanket Purchase Order (BPO), in a form to be determined by the

Department, to the bidder accepting the bid and binding the bidder to a contract. The execution and issuance of a PO and/ or BPO by the Procurement

Officer, subject to all necessary approvals, shall constitute acceptance of the bid and final award of the contract. The contract of the parties will be embodied in the contract documents, which shall consist of the executed PO and/ or BPO of the Procurement Officer, including all documents, terms, and conditions incorporated into those documents by the terms of…