DVMF-CEM-CH27-COLUMBARIUM

DEPARTMENT OF VETERANS & MILITARY FAMILIES

SMALL PROCUREMENT SOLICITATION

KEY INFORMATION SUMMARY SHEET

Invitation for Bids: Department of Veterans & Military Families Cheltenham State Veterans Cemetery – Columbarium Installation

Solicitation Number: DVMF-CEM-CH27-COLUMBARIUM

Solicitation Issue Date: September 3, 2026

Issuing Office: Department of Veterans & Military Families 16 Francis Street, 4th Floor Annapolis, MD 21401 Phone: (410) 260-3838

Procurement Officer: Tom Johnson Department of Veterans & Military Families 16 Francis Street, 4th Floor.

Annapolis, MD 21401 Phone: (410) 260-3835 E-mail: tom.johnson@maryland.gov

Contract Monitor: Dimitra Johnson, Superintendent Maryland Department of Veterans Affairs Cheltenham State Veterans Cemetery 11301 Crain Highway Cheltenham, Maryland 20623 Phone: (301) 372-6398 E-mail: dimitra.johnson@maryland.gov

Pre-Bid Conference NA

Site Visit: September 9 - 11, 2026, 9:00 a.m., EDT Local Time.

Questions Due By: September 16, 2026, no later than 12:00 p.m., EDT Local Time

Closing Date and Time: September 25, 2026, no later than 12:00 p.m., EDT Local Time

SBR Designation: Yes

Contract Duration: One (1) Year.

mailto:tom.johnson@maryland.gov mailto:dimitra.johnson@maryland.gov

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 Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract.

NOTICE

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace (eMMA) https://procurement.maryland.gov should register on eMMA.

See Section 6.1.4.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

I. SUMMARY STATEMENT

The State of Maryland and the Maryland Department of Veterans and Military Families (DVMF) are honored to offer our veterans, National Guard, Reservists and their eligible dependents a final resting place at one of five state veterans cemeteries located throughout Maryland. Since 1978 more than 30,000 Maryland veterans and their eligible dependents have chosen Cheltenham State Veterans Cemetery as their final resting place.

The Department of Veterans Affairs' (VA) National Cemetery Administration maintains 156 national cemeteries in 42 states and Puerto Rico as well as 34 soldiers' lots and monument sites. More than four (4) million Americans, including Veterans of every war and conflict, are buried in the VA's national cemeteries. The VA also provides funding to establish, expand, improve, and maintain 119 State Veterans cemeteries in 48 states and territories including tribal trust lands, Guam, and Saipan. The VA’s National Cemetery Administration (NCA) ensures that national cemeteries serve as dignified and respectful settings. Each Cemetery is to be an expression of appreciation and respect of a grateful nation for the service and sacrifice of her veterans. Furthermore, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined by the VA “as a place of honor, and memory that declares to the visitor or family member who views it that within its majestic setting, each and every veteran may find a sense of serenity, of historic sacrifice, and nobility of purpose.”

The Department of Veterans & Military Families is soliciting bids for columbarium installation at Cheltenham Veterans Cemetery.

II. PROCUREMENT METHOD/ CONTRACT TYPE / BASIS FOR AWARD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small

Procurement Regulations ($100,000 or Less).

The Contract resulting from this solicitation shall be a firm fixed price contract with firm fixed unit prices as defined in COMAR 21.06.03.02 (A)(1) and (2).

This Contract shall be awarded to the responsive and responsible bidder whose bid meets the requirements and evaluation criteria set forth in this Solicitation and is the most favorable bid price.

III. BIDDER MINIMUM QUALIFICATIONS:

3.1.1 To be considered reasonably susceptible of being selected for the award, the Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

3.1.2 The Bidder shall have three (3) years of experience, under the Bidder’s current business name, and all necessary licensing and insurance to satisfactorily provide services as specified in the Scope of Work.

3.1.3 Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid:

1. Copies of all State of Maryland licenses and current insurance certificates required to perform the specified services.

2. Three (3) or more references, under the Bidder’s current business name, from the past three (3) years that collectively attest to the Bidder’s required years of experience providing satisfactory services including those services required in this Solicitation.

The Department reserves the right to request additional references or utilize references not provided by a Bidder. The Department reserves the right to review other publicly available sources to inform the evaluation of Bidder meeting minimum qualifications.

IV. BIDDER RESPONSIBILITIES:

4.1.1 Bidders must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder shall be responsible for Contract performance including any subcontractor participation.

4.1.2 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.

4.1.3 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.

V. PRE-BID SITE VISIT/ VENDOR QUESTIONS

A Virtual Pre-Bid will not be provided. A Site Visit will be provided at the date and time specified on the Key Information Summary Sheet. Interested Contractors are encouraged to attend. If a Pre-Bid or Site Visit is offered, email the Procurement officer at tom.johnson@maryland.gov to request a link to the Virtual pre-bid conference or to register your intent to attend the Site Visit NLT 2:00 p.m. the day before the scheduled event.

By submitting a bid, the Contractor acknowledges that he/she has investigated and satisfied him/herself as to the conditions affecting the work, including but not restricted to those bearing upon transportation, disposal, handling, and storage of materials, availability of labor, water, and electric power. Any failure by the contractor to acquaint him/herself with available information will not relieve the Contractor from responsibility for estimating properly the cost of successfully performing the work. The Department of Veterans & Military Families shall not be responsible for any conclusions or interpretations made by the contractor.

5.1 Vendor Questions:

All questions pertaining to this solicitation shall be submitted on eMaryland Marketplace (eMMA) under the Q & A tab 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. Answers to all questions that are not specific only to the requestor will be distributed via amendments and posted on eMMA.

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

VI. BID CONTENT/ RESPONSE SUBMISSION PROCEDURE / DUE DATE AND

TIME

6.1.1 Bids must be submitted via EMMA and received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet in order to be considered. Login: eMaryland Marketplace Advantage (eMMA).

6.1.2 Vendor shall submit a bid based on the description of the products or services requested in the specifications. Vendor shall state bid price on Attachment One and shall complete, sign, and submit the bid form (including references), along with applicable licenses, current insurance certificate (do not update the COI at this time), and Acknowledgements of Receipts of Addendum or Amendments to the Solicitation, if issued.

6.1.3 Vendors are responsible for ensuring that their bids are delivered via EMMA by the deadline for receipt of bids. Bids received by facsimile or email shall not be accepted.

Bids received after the time and date set for receipt of bids are late. Late bids shall not be considered.

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

6.1.5 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 https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage submission. Please DO NOT send the entire Solicitation document as part of the bid response. Only submit what has been requested.

Note: Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). For registration information, visit https://www.egov.maryland.gov/businessexpress. It is strongly recommended that potential Bidders complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise successful Bidder from final consideration and recommendation for Contract award.

VII. BIDS – OPENING

Bids will be opened as soon as practicable after the deadline for receipt of bids. The bid tabulation is available in eMMA after the bid is opened.

VIII. DURATION OF BID OFFER

Prices submitted in response to this solicitation are irrevocable for one hundred and twenty (120) days following the due date. Once a bid is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period.

IX. TERMS AND CONDITIONS

A. The Contractor shall comply with the provisions of State Finance and Procurement Article, Title 19, Annotated Code of Maryland.

B. 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.

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

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

E. 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).

F. 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.

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

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

I. 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 the 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).

9.1 Acceptance of Terms and Conditions

By submitting a Bid in response to this Solicitation, the Bidder, if selected for the contract award, shall be deemed to have accepted the terms and conditions of this Solicitation and the Contract, attached hereto. Any exceptions to this Solicitation or the Contract must be raised prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

X. SCOPE OF WORK

1. GENERAL INFORMATION:

The Department of Veterans & Military Families is accepting quotes for installation of one new Columbarium at Cheltenham Veterans Cemetery, 11301 Crain Highway, Cheltenham, MD 20623.

Cheltenham State Veterans Cemetery standards of maintenance and appearance shall reflect our Nation’s and State’s concern for those interred there. For these reasons, the Contractor’s strict adherence to the specifications is required and essential. The new columbarium shall be installed to match the adjacent columbaria by following the NCA specifications for construction at the Cheltenham Veterans Cemetery.

2. SCOPE OF WORK:

A. Site Preparation:

The Contractor shall:

• Verify field dimensions and existing site conditions prior to commencement of work and coordinate layout locations with the Cemetery Superintendent.

• Provide excavation, grading, and subgrade preparation necessary for the new columbarium unit installation.

• Protect adjacent structures, utilities, landscaping, sidewalks, existing columbaria, grave markers, and other cemetery features from damage during construction.

B. Foundation/Concrete Work:

There is currently no concrete slab in place for the new columbarium installation. The Contractor shall furnish all labor, materials, equipment, and incidentals necessary to construct a reinforced concrete foundation/slab and associated drainage system for one (1) precast columbarium unit.

The Contractor shall:

• Excavate and prepare the site for new reinforced concrete foundations/slabs and verify existing grades and elevations prior to starting construction.

• Provide proper subgrade preparation and compaction to prevent settlement and install a minimum 6-inch compacted crushed stone subbase beneath all concrete slabs and drainage features.

• Furnish and install reinforced concrete slabs/foundations designed to support the full dead and live loads of the precast columbarium structures.

• Concrete shall have a minimum compressive strength of 4,000 PSI at 28 days.

• Install reinforcing steel in accordance with structural requirements and applicable

American Concrete Institute (ACI) standards.

• Ensure the foundation/slab is level, square, properly aligned, and positioned in accordance with the approved site layout and adjacent columbaria.

C. Drainage:

The Contractor shall install drainage systems necessary to maintain positive drainage around the columbarium foundations and prevent ponding, frost heave, settlement, and water infiltration. Drainage work shall include, but not be limited to:

• Maintaining finished surface grades at a minimum slope of 2.0% away from the columbarium structures as indicated on the plans.

• Installing perforated PVC underdrain piping where necessary to intercept groundwater and subsurface moisture and wrap the underdrain piping in approved geotextile filter fabric.

• Surrounding drainage piping with clean washed stone and connecting the drainage systems to approved discharge locations.

• Preventing standing water adjacent to foundations, sidewalks, turf panels, and niche walls.

• Ensuring all grading transitions match adjacent existing cemetery sections.

The Contractor shall ensure that all drainage installations comply with the drainage intent shown on the plans and provide positive drainage away from the new columbarium installation.

D. Precast Columbarium Installation

• Furnish and install one (1) precast reinforced concrete columbarium units at the location designated by the Cemetery Superintendent to match the existing cemetery columbaria units appearance, dimensions, finish, color, texture, and architectural profile.

• The new columbarium must be installed plumb, level, and fully aligned with adjacent cemetery sections and include all required anchorage, hardware, sealants, and accessories required for a complete installation.

• Utilize stainless steel and tamper-resistant hardware where applicable and be fully weather resistant and watertight.

E. Niche Panels & Numbering:

• Furnish and install all niche cover panels and extra fittings that match existing panel finish and appearance.

• Ensure all panels are properly aligned and securely fastened and installed in accordance with the manufacturer's requirements.

• Coordinate niche numbering sequence and orientation with the Cemetery Superintendent prior to fabrication and installation.

3. CONTRACTOR RESPONSIBILITIES:

The contractor shall be responsible for:

• Supplying all supervision, labor, expertise, licensing, certification, personnel, fuel, equipment, tools, materials, dumpsters, lifts, and supplies necessary to complete the work at the Cheltenham Veterans Cemetery. Contractor-furnished items necessary to perform work as required under this contract shall be consistent and fully compliant with all applicable OSHA, Federal, State, County, City laws, ordinances, and regulations.

• Ensuring that all required certifications and licenses necessary to perform the work described in this Scope of Work remain current and valid throughout the performance of the contract.

• Securing any required permits (if applicable) from local authorities before beginning work.

• Ensuring all crew members are trained and equipped with proper safety gear, including fall protection systems.

• Performing all activities in a manner that shall not damage turf, flat granite markers, permanent in-ground flower vases, or other appurtenances on the property. The Contractor shall be responsible for repair, replacement, restoration, or reimbursement of damages to any Cemetery facility, cultivated area, headstones, fence, permanent in-ground flower vases, and appurtenances damaged by careless or accidental use of machinery, tools, or equipment used during the performance of these services.

• At the end of each workday the Contractor shall remove all debris from the cemetery site resulting from the work performed. The Contractor shall ensure that rubbish and trash generated by the Contractor are kept clear of vehicular and pedestrian traffic throughout the site. NOTE: The State will not provide receptacle(s) for disposal of debris related to this contract.

• At the end of the project ensure that the job site is thoroughly clean, all trash, debris, construction materials, and waste from the project are removed from the job site.

• Conducting a final inspection with the cemetery Superintendent or designated representative to verify the construction meet all specifications outlined in this scope of work.

• Providing the cemetery Superintendent with a written warranty for materials and workmanship, along with any required documentation e.g., manufacturer's warranty and maintenance recommendations.

• Verifying all measurements, dimensions, elevations, and field conditions prior to fabrication and installation.

• Completing a substantial completion inspection and notice with the Superintendent.

4. CEMETERY RESPONSIBILITIES:

The cemetery shall be responsible for:

• Confirming the project schedule with the selected Contractor and set clear expectations for start and completion dates.

• Periodically inspect the work to ensure quality and contract compliance.

• Providing the Contractor with reasonable access to the work site.

• Designating a location for the Contractor’s dumpster and materials.

• Maintaining open lines of communication with the Contractor regarding any issues, potential delays, or changes that might affect the scope of the contract.

• Completing the substantial completion inspection and notice with the Contractor and providing a copy to the Procurement Officer.

• Ensuring that the work is completed within the time frame specified in the contract.

XI. CONTRACTOR GENERAL REQUIREMENTS:

1. Prior to submission of any bid, the Contractor should thoroughly examine the specifications, site, and conditions under which work will be performed. The contractor may schedule a site visit during normal Cemetery hours of operation by contacting the Cemetery Superintendent.

2. The Contractor shall assume sole responsibility for the safety of all persons involved in the project, in accordance with applicable State of Maryland laws and regulations.

Contractor shall guard against all hazards in accordance with the safety provisions of the current (9th edition) Manual of Accident Prevention published by the Associated General Contractors of America (AGC) and the Occupational Safety and Health Administration

(OSHA).

3. The Contractor shall guarantee that all work done under this contract will be free from faulty materials or workmanship and hereby agrees to repair or replace without cost to the DVMF and to the Cemetery Superintendent’s satisfaction all defects or imperfections appearing in said work within a two (2) year period after the date of final acceptance by the Cemetery Superintendent.

4. Matters related to safety, and any actions of the Contractor and/or Contractor employees shall meet all Federal, State, and Local safety requirements. It is incumbent upon the Contractor to be familiar with and to implement these requirements.

5. The Contractor shall ensure that all motor vehicles and equipment meet State inspection, safety, licensing, registration, and insurance requirements.

6. The Contractor shall ensure that contractor equipment and supplies (property) required to perform work under this contract shall not be stored on the cemetery premises. Contractor and/or Contractor staff’s personal property, equipment, or vehicles shall not be stored on the cemetery premises.

7. 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.

XI. OVERSIGHT AND ACCEPTANCE OF DELIVERABLES

All services under this Scope of Work shall be subject to the direction, acceptance, and approval of the Cemetery’s Superintendent:

Name: Dimitra Johnson, Superintendent - Telephone Number: (301) 372-6398.

XII. HOURS WHEN WORK MAY BE PERFORMED

1. The hours of operation at the Cemetery are 8:00 a.m. to 5:00 p.m. Monday through Friday. Hours of operation for Saturday, Sunday and State holidays are 8:00 a.m. to

5:00 p.m. for visitation only.

2. The work shall be scheduled in advance by contacting the Cemetery Superintendent, (or designated staff), and shall be carried out in a manner that does not disrupt funeral services conducted at the Cemetery.

3. To ensure continuity and pass-down of information, the Contractor shall meet with the Cemetery Superintendent or designated Cemetery staff upon arrival to the Cemetery, prior to starting any scheduled work.

XIII. CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

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

2. 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.

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

4. Participation in Drafting of Specifications: Disqualifying Event: Bidders are advised that Md. Code Ann. State Finance and Procurement Article §13-212.1(a) provides generally that “an individual who assists an executive unit in the drafting of specifications, an invitation for bids, a request for proposals for a procurement, or the selection or award made in response to an invitation for bids or a request for proposals, or a person that employs the individual, may not: (1) submit a bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.” Any Bidder submitting a Bid in violation of this provision shall be classified as “not responsible.”

XIV. GENERAL CONDITIONS

This is a non-exclusive Contract. It does not include all work expected to be performed in the designated areas. Therefore, at times, other Contractors may be performing similar work that is not associated with this Contract.

XV. PAYMENT

A. METHOD OF PAYMENT

1. At award and upon receipt of the fully executed Contract, DVMF shall issue a State of

Maryland Purchase Order to the Contractor.

B. INVOICING

2. The Contractor shall submit a detailed invoice to the Cemetery Superintendent of services provided. Invoices shall be presented by the tenth (10th) day following the completion of services. Invoices shall contain the following information: Invoice number, Contract Name/Number and Purchase Order Number, Contractor’s name, mail address, email address, fax and telephone numbers, SERVICES PROVIDED, AND DATE(S) and Federal Tax Identification or Social Security number.

3. The Cemetery Superintendent shall review (and approve if applicable) the Invoice for accuracy and acceptance of stated work as complete, and fees charged, in compliance with Contracted rates.

4. The Cemetery Superintendent shall send the approved invoice to |accounts-payable.dvmf@maryland.gov.

5. Payments to the Contractor pursuant to this Contract shall be made no later than 30 days after the State's receipt of a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, of the State Finance and Procurement Article, Annotated Code of Maryland, or by the Public Service Commission of Maryland with respect to regulated public utilities, as applicable, are prohibited.

Note: The Department of Veterans & Military Families is exempt from Maryland Sales and Use Taxes.

C. REDUCTIONS FOR NON-PERFORMANCE OR FAILURE TO MEET

STANDARDS:

The following reductions shall be used in adjusting the Contractor’s invoice should the Contractor fail to perform any task required in these specifications or performs any task below the standards as required in these specifications.

a. First occurrence - written documentation notice from the Contract Monitor to the contractor.

b. Second occurrence - written documentation and deduction of 1/12th of invoice amount.

c. Third occurrence - written documentation and deduction of 1/6th of invoice amount.

d. Reductions for "below standards work” may be made if, after the second documented notification, the Contractor has not corrected the deficiency and State workers are assigned to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

e. Reductions for non-performance may be made if the task was not done and State workers must be assigned immediately to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

mailto:accounts-payable.dvmf@maryland.gov

Disputes Arising From Reductions:

a. Should the Contractor dispute the validity of a reduction determination made by the Cemetery Superintendent, he may appeal the reduction to the Cemetery Superintendent within seven (7) calendar days of receiving notice of the reduction.

b. The Cemetery Superintendent will review the reduction and make a written determination as to its validity within seven (7) days of the receipt of the appeal from the Contractor.

c. Should the Contractor disagree with the decision of the Cemetery

Superintendent, the Contractor may appeal the Cemetery Superintendent’s decision to the Director of the DVMF Cemetery and Memorial Program, Russel Ware, 1122 Sunrise Beach Road, Cheltenham, Maryland 21032 within seven (7) calendar days of the receipt of the Manager's decision.

d. The Director shall review all documentation, evidence and arguments of the

Contractor and the Cemetery Superintendent and make a written determination as to the validity of the reduction within seven (7) days of receiving the appeal from the Contractor.

XVI. SMALL BUSINESS RESERVE (SBR) PROCUREMENT

1. 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 GOSBA Small Business Reserve Program are eligible for award of a contract.

2. 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:

a) It is independently owned and operated;

b) It is not a subsidiary of another business;

c) It is not dominant in its field of operation; and

1) With respect to employees, in its most recently completed three (3) fiscal years:

a) Its wholesale operations did not employ more than 50 persons;

b) Its retail operations did not employ more than 25 persons;

c) Its manufacturing operations did not employ more than 100 persons;

d) Its service operations did not employ more than 100 persons;

e) Its construction operations did not employ more than 50 persons; and

f) The architectural and engineering services of the business did not employ more than 100 persons; or

2) With respect to gross sales, in its most recently completed three (3) fiscal years:

a) The gross sales of its wholesale operations did not exceed an average of

$4,000,000;

b) The gross sales of its retail operations did not exceed an average of

$3,000,000;

c) The gross sales of its manufacturing operations did not exceed an average of $2,000,000;

d) The gross sales of its service operations did not exceed an average of

$10,000,000;

e) The gross sales of its construction operations did not exceed an average of

$7,000,000; and

f) The gross sales of its architectural and engineering operations did not exceed an average of $4,500,000.

d) Note: If a business has not existed for three (3) years, the employment and gross sales average or averages shall be the average for each year or part of a year during which the business has been in existence.

e) Further information on the certification process is available at eMaryland Marketplace Advantage.

3. Ineligible Bids. Under a small business reserve procurement, a business that is not a certified small business is ineligible for the award of a contract.

4. 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 Governor’s Office of Small, Minority & Women Business Affairs as a small business. A procurement contract award under a small business reserve may not be made to a business that has not been SBR certified.

XVII. LIABILITY

Within forty-eight (48) hours of Contract Award, Contractor (and any Subcontractors) shall secure and keep in force until the expiration of this contract insurance as listed below.

Additionally, the Contractor shall add the State of Maryland, its officers, employees, and agents as an additional insured. The contractor shall provide prior (at least 30 days) written notice of cancellation, material changes, or non-renewal of coverage, issued to the Maryland Department of Veterans & Military Families.

Commercial General Liability:

Bodily Injury/Property Damage Each Occurrence Limit $ 1,000,000 Personal & Advertising Injury Limit $ 1,000,000 General Aggregate Limit $ 2,000,000 Products/Completed Operations Aggregate Limit $ 2,000,000 Medical Payments to Others $ 10,000

Workmen’s Compensation and Employers Liability Coverage (WC/EL) Section A: Statutory Benefits as required by the State of Maryland;

Section B: Employers Liability - $500,000 Each Accident, $500,000 Disease Policy Limit, $500,000 Disease – Each Employee Umbrella: $2,000,000

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

The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section. 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.

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.

XVIII. DURATION OF THE CONTRACT/PROJECT

The anticipated term of this Contract, following final execution, shall be for a period of one (1) year from the final date of contract execution.

XIX. ATTACHMENTS

• Attachment Number One: Contract Bid Form

• Attachment Number Two: Contractor References

• Attachment Number Three: Department of Veterans & Military Families

SAMPLE Small Procurement Contract (For Review Purposes Only-DO NOT Submit with your bid)

• Attachment Number Four: National Cemetery Administration National Shrine Commitment Operational Standards and Measures

• Attachment Number Five: Conflict of Interest Affidavit and Disclosure.

• Attachment Number Six: (Exhibit One) - MBE/VSBE Research Factors

XX. ATTACHMENTS TO BE SUBMITTED WITH BID RESPONSE

A) Attachment Number One: Completed and Signed Contract Bid Form B) Contractor’s current Certificate of Insurance C) Any and All Acknowledgements of Receipt (Signed) of Amendments/ or Addendums issued during the solicitation process.

D) Any applicable State of Maryland licenses necessary to provide the services as stated in the Solicitation.

E) Three (3) or more references of Bidding Company’s previous work providing services of a similar nature to the specifications provided, within the last three (3) years.

F) Completed and Signed Conflict of Interest Affidavit and Disclosure.

ATTACHMENT ONE - CONTRACT BID FORM – (Pg. 1) DVMF-CEM-CH27-COLUMBARIUM CONTRACTOR INFORMATION: To be completed and signed by Contractor/Vendor.

Company Name:

Business Phone No.:

Federal ID No.:

Address:

Owner/Point of Contact:

Owner/Point of Contact Email

Owner/Point of Contact Phone No.:

Number of Years in Business under Present Name:

Other/Former Names under which your Organization has Operated:

Please PROVIDE responses to the following:

U.S. Dept. of Veterans Affairs Verified Veteran-Owned Small Business “VOSB” Yes No State of Maryland MBE Certified: Yes No __ If yes, MBE Number:

State of Maryland Small Business Enterprise: Yes No If yes, SBE Number:

State of Maryland Small Business Reserve: Yes No If yes, SBR Number:

CONTRACTOR BID PRICING: Quantities are for bid evaluation only, and are not meant to establish minimum, maximum, or exact quantities.

The Total bid price shall include the total fully loaded cost to provide goods and services as described in these specifications. The prices shall cover the performance of all requirements including supplies, equipment, wages, overhead, and profit for the entire term of the contract.

The State reserves the right to cancel this solicitation or accept or reject all Bids, in whole or in part, received in response to this Solicitation.

CONTRACTOR BID: COLUMBARIUM REPAIR

Line One: Columbarium Installation $___________ (Ea) = Total: $

Total Evaluated Price (CONTRACTOR TOTAL): TOTAL COST $

CONTRACTOR SIGNATURE: DATE:

ATTACHMENT TWO - CONTRACTOR REFERENCES: Please provide three (3) or more references for previous work (under the current business name) providing services of a similar nature to the specifications provided, within the last three (3) years.

#1. Company Name: Contact Person:

City:

State: Zip Code:

Contact Phone No.:

Contact Email Address:

Term of Contract: From: to: Contract Value: $

Please describe in detail the services that were provided:

#2. Company Name: Contact Person:

#3. Company Name: Contact Person:

ATTACHMENT THREE – SAMPLE CONTRACT

STATE OF MARYLAND

DEPARTMENT OF VETERANS AND MILITARY FAMILIES

SMALL PROCUREMENT CONTRACT

THIS CONTRACT (the “Contract”), is made as of the day of September, 2026 by and between the STATE OF MARYLAND, acting through the DEPARTMENT OF VETERANS & MILITARY FAMILIES(“Department”), whose principal office is located at 16 Francis Street, Annapolis, Maryland, 21401 and , (“Contractor”) whose principal office is located at , together, hereinafter known as the “Parties.”

The Parties agree as follows:

1. Scope of Contract.

(a) The Contractor shall provide the following services:

The Contractor shall install One (1) Columbarium at Cheltenham State Veterans Cemetery, located at 11301 Crain Highway, Cheltenham Maryland 20623, as specified in Exhibit A – Solicitation DVMF-CEM-CH27-COLUMBARIUM

The Solicitation dated September 3, 2026, is attached, and incorporated by reference as Exhibit A. The Contractor’s bid or proposal dated is attached and incorporated by references as Exhibit B. If there is any conflict between this Contract and any exhibits incorporated by reference, the terms of this Contract shall govern. If there is any conflict among the Exhibits, the following order of precedence shall determine the prevailing provision: Exhibit A –the Solicitation, and Exhibit B – the Contractor’s bid or proposal.

(b) Changes. This Contract may be amended only with the written consent of both Parties.

Amendments may not change significantly the scope of the Contract (including the Contract price).

2. Term of Contract. The anticipated term of this Contract shall be for one (1) year from the date of final execution by the State of Maryland.

3. Compensation and Method of Payment.

(a) Compensation. The total compensation for goods and services to be rendered by the Contractor shall not exceed $

(b) Method of Payment. The Department shall pay the Contractor no later than thirty (30) days after the Department receives a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, State Finance and Procurement Article, Maryland Code, are prohibited.

(c) Tax Identification Number. The Contractor’s Federal Tax Identification Number is . Contractor’s Federal Tax Identification Number shall appear on all invoices submitted by the Contractor to the Department for payment.

(d) Invoicing. The Contractor shall submit a detailed invoice to the Cemetery Superintendent of services provided. Invoices shall be presented by the tenth (10th) day following the completion of services. Invoices shall contain the following information: Invoice number, Contract Name/Number and Purchase Order Number, Contractor’s name, mail address, email address, fax and telephone numbers, SERVICES PROVIDED, AND DATE(S) and Federal Tax Identification or Social Security number.

The Cemetery Superintendent shall review (and approve if applicable) the Invoice for accuracy and acceptance of stated work as complete, and fees charged, in compliance with Contracted rates.

The Cemetery Superintendent shall send the approved invoice to |accounts-payable.dvmf@maryland.gov.

4. Procurement Officer. The Department designates Tom Johnson to serve as Procurement Officer for this Contract. All contact between the Department and the Contractor regarding all matters relative to this Contract shall be coordinated through the Procurement Officer.

5. The Contractor shall comply with the provisions of State Finance and Procurement Article, Title 19, Annotated Code of Maryland.

6. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR

21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

7. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notification to the Contractor specifying the extent and the effective date of the termination. The State will 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 21.07.01.12(A)(2).

8. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the Department 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 rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

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.

10. Non-Discrimination in Employment. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law, including, but not limited to, the employment provisions of §13-219 of the State Finance and Procurement Article, Maryland Code and Code of Maryland Regulations 21.07.01.08, and the commercial nondiscrimination provisions of Title 19, Subtitle 1, State Finance and Procurement Article, Maryland Code.

11. Maryland Law Prevails. The laws of Maryland shall govern the interpretation and enforcement of this Contract. The Maryland Uniform Computer Information Transactions Act (Commercial Law Article, Title 22 of the Annotated Code of Maryland) does not apply to this Contract, or any software license acquired hereunder.

12. Anti-Bribery. The Contractor certifies that, to the Contractor’s best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, Superintendents, partners, or controlling stockholders; nor any employee of the Contractor who is directly involved in the business’s contracting activities, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

IN WITNESS THEREOF, the Parties have executed this Contract as of the date herein set forth below.

CONTRACTOR STATE OF MARYLAND

DEPARTMENT OF VETERANS AND MILITARY

FAMILIES

DO NOT SIGN AT THIS TIME

By: By:

DO NOT SIGN AT THIS TIME

(Printed Name and Title) (Printed Name and Title)

Date Date

EXHIBIT 1: MBE, VSBE, and (if applicable) SBR Research Factors

Solicitation Title: DVMF-CEM-CH27-COLUMBARIUM – Small Procurement eMMA Solicitation No. BMP055356

This exhibit serves as a summary of the factors the State used, in conjunction with guidance from the Governor’s Office of Small, Minority, and Women’s Business Affairs, to determine:

1. The expected degree of Minority Business Enterprise (MBE) participation for the procurement contract, including subcontracting opportunities identified for the project, any applicable North American Industry Classification System (NAICS) codes linked to the subcontracting opportunities, and the number of certified MBEs in those industries;

2. The expected degree of Veteran-owned Small Business Enterprise (VSBE) participation for the procurement contract, including subcontracting opportunities identified for the project, any applicable United Nations Standard Products and Services Codes (UNSPSC) [identified in eMaryland Marketplace Advantage (eMMA) as Categories] linked to the subcontracting opportunities, and the number of certified VSBEs in those industries; and

3. If this procurement is for a Statewide Master Contract where secondary competition may occur, the expected degree of Small Business Reserve (SBR) participation for the secondary competition agreement (such as a task order agreement or purchase order agreement) to be designated as an SBR, including opportunities identified for the secondary competition agreement, any applicable UNSPSCs linked to the subcontracting opportunities, and the number of certified SBRs in those industries.

Disclaimer: This summary’s research results are not all inclusive and do not exclude any other subcontracting opportunities that the Bidder/Offeror may identify in preparing a Bid/Proposal to submit in response to the solicitation.

Exhibit 1 for Department of Veterans & Military Families Page 23 of 33

MBE Research by NAICS Code

NAICS Codes Description # MBEs in MDOT Directory

NA- Small Procurement

MBE Research by Keywords

Keywords # MBEs in MDOT Directory

Exhibit 1 for Department of Veterans & Military Families Page 2 of 33

Exhibit 1 for Department of Veterans & Military Families

VSBE Research by UNSPSC/eMMA Category Code eMMA Category Codes

Description #VSBEs in eMMA

72152700 Concrete Installation & repair services 8

NOTE: In this procurement, small businesses are strongly encouraged to submit a bid/proposal as a Prime Contractor to compete as an SBR at the secondary competition level. SBR certification is required to receive an SBR-designated secondary competition agreement award.

SBR Research by UNSPSC/eMMA Category Code eMMA Category Codes

Description # SBRs in eMMA

72152700 Concrete Installation & repair services 35

Exhibit 1 for Department of Veterans & Military Families Page 4 of 33

Columbarium Plans, Pictures, and Cemetery Map: