DVMF-CEM-CR27-CLEAN.pdf

DVMF-CEM-CR27-CLEAN

DEPARTMENT OF VETERANS & MILITARY FAMILIES

SMALL PROCUREMENT SOLICITATION

KEY INFORMATION SUMMARY SHEET

Invitation for Bids: Department of Veterans & Military Families

Crownsville State Veterans Cemetery –

Janitorial Services

Solicitation Number: DVMF-CEM-CR27-CLEAN

Solicitation Issue Date: September 25, 2026___

Issuing Office: Department of Veterans & Military Families

16 Francis Street, 4th Floor

Annapolis, MD 21401

Phone: (410) 260-3838

Procurement Officer: Kimberly T. Johnson, Procurement Officer

Department of Veterans & Military Families

16 Francis Street, 4th Floor.

Annapolis, MD 21401

Phone: (443) 519-0221

E-mail: kimberlyt.johnson@maryland.gov

Contract Monitor: Loreasa Y. Minor, Superintendent

Maryland Department of Veterans Affairs

Crownsville State Veterans Cemetery

1122 Sunrise Beach Road

Crownsville, Maryland 21032

Phone: (410) 987-6320

E-mail: loreasa.minor@maryland.gov

Pre-Bid Conference NA

Site Visit: October 02, 2026, 9:00 a.m., EDT Local Time

Questions Due By: October 09, 2026, no later than 12:00 p.m., EDT Local Time

Closing Date and Time: October 16, 2026, no later than 12:00 p.m., EDT Local Time

SBR Designation: Yes

Green Designation: Yes

Contract Duration: Three (3) Year base period with no option periods.

mailto:kimberlyt.johnson@maryland.gov mailto:loreasa.minor@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 28,000 Maryland veterans and their eligible dependents have chosen Crownsville 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 janitorial services at Crownsville State 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 kimberlyt.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 janitorial services to be performed within its Chapel/Shelter, Administration Building, and

Maintenance Shops at Crownsville Veterans Cemetery, 1122 Sunrise Beach Road, Crownsville, MD 21032.

Crownsville State Veterans Cemetery standards of maintenance and appearance shall reflect our Nation’s and State’s concern for those interested there. For these reasons, the

Contractor’s strict adherence to the specifications is required and essential.

2. GENERAL REQUIREMENTS:

2.1 The work in this contract consists of the necessary Janitorial services required to maintain cleanliness and sanitation, on a fixed schedule as indicated in these specifications.

2.2 The Contractor shall furnish all supervision, labor, equipment, materials, and supplies

(other than those furnished by the Cemetery) to perform the weekly, and bi-annual cleaning of the specified buildings located at Crownsville State Veterans Cemetery, 1122 Sunrise Beach Road, Crownsville, MD 21032, in strict conformance with the standards specified in this scope of work.

2.3 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.

2.4 The Contractor shall perform complete janitorial services for all areas to the satisfaction of the Cemetery Superintendent or designee.

2.5 On a Bi-weekly basis, the Contractor shall notify the Cemetery Superintendent of the

Cemetery-furnished supplies needing replenishment.

2.6 The Contractor shall (within fifteen (15) days prior to the contract start date), submit a list of products to be used to provide the cleaning services as stated in this Scope of

Work, to the Cemetery Superintendent. The list shall include name of product, manufacturer, supplier, and intended use of each of the products that he/she proposes to use in the performance of the work. The Contractor shall not use any products that the

Cemetery Superintendent determines would be unsuitable or harmful to areas where applied.

2.7 The Contractor shall furnish a list of all hazardous products used and stored at the location. Upon request, the Contractor shall supply the Cemetery Superintendent or designee with an OSHA Form #20 “Material Safety Data Sheet” on all products displaying a warning label used in the performance of this contract.

2.8 The Contractor shall store all supplies and equipment neatly and safely (dust and wet mops hung up) in spaces provided by the Cemetery Superintendent for that purpose.

2.9 The Contractor shall display “Wet Floor” signs while work is being performed on floors to ensure the safety of the building’s occupants and the Contractor’s employees.

2.10 The Contractor shall immediately report all maintenance and utility problems and malfunctions found within the cleaning areas to the Cemetery Superintendent or designee.

2.11 The Contractor shall repair all damages that result to the Cemetery facilities, property, or

Cemetery grounds from the execution of this contract, at no expense to the Cemetery.

2.12 The Contractor shall use industry standards for professional cleaning procedures in the conduct of this contract.

2.13 Contractor personnel shall provide services utilizing Universal Precautions, basic bacteriological concepts, infection control, safety, fire protection, and Personal

Protective Equipment (PPE) operating procedures and policies. All janitorial services and associated procedures shall be provided by the Contractor and Contractor personnel in accordance with all local, state, and federal regulations, including OSHA.

3.0 STATE STAFF RESPONSIBILITY:

3.1 The Cemetery shall supply toilet tissue and paper towels. The Cemetery-furnished supplies will be made available to the Contractor by Cemetery personnel.

3.2 The Cemetery shall supply receptacles (dumpsters) for trash and recycling. The

Contractor shall deposit all trash and/or recycling in the appropriate receptacle, and ensure that all lids, doors, or other openings to the receptacles are closed and latched.

Failure to place recyclables in the recycling receptacle and/or trash in the trash receptacle may result in local, county, state and or federal fines, to be paid by the Contractor.

4.0 GREEN PURCHASING:

4.1 Contractors must comply with Maryland’s Green Purchasing Reporting Requirements.

See the Green Purchasing website for more information. Green Purchasing

(maryland.gov).

4.2 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.”

4.3 Accordingly, Bidders/Offerors are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

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

4.5 This information will enable Maryland State agencies to comply with Article §14–405 of the Annotated Code of Maryland and COMAR 21.13.01.14, effective October 1, 2014, which requires Maryland state agencies to report to the Department of General Services https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Specifications.aspx https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Specifications.aspx on their procurement of environmentally preferable products and services. To facilitate consistent reporting on targeted contracts, the Contractor will be provided with a

VENDOR GREEN SALES REPORT template by the Maryland DGS.

4.6 For more information the Bidder/Offeror may click: Environmentally Preferable

Janitorial Services specification.

5.0 JANITORIAL SUPPLIES:

5.1 All Housekeeping supplies in support of this Contract are to be compliant with the

Maryland Green Purchasing Committee's Specifications for Environmentally Preferable

Janitorial Supplies. Any janitorial products to be used on this Contract, if made, manufactured, re-manufactured or assembled by Blind Industries and Services of

Maryland (BISM) shall be procured through the BISM program, provided the items are available. Contractor shall provide documentation identifying supplier.

5.2 Compliant products are designated by BISM as “Green”. As this is a mandatory requirement, failure to comply will be considered a default under the terms of the

Contract. A copy of the Contract will be provided to BISM for follow-up.

5.3 The Contractor shall supply environmentally preferable trash can liners, toilet cleaners, disinfectants, spray deodorizers, furniture polish, window cleaner, stripper, sealer, and finisher.

a. “Environmentally preferable” shall mean goods that have a lesser or reduced effect on human health and the environment when compared with competing goods that serve the same purpose, based on the raw materials, manufacturing, packaging, distribution, use, reuse, operation, maintenance, and disposal of the goods. (COMAR 21.11.07.01 (2).

6.0 ON-SITE SUPERVISOR:

The Contractor shall provide an On-Site Supervisor of janitorial staff who will represent the Contractor in all matters concerning this contract and who can effectively communicate in English with the Cemetery Superintendent or designee.

7.0 JANITORIAL STAFF CONDUCT:

The On-Site Supervisor shall adhere to the following, and shall be responsible for ensuring that janitorial staff perform in accordance with the following:

Janitorial staff shall not:

a. Remove any State property or personal property, equipment, monies, forms, or any other item from the building;

b. Engage in loud boisterous behavior;

c. Play radios or tape players;

d. Be under the influence of alcohol or drugs; Use any tobacco or tobacco substitute products in any form;

https://dgs.maryland.gov/Documents/GreenPurchasing/Specs/JanitorialServicesSpecification.pdf https://dgs.maryland.gov/Documents/GreenPurchasing/Specs/JanitorialServicesSpecification.pdf

e. Operate any equipment other than the Contractor’s equipment;

f. Use State telephones except a telephone designated by the Cemetery Superintendent or designee for the purpose of business under this contract;

g. Open any desk, file cabinet or storage cabinet;

h. Engage in long conversations with Cemetery Staff;

i. Take photographs of the building or its contents.

7.1 Janitorial Services, Days and Hours of Performance:

Areas to be serviced are in the Chapel/Shelter, Administrative Building, and Maintenance

Shop. All Janitorial services shall be performed and completed Monday, Wednesday, and

Friday (EXCLUDING State Holidays) between the hours of 8:00a.m. and 4:00p.m. If a

State Holiday falls on a scheduled workday, the work shall be re-scheduled to an alternate day during the same week, at the Cemetery Superintendent’s discretion. Note: The Chapel shall be cleaned and free of all janitorial products, tools, and refuse no later than 9:00a.m.

Table 1 below provides a list of areas to be cleaned during each visit. Please see Exhibit

One for photographs of referenced areas.

TABLE 1

Cleaning

(3 x Per Week)

Chapel/Shelter Admin BLDG

Maintenance

Shop

SQUARE FOOTAGE

Carpet Square Footage 1376 4800 560

Windows

(Interior/ Exterior) 146 439.5 48

3 Large Panels 4 Large Panels N/A

7 - side windows N/A

Door Windowpanes -

Interior and Exterior

2 doors & /2 large windows front of chapel 16 4

Restrooms N/A

5 stalls, & 2 urinals Shower Stalls N/A N/A Vacuum Yes Yes 2 rugs

Clean Light Fixtures No Yes No

Wipe Water Fountains Yes Yes Yes

Trash Removal Yes Yes Yes

Clean Podium/7 statues Yes No No

7.2 Weekly Janitorial Service Schedule:

Janitorial services are to be provided on Mondays, Wednesdays, and Fridays between the hours of 8:00a.m. and 3:00p.m. Weekly (3 x per week) janitorial services include:

7.2.1 Trash Removal:

a. Empty all trash cans and remove trash located inside and outside of buildings, including bags of shredded paper for recycling, and boxes (broken down) placed for disposal.

b. Place small loose trash in large plastic bags and deposit in designated dumpster/trash bin. Plastic bags shall be closed, tied, and free from holes or tears.

c. Dumpster/trash bin doors shall be closed and latched.

d. Furnish empty trash cans with new liners.

e. All office recycling boxes shall be emptied into the outside containers marked for recycling.

f. Trash liners must not be oversized for containers.

g. All liners are required to be compliant with Maryland Green Purchasing

Committee’s Specification for Environmentally Preferable Janitorial Supplies:

1. Trash can liners must:

a) If low-density, have minimum 10% post-consumer recycled content, OR

b) If high-density, be less than 0.7 mils (17 microns) in gauge thickness, OR

c) Be certified by the Biodegradable Products Institute, or equivalent*, for commercial compostability.

*BPI is the primary commercial composability certifier in the

United States. Other equivalent international certifiers include

Vinçotte OK Compost and DIN CERTCO.

7.2.2 Surface Disinfectants and Sanitizers:

a. Disinfectants must be used on all surfaces where pathogens can collect and breed, including but not limited to:

1. Light switches

2. Refrigerator handles

3. Restroom touch points (e.g., door handles, toilet flush handles, faucets, soap dispensers, paper towel dispensers)

4. Stairway handrails

5. Water cooler and water fountain buttons and bubbler heads, etc.

b. Disinfection of these surfaces must be performed every cleaning cycle. The

Cemetery Superintendent or designated representative may request increased frequency of cleaning and disinfection.

c. Disinfectant label directions must be followed for proper dilution control and use after the area has been cleaned. This includes ensuring proper dwell time is adhered to and whether post-application rinsing is required (post application rinsing may not be required for all products, and air drying may be recommended on the product label).

1. For more information regarding proper disinfection protocols, please refer to CDC guidelines.

d. Cleaning personnel must only use disinfectants registered or devices regulated by the U.S. Environmental Protection Agency (EPA). Disinfectants must comply with the Maryland Green Purchasing Committee’s Janitorial Supplies Specification.

7.2.3 Cleaning Cloths and Floor Pads:

a. Whenever practicable, reusable microfiber cloths must be used in lieu of paper products in order to minimize waste.

b. Reusable cloths must be cleaned or laundered prior to reuse.

c. Reusable cloths used to clean restrooms must be a different color than those used to clean non-restroom areas.

d. Reusable cloths must be color coded as follows:

• Red for toilets and urinals

• Yellow for other restroom surfaces

• Blue for general cleaning, dusting, glass surfaces

• Green for kitchens, eating areas, water fountains and coolers

7.2.4 Mops:

a. Mops must be equipped with reusable/cleanable collection heads or equivalent.

b. Mops must be color coded as follows:

• Red for the bathrooms

• Green for the kitchens

• Blue for general cleaning

7.2.5. Powered Equipment Operations

a. Each piece of equipment delivered to the Contract work site for use under this

Contract must be serially numbered and appropriately identified with an affixed plate.

b. Vacuum Cleaners:

1. Must be equipped with the proper filter or bag; the filters must be changed or cleaned according to manufacturer recommendations.

2. Bags or canisters must be changed or replaced when half full or when indicated by a sensor, if vacuum is so equipped.

3. Precautions must be taken to limit worker exposure to dust and particulate matter when cleaning and replacing bags and filters.

c. Automated Scrubbing Machines:

1. Must be equipped with on-board chemical metering to optimize the use of cleaning fluids OR must use only tap water with no added cleaning products.

7.2.6. Training Requirements:

1. The Contractor must:

a. Provide written daily instructions to staff in checklist format.

b. Provide employees with proper initial, on-site, or site-specific and annual in-service training. Training must be done in a manner that respects any unique needs of the employee, such as limited English proficiency, physical challenges, or learning disabilities.

2. Contractor management/supervisors must have at least 24 hours of in-service training and/or education on an annual basis.

3. Contractor management/supervisors must be trained in the selection of green cleaning products.

4. All cleaning personnel must undergo:

1) Initial Training (minimum of 8 hours; 12 hours recommended)

a) This training may occur before personnel are assigned to a facility or it may be conducted at the site, before beginning independent work.

b) The curriculum must include training on:

i. Standard operating procedures

ii. CDC protocols for cleaning and disinfecting

iii. The proper sequencing of cleaning steps. The plan must include, but is not limited to, training on:

a) Disinfection: Proper use of disinfectants and sanitizers only where needed and as directed.

b) Restrooms: Cleaning, sanitizing and disinfection; not mingling equipment with that for other areas.

iv. The proper use and storage of personal protective equipment

(PPE) in line with CDC guidelines

v. Standard safety precautions including:

a) How to reduce and prevent ergonomic injuries

b) How to reduce exposure to hazardous substances encountered by janitorial service providers and their personnel

c) How to safely handle and dispose of chemical products

vi. Proper use of certified green cleaners

2) Site-Specific Training (minimum 4 hours)

• The curriculum must include training on:

a) Standards for the facility to which the cleaning personnel will be assigned.

b) The facility-specific cleaning plan.

c) Hazardous substances communication standards

d) Equipment: Proper use and maintenance of powered equipment.

e) Solid Waste and Recycling: Reduction and reuse of supplies; compliance with facility waste reduction and recycling program.

f) Floor care: Specifics for routine and restorative maintenance of floors and carpet, including walk‐off matting.

g) Chemicals: Efficient use to limit waste and exposure;

hazards of use, maintenance, storage, disposal and recycling of cleaning chemicals, dispensing equipment and packaging.

3) Continuing Training and/or Education (minimum of 8 hours annually; 12 hours annually recommended)

• This training must be provided on an annual basis to maintain knowledge of correct procedures for safety, tools, techniques

(e.g., latest CDC guidelines), and pertinent environmental standards.

7.2.7 Clean and Disinfect Water Fountains

a. Water fountains shall be cleaned and disinfected.

7.2.8 Clean and Disinfect/Sanitize Basins, Toilets, Urinals, Walls, and Depositories

a. Basins, counter tops, and plumbing (including chrome fixtures and/or pipes) shall be cleaned and disinfected and free of stains, dirt, hair, smudges, smears, and water spots.

b. Toilets and urinals shall be cleaned, disinfected and free of stains, dirt, hair, smudges, smears, water spots, encrustation, rust and odor. Exterior of depositories shall be free of smears, film and haze.

c. Contents of depositories shall be bagged in plastic bags, plastic bags tied and deposited in dumpster.

d. Towels, toilet tissue, and soap dispensers shall be filled. Two extra rolls of tissue per stall and one extra package of hand towels per dispenser shall be kept within reach of each dispenser. Unserviceable dispensers shall be reported to the Cemetery

Superintendent immediately.

e. Spot clean walls around sinks, urinals, toilets and depositories.

7.2.9 Clean Glass Windows, Mirrors, and Doors

a. Clean (with glass cleaner) interior and exterior of all glass windows and doors.

b. Clean glass doors (with glass cleaner), inside and outside.

c. Clean doors (both sides), and remove dust and cobwebs from doorframes.

d. Dust and spot clean all window ledges, windowsills, and baseboards.

7.2.10 Vacuum Carpeted Areas

a. All carpeted floors, including areas under desks, chairs, tables, radiators, convectors and other equipment shall be thoroughly vacuumed.

b. All carpet shall be checked for spots and spillage. Spot clean as required.

c. Entrance mats shall be vacuumed. Entrances and exits shall be free of soil and dust.

7.2.11 Dust Mop followed by Wet Mop

a. All dirt, melting compounds, dust and trash removed from floors.

b. Dirty water or cleaning solution residue or mop marks shall not be visible on floors.

c. All corners and areas adjoining vertical walls or stairs shall be free of dirt, dust, trash, dirty water, cleaning solution, and wax build up.

d. All vinyl/tile floors shall be dust mopped and spot cleaned.

8.0 BI-ANNUAL JANITORIAL SERVICE SCHEDULE:

A deep cleaning shall be provided twice a year. First deep cleaning to be performed at start of Contract, with the second deep cleaning to follow at six (6) months from Contract start date. Deep Cleaning shall include:

1. Strip and refinish vinyl/tile floors.

2. Shampoo carpet, if needed.

3. Dust all ceiling and air vent Duct work.

4. All interior lighting fixtures cleaned.

5. Thoroughly clean and sanitize tile walls and vinyl floors in each of the buildings.

9.0 VENDOR RESPONSIBILITIES:

10. SAFETY & SECURITY:

10.1 The contractor shall, at all times, exercise care and caution in performing the duties described in the Scope of Work, so as not to cause injury to themselves or other persons.

The Contractor shall perform the assigned duties in a safe manner in accordance with local, state, and federal laws and regulations, including OSHA regulations and policies.

The Contractor shall provide to the Cemetery Superintendent evidence that employees performing work under the contract are bonded or otherwise insured against theft, damage and loss.

10.2 The Contractor and Contractor’s employees shall follow the Cemetery smoking policy.

Policy is available at the Cemetery.

10.3 The Contractor shall be responsible for any damage to the Cemetery facilities and/or personal property. All damage to Cemetery facilities and/or grounds, by the Contractor shall be repaired or replaced by the Contractor at no additional cost to the State.

10.4 Contractor shall provide all safety warning devices and signage at worksite to eliminate all hazards to visitors and cemetery employees.

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: Loreasa Minor, Superintendent - Telephone Number: (410) 987-6320

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 preferred time for cleaning activities is during weekday hours, Monday and

Thursday between the hours of 8:00a.m., and 3:00p.m. Cleaning of the Chapel shall be completed by 9:00a.m..

3. To ensure continuity and pass-down of information, Contractor shall meet with the

Cemetery Superintendent or designated Cemetery staff upon arrival to the Cemetery, prior to starting any janitorial duties. Contractor must sign in upon arrival on the premises.

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.

Disputes Arising From Reductions:

mailto:accounts-payable.dvmf@maryland.gov

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, Crownsville, 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 three (3) years 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-CR27-CLEAN

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: Janitorial Service:

1) Price per Weekly Janitorial Services $ X 52 Weeks = Total: $

2) Price per bi-annual Deep Cleaning: $ X 2 = Total: $

3) Contractor Total Year One: Total: $

3) Contractor Total Year Two: Total: $

3) Contractor Total Year Three: $ Total: $

CONTRACTOR BID TOTAL = (Years 1+2+3 = Total): Total: $ ______

For informational purposes only. Please provide the following:

Annual Cost of cleaning supplies:

Projected labor hours (per week) to satisfactorily complete the work

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:

Type of Contract: Check all boxes that apply

Janitorial Services.

Commercial Building Cleaning.

Other

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

Please…