eMM Form 3- Instructions To Bidders- sectionI.pdf

SECTION I

DEPARTMENT OF GENERAL SERVICES

INSTRUCTIONS TO BIDDERS

(MAINTENANCE CONTRACTS EXPECTED TO BE UNDER $25,000)

1. GENERAL REQUIREMENTS

a. Prior to preparing the Bid, Bidders are encouraged to attend the pre-bid conference, if scheduled, as indicated on the cover sheet. The purpose of this conference is to familiarize themselves with all existing conditions which may affect the proposed work.

b. Bidders should familiarize themselves with the Contract Documents which include: Section I, Instructions to Bidders; Section II, General Terms and

Conditions; Section III, Supplemental Terms and Conditions; Section IV, Detailed

Specifications: Service Agreement and Affidavit. All these documents shall become part of the contract after award by the State.

c. If Bidders discover any discrepancy in the Contract Documents, or are in doubt as to the meaning or intent of any part thereof, they must, not later than seven (7) calendar days prior to the bid opening, request clarification from the Procurement Officer who will issue an addendum or otherwise clarify the matter. Failure to request such clarification is a waiver to any claim by the Bidder for any expense made necessary by reason of later interpretation of the Contract

Documents by the Procurement Officer.

d. The procurement method for this project is competitive sealed bidding. The Contract for this project shall be awarded to the responsive and responsible bidder submitting the most favorable bid price unless other wise specified in Section III. Prospective bidders should review Section III to determine all information necessary to be submitted with the Bid.

2. PREPARATION OF BIDS:

a. Fill out two (2) copies of the Service Agreement and two (2) copies of the Bid/Proposal

Affidavit and Contract Affidavit. Use only the forms supplied; if you have not received all the forms, or need more; contact the Procurement Officer by phone. Fill in bid prices in both words and numbers. Be sure to fill in your Federal Tax Number or Social Security Number.

b. Two (2) copies of the Service Agreement and two (2) copies of the Bid/Proposal Affidavit and

Contract Affidavit must be submitted on-line only. Bids shall be typewritten or written legibly in ink. All erasures or alterations shall be initialed in ink by the signer. All Bids shall be signed in ink, as follows:

Sole Proprietor - Sign with full name.

Partnership - A general partner shall sign with his/her full name.

Corporation - An officer of the corporation shall sign his full name, indicate his title and include the name of the corporation. The corporations seal shall be affixed near the signature.

c. Place both copies of the Service Agreement with both copies of the Affidavit in the envelope provided, clearly indicate on the envelope the Contract Number and Bid Enclosed or No Bid..

Bids must be received at the place and by the time specified on the cover sheet of this

Solicitation in order to be accepted and will be opened and read at that time and place.

3. BID/PROPOSAL AFFIDAVIT AND CONTRACT AFFIDAVIT:

Each bidder must submit with its bid the Affidavits attached to this package in duplicate.

4. ARREARAGE:

By submitting a response to this solicitation, a vendor shall be deemed to represent that it is not in arrears in the payment of any obligation due the State of Maryland, including the payment of taxes and employee benefits and that it shall not become so in arrears during the term of the contract if selected for contract award.

5. MINORITY BUSINESS ENTERPRISES:

Minority Business Enterprises are encouraged to respond to this solicitation.

6. SECURITY PROVISIONS:

All security requirements established by the using agency for its facility shall become a part of these specifications. It shall be the Contractors responsibility to comply with any special provisions established by the using agency.

7. NON-APPROPRIATION:

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

8. TAX EXEMPTION:

The State is generally exempt from Federal Excise Taxes, Maryland Sales and Use Taxes, District of Columbia Sales Taxes and Transportation Taxes.

Exemption certificates shall be completed upon request. Where a Contractor is required to furnish and shall install material in the construction or improvement of real property in performance of a contract, the Contractor shall pay the Maryland Sales Tax and the exemption does not apply.

9. RESERVED RIGHTS:

The State reserves the right to reject any and all bids or to accept any bid in the interest of the people of the State of Maryland. For the same reason, the State reserves the right to waive any minor informality in a bid.

10. CONTRACTORS BID SUBMISSION:

The Bidders quoted price submitted in its Bid is irrevocable for ninety (90) days following the closing date for the submission of bids.