_Final_IFB_V-HQ-25082-M_Painting_Glen_Burnie_.pdf

PROFESSIONAL PAINTING SERVICES AT THE MVA GLEN

BURNIE FACILITY - BUILDING A

Solicitation #: V-HQ-25082-M

IFB Document

IFB for Maryland Motor Vehicle Administration

STATE OF MARYLAND

MARYLAND MOTOR VEHICLE ADMINISTRATION

(MVA)

INVITATION FOR BIDS (IFB)

PAINTING SERVICES – MVA GLEN BURNIE FACILITY BUILDING A

IFB NUMBER V-HQ-25082-M

ISSUE DATE: 04/18/2025

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

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance – Painting Services at the MVA Glen Burnie Facility Building A

Solicitation Number:

V-HQ-25082-M

IFB Issue Date: April 18, 2025

IFB Issuing Office:

Maryland Motor Vehicle Administration (MVA or the "Administration")

Procurement Officer:

Kelli Peters (Gower) 6601 Ritchie Highway, Room 223, Glen Burnie, MD 21062

Email:

Phone Number:

kpeters2@mdot.maryland.gov

410.768.7396

Bids are to be sent to:

Submit on emma@maryland.gov under Solicitation No. V-EAS-25049-M To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid Conference:

April 25, 2025, at 9:00 a.m. Local Time Maryland Motor Vehicle Administration 6601 Ritchie Highway Building D Glen Burnie, Maryland 21062

Scheduled Site Visit

Immediately following the Pre-Bid Conference Site Visit Location: Same as Pre-Bid

To attend the site-visit please contact the Procurement Officer via Email no later than April 24, 2025.

Questions Due Date and Time:

May 2, 2025, at 12:00 p.m. Local Time

Bid Due (Closing) Date and Time:

May 12, 2025, at 2:00 p.m. Local Time mailto:kpeters2@mdot.maryland.gov mailto:emma@maryland.gov

Public Bid Opening Date

May 12, 2025, at 2:00 p.m. Local Time

MBE

Subcontracting Goal:

0%

VSBE

Subcontracting Goal:

0%

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract Duration:

30 Days from NTP

Primary Places of Performance:

Maryland Motor Vehicle Administration (MVA) 6601 Ritchie Highway Building A Glen Burnie, Maryland 21062

SBR Designation: Yes

Federal Funding: No

Table of Contents - IFB

1 Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.2.1 Project Goals

2.2.2 State Staff and Roles

2.3 Contractor Responsibilities and Tasks

2.4 Work Hours

2.8 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 Invoicing

3.2.1 General

3.2.2 Invoice Submission

3.3 Liquidated Damages

3.3.1 MBE Liquidated Damages

3.3.2 Liquidated Damages other than MBE

3.3.3 Problem Escalation Procedure

3.4 Payments by Electronic Funds Transfer

3.5 Prompt Payment Policy

3.6 Conflict of Interest Affidavit and Disclosure

3.7 Maryland Healthy Working Families Act Requirements

3.8 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference and Site Visit

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Attachments and Documents Required upon Notice of Recommendation for Contract Award

(Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

1 Minimum Qualifications The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

1. The bidder must have a minimum of five years of experience within the past seven years in providing professional painting services that are comparable in scope, type, size, magnitude, and complexity as specified in this Invitation for Bid (IFB). Experience must include surface preparation, application of various types of coatings, and adherence to industry safety and quality standards. Experience of individual personnel within the company or firm will not count towards meeting this requirement. The company or firm must demonstrate the required level of experience.

As proof of meeting this requirement, the Bidder must submit a Reference Checks Form (Attachment L) with its bid, listing at least three references for firms where the Bidder has provided professional painting services that are comparable in scope, type, size, magnitude, and complexity within the past seven years. The references provided must be able to verify the Bidder’s experience. If references are deemed insufficient by the Procurement Officer, the Procurement Officer may determine the Bidder/Offeror to be Not Responsible, which would cause the Bid/Proposal to be rejected.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure professional painting services, as outlined in Section 2, for the maintenance and enhancement of the MVA Glen Burnie Facility. The contract, awarded to the successful bidder, will require the provision of all labor, materials, equipment, insurance, supervision, tools, and transportation necessary to perform the painting services. These services include surface preparation, coating application, and any other necessary tasks to meet the specifications and requirements detailed in this IFB. All work must be completed in full compliance with industry standards to ensure the highest quality and durability.

2.1.2 It is the MVA’s intention to obtain services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.1.3 The MVA intends to make a single award as a result of this IFB.

2.1.4 A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background and Purpose

The Glen Burnie MVA Facility serves as the central hub for the Maryland Vehicle Administration, housing all key administrative functions as well as a branch to serve the public. This building is crucial for the daily operations of the MVA, supporting both internal staff and external customers. The building is designed to ensure smooth administrative operations and provide essential services to the public efficiently.

Maintaining a professional and functional environment at the MVA headquarters is important for the overall appearance and upkeep of the facility. This contract outlines the painting services required to preserve the facility’s appearance, safety, and structural integrity. The scope includes surface preparation, coating application, and any necessary tasks to meet the specifications outlined in this IFB. Keeping the facility in optimal condition contributes to a positive work environment and enhances the MVA’s image.

2.2.1 Project Goals

The goal of this project is to preserve the aesthetic, safety, and structural integrity of the MVA Glen Burnie Facility by performing comprehensive painting services. This includes:

• Surface preparation

• Coating application

• Ensuring safety and quality standards

• Enhancing the facility's appearance

2.2.2 State Staff and Roles

A. Contract Manager - The Contract Manager will be the primary point of contact after the award of the contract for all matters relating to the performance and execution of the contract. The name and contact information of the Contract Manager will be provided to the Contractor upon contract award.

B. Procurement Officer - The Procurement Officer is the sole point of contact for this solicitation prior to the award of any contract. The name and contact information of the Procurement Officer can be found in the IFB Key Information Summary Sheet, located near the beginning of the solicitation, after the Title Page and Notice to Vendors. The MVA reserves the right to change the Procurement Officer at any time, with written notice to the Contractor.

2.3 Contractor Responsibilities and Tasks

The following outlines the responsibilities of the contractor for the repair of Closeout Room No. 6 and associated site work at the MVA Glen Burnie Facility.

2.3.1 General

2.3.1.1 Perform all work in accordance with the contract documents, including Exhibit 8.

Technical Document – Finish Schedule and Materials Legend and Exhibit 9. Technical Document - Interior Painting Specifications.

2.3.1.2 Provide all necessary labor, equipment, tools, and materials to complete the work in a timely and professional manner.

2.3.1.3 Secure written approval from the Project Manager for any deviations from the contract specifications or working hours.

2.3.1.4 Coordinate and schedule work to minimize disruption to MVA operations, ensuring that the site is accessible, and operations can continue as needed.

2.3.1.5 Implement all required safety procedures and ensure the worksite complies with all relevant safety regulations.

2.3.1.6 Ensure that the work performed meets or exceeds the standards outlined in the contract and address any deficiencies promptly.

2.3.1.7 Ensure that subcontractors are fully qualified and adhere to the same contract requirements.

2.3.1.8 Maintain regular communication with the Project Manager, providing updates on work progress and any potential issues.

2.3.1.9 Protect MVA property and the worksite from damage during the course of the project and clean the site regularly.

2.3.1.10 Ensure that all work is completed to the satisfaction of MVA and that the site is fully cleaned and ready for use upon project completion.

2.3.1.11 Ensure that all work is performed in compliance with all applicable laws, regulations, and codes.

2.3.1.12 Ensure all required licenses and certifications are maintained throughout the duration of the project.

2.4 Work Hours

2.4.1 Normal business hours for the MVA are as follows:

Monday, Tuesday, Wednesday, Friday - 8:00 a.m. to 5:30 p.m.

Thursday – 8:00 a.m. to 7:00 p.m.

Saturday – 8:00 a.m. to 12:00 p.m.

2.4.2 The contractor is not permitted to perform any work during normal business hours, as the branch must remain open to the public and staff.

2.4.3 All work must be completed outside of normal business hours and cannot be classified as overtime or subject to premium pay.

2.4.4 The Contractor must obtain written approval from the MVA Project Manager for any deviation from normal working hours. If approval is granted, all work will be performed and priced in accordance with the Contractor’s awarded bid price.

2.8 Supplemental Category of Work Requirements and Responsibilities See the following attached Appendices associated with this solicitation:

Appendix 6 – Living Wage Requirements

Appendix 7 – Facilities Maintenance Supplemental

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the contract is fully executed, the Contract Manager will schedule a kick-off meeting to take place prior to the commencement of services under the contract.

During this meeting, the contractor will present a tentative project timeline, clarify roles and responsibilities, discuss any special requirements or expectations, and address any questions or concerns from all parties involved to ensure the successful management and completion of services throughout the entire contract term.

3.2 Invoicing

3.2.1 General

3.2.1.1 Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

3.2.1.2 An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

D. Invoice period (i.e. time period during which services covered by invoice were performed);

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

H. State assigned (Blanket) Purchase Order number(s);

I. Goods or services provided;

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

3.2.1.3 Invoices that contain both fixed price and labor hour or time and material items shall clearly identify each item as either fixed price, and labor hour, or time and material billing.

3.2.1.4 The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

3.2.1.5 The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

3.2.1.6 Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.2.2 Invoice Submission

The Contractor shall submit invoices in accordance with the following schedule:

A. For Items of work for which there is annual pricing in equal monthly installments for the applicable Contract year in the month following the performance of the services.

B. Invoices for work performed on a labor hour or time and materials basis shall be submitted following the completion and acceptance of the work, in accordance with the terms of the contract.

C. Invoices for repairs, including a detailed breakdown of labor charges at the rates provided in the bid and an itemized list of materials used, with a 10% markup on the original cost. The invoice must include supporting documentation such as service tickets, receipts for the materials, and acceptance confirmation from the MVA.

3.3 Liquidated Damages

3.3.1 MBE Liquidated Damages

Inapplicable because there is no MBE goal for this IFB.

3.3.2 Liquidated Damages other than MBE

Liquidated damages other than MBE are identified in Exhibit 2 – Sample Contract.

3.3.3 Problem Escalation Procedure

No later than ten (10) Business Days after notice of the recommended award or after the date of the Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information.

B. The process for establishing the existence of a problem.

C. Names, titles, and contact information for progressively higher levels of personnel in the Contractor’s organization who would become involved in resolving a problem.

D. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP.

E. Expedited escalation procedures and any circumstances that would trigger expediting them.

F. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State.

G. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

H. A process for updating and notifying the Contract Monitor of any changes to the PEP.

I. The PEP must be updated within ten (10) Business Days after any change in circumstance which changes the PEP but not less than annually within ten (10) Business Days after the start of each Contract year .

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State which may be allowed by the Contract or applicable law.

3.4 Payments by Electronic Funds Transfer

By submitting a Bid in response to this solicitation, the Bidder, if selected for award:

A. Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

B. Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Fi les/GADX10Form20150615.pdf.

3.5 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract, Section 31 “Prompt Pay Requirements” (see Exhibit 2 - Sample Contract). Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

3.6 Conflict of Interest Affidavit and Disclosure

3.6.1 The Bidder shall complete and sign the Conflict-of-Interest Affidavit and Disclosure

(Attachment I) and submit it with its Bid.

3.6.2 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.

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

COMAR 21.05.08.08.

3.6.4 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.”

3.7 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

3.8 Insurance Requirements

3.9.1 The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

3.9.2 The following type(s) of insurance and minimum amount(s) of coverage are required:

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($2,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of one million dollars ($1,000,000) per loss, and a minimum single loss retention not to exceed ten thousand dollars ($10,000), with the State of Maryland listed as a “loss payee.”

C. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

https://dllr.state.md.us/paidleave/

D. Automobile or Commercial Truck Insurance - The Contractor shall maintain Automobile or Commercial Truck Insurance (including owned, leased, hired, and non-owned vehicles) as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

E. Contractor’s Pollution Liability Insurance - $2,000,000 per occurrence, written on an occurrence form policy and $2,000,000 annual aggregate. If policy is written on a claims-made form, coverage for Completed Operations shall be provided for a period of not less than two (2) years following completion of all work under the agreement.

If clean-up is conducted within a building, the coverage shall provide for claims and cleanup costs arising out of mold, microbial matter, and Legionella. Such coverage shall be for the full limits of the policy unless a lower sublimit is approved in writing by the State of Maryland or one of its agencies. Coverage shall also include transportation coverage for movement of hazardous materials from the project site to disposal location either by vehicles owned by the Contractor or third-party vehicles and Non-Owned Disposal Site (NODS) coverage for releases of hazardous materials removed from the project site either at or from the NODS.

3.9.3 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

3.9.4 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are canceled or not renewed within ten days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least ten days prior to the expiration of the insurance policy then in effect.

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

3.9.6 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within ten Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

3.9.7 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.

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.1.1 eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid

Conference (Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

4.1.2 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.

4.2 Electronic Means

4.2.1 The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:

A. Submission of Bond documents determined by the State to require original signatures;

or

B. Any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy.

4.2.2 Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract Monitor.

4.2.3 “Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions. Electronic means includes e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms, (e.g., https://procurement.maryland.gov), and electronic data interchange.

4.3 Pre-Bid Conference and Site Visit

4.3.1 A pre-bid conference and site visit allows potential bidders to familiarize themselves with the project scope, review the work environment, and seek clarifications on any project requirements. It ensures that bidders understand the specific conditions and challenges they may face during the project, allowing them to submit accurate and competitive bids. The visit also provides an opportunity to assess any logistical, safety, or regulatory factors relevant to the project's successful completion.

4.3.2 The Pre-Bid Conference and Site-Visit will be held, the date, time, and location is indicated on the Key Information Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their Bids. If the solicitation includes an MBE participating goal, failure to attend the Conference will be taken into consideration as part of the evaluation of a bidder’s good faith efforts if there is a waiver request.

4.3.3 In order to assure adequate accommodations at the Conference, please email the completed Pre-Bid Conference form (Attachment 2) for those expected to attend the Conference to https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/ the Procurement Officer no later than the time and date indicated on the Key Information Summary Sheet. In addition, if there is a need for sign language interpretation or other special accommodations due to a disability, please notify the Procurement Officer at least five (5) Business Days prior to the Conference date. Reasonable effort will be made to provide such special accommodation.

4.3.4 If the Conference is in person, attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.4 Questions

4.4.1 All questions, including concerns regarding any applicable MBE or VSBE participation goals, shall identify in the subject line the Solicitation Number and Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

4.4.2 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for IFB amendments and posted on eMMA.

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

4.5 Bid Due (Closing) Date and Time

4.5.1 Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR 21.05.02.10. Bids received after that date will not be considered. Requests for an extension of this date or time shall not be granted.

4.5.2 For Bids accepted via email, the time stamp to indicate receipt of the Bid by the State, is the posted date and time in the Procurement Officer’s email inbox.

4.5.3 Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

4.5.4 Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Proposal Notice/Vendor Feedback” form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

4.6 Receipt, Opening and Recording of Bids

4.6.1 Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder.

4.6.2 Bids shall be opened publicly at the time, date and place designated in the Key Information Summary Sheet.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx

4.6.3 The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of Bid opening.

4.7 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

4.8 Revisions to the IFB

4.8.1 All revisions to the IFB before the due date for Bids will be published in an addendum to the IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the Procurement Officer to have obtained this IFB. It is the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

4.8.2 Bidders shall acknowledge in the Bid the receipt of all addenda to this IFB issued before the Bid due date.

4.8.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

4.9.2 The State reserves the right to cancel this IFB, accept or reject any and all Bids, in whole or in part, received in response to this IFB and to waive or permit the cure of minor irregularities.

4.9.3 In the event a government entity proposes and receives the recommendation for award, this procurement may be canceled, and the award processed in accordance with COMAR 21.01.03.01.A(4).

4.9.4 If the services that are the subject of the IFB are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the IFB may be canceled in accordance with Md.

Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

4.10 Incurred Expenses

The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a Bid or performing any other activities related to submitting a Bid in response to this solicitation.

4.11 Protest/Disputes

Any protest or claim related to this IFB, or the Contract award hereunder shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

4.12 Bidder Responsibilities

4.12.1 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

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

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

4.13 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, is deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Exhibit 2 – Sample Contract.

Any questions or exceptions to this IFB or the Contract must be submitted by the “Questions Due Date and Time” prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

4.14 Compliance with Laws/Arrearages

4.14.1 By submitting a Bid in response to this IFB, the Bidder, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the Contract.

4.14.2 By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for Contract award.

4.15 Verification of Registration and Tax Payment

4.15.1 Before a business entity can do business in the State, it must be registered with the State

Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201.

For registration information, visit https://egov.maryland.gov/BusinessExpress/.

4.15.2 It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify https://egov.maryland.gov/BusinessExpress/ an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

4.16 False Statements

4.16.1 Bidders are advised that Md. Code Ann., State Finance and Procurement Article, § 11-

205.1 provides as follows:

4.16.2 In connection with a procurement contract a person may not willfully:

A. Falsify, conceal, or suppress a material fact by any scheme or device;

B. Make a false or fraudulent statement or representation of a material fact; or

C. Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

4.16.3 A person may not aid or conspire with another person to commit an act under this section.

4.16.4 A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.

4.17 Confidentiality of Bids / Public Information Act Notice

4.17.1 The Bidder should give specific attention to the clear identification of those portions of its

Bid that it considers containing confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the Bid.

4.17.2 The Bids shall be tabulated, or a Bid abstract made. The opened Bids shall be available for public inspection at a reasonable time after Bid opening, but in any case, before contract award, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material so designated as confidential shall accompany the Bid and shall be readily separable from the Bid to facilitate public inspection of the non-confidential portion of the Bid, including the Total Bid Price.

4.17.3 For requests for information made under the PIA, the Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure. Nondisclosure is permissible only if approved by the Office of the Attorney General.

4.18 Use of Bidder’s Form Not Binding on State

The Bidder may not substitute, modify, or provide any other document in lieu of the documents provided with this Bid. Only those forms and documents provided with this solicitation and by the Procurement Officer will be considered acceptable as bid submission.

4.19 Attachments and Documents Required with the Bid (Table A) A Bidder shall include the following Attachments and Documents with its Bid as a single Bid Package.

Bids are subject to rejection if the required Attachments and Documents are not submitted or are incomplete.

4.20 Bid Delivery Instructions

4.20.1 Each Bidder shall submit its Bid Package as specified below.

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

4.20.3 Bidders shall provide their Bids in one submission through eMMA following the Quick Reference Guides (QRG) labeled “4 - eMMA QRG Responding to Solicitations (IFB)” for single envelope submissions.

4.21 Bid Evaluation Criteria and Award Basis

4.21.1 The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13. All

Bids will be ranked from the lowest (most favorable) to the highest (least favorable) price based on the Total Bid Price as submitted in its Bid.

4.21.2 A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable Bid Price for providing the goods and services as specified in this IFB.

4.21.3 Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the Administration following any approvals of the Contract required by law or regulation.

TABLE A

Attachment Document Name 1 No Bid/Proposal Notice 2 Pre-Bid/Proposal Conference A Bid/Proposal Affidavit F Bidder/Offer Information Sheet G Living Wage Requirements Affidavit I Conflict of Interest Affidavit J Mercury Affidavit L Reference Checks S SBR Affidavit

5-B Acceptance of Environmental Handbook N/A Acknowledgment of All Addenda https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/

4.22 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.23 Reciprocal Preference

4.23.1 Although Maryland law does not authorize procuring agencies to favor resident Bidders in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland contractors. COMAR 21.05.01.04 permits procuring agencies to apply a reciprocal preference under the following conditions:

A. The Maryland resident business is a responsible Bidder;

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

C. The other state gives a preference to its resident businesses through law, policy, or practice; and

D. The preference does not conflict with a federal law or grant affecting the procurement Contract.

4.23.2 The preference given shall be identical to the preference that the other state, through law, policy, or practice gives to its resident businesses.

4.24 Attachments and Documents Required upon Notice of Recommendation for Contract Award (Table B)

Upon receipt of a notification of recommendation for contract award, along with submitting the signed Contract (see Exhibit 2 - Sample Contract), the following documents shall be completed and submitted by the recommended awardee within ten (10) business days, unless otherwise directed by the Procurement Officer.

TABLE B

Attachment Document Name U Contract Affidavit N/A Certificate of Insurance N/A Problem Escalation Procedure (PEP)

5 IFB Appendices and Exhibits The Appendices and Exhibits listed below in Tables C and D are reference documents as needed to assist the bidders in preparing their bids in response to this solicitation.

5.1 Appendices (Table C)

TABLE C

Appendix Document Name 6 Living Wage Requirements 7 Facilities Maintenance Supplemental

5.2 Exhibits (Table D)

TABLE D

Exhibit Document Name

1 MBE, VSBE, and SBR Research Factors 2 Sample Contract 4 General Terms and Conditions for Contractors

5-A Environmental Handbook 8 Technical Document – Finish Schedule and Materials Legend 9 Technical Document - Interior Painting Specifications

ATTACHMENTS

ATTACHMENT 1 – NO BID/PROPOSAL NOTICE

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal- Notice_Vendor-Feedback-Form-1-1.docx

ATTACHMENT 2 – PRE-BID/PROPOSAL AFFIDAVIT

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-2.-Pre-Bid_-Pre- Proposal-Conference-Response-Form.pdf

ATTACHMENT A – BID/PROPOSAL AFFIDAVIT

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal- Affidavit.pdf

ATTACHMENT B – BID FORM

Attached

ATTACHMENT F – BIDDER INFORMATION SHEET

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror- Information-Sheet.pdf

ATTACHMENT G - LIVING WAGE REQUIREMENTS AFFIDAVIT

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-G.-Maryland-Living- Wage-Requirements-Affidavit-of-Agreement.pdf

ATTACHMENT I – CONFLICT OF INTEREST AFFIDAVIT

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of- Interest-Affidavit.pdf

ATTACHMENT J – MERCURY AFFIDAVIT

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

ATTACHMENT L – REFERENCE CHECKS

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference- Checks.pdf

ATTACHMENT S – SMALL BUSINESS AFFIDAVIT

Attached

ATTACHMENT U – CONTRACT AFFIDAVIT

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

ATTACHMENT 5-B – ACCEPTANCE OF ENVIRONMENTAL HANDBOOK (EXHIBIT 5-A)

Attached https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-2.-Pre-Bid_-Pre-Proposal-Conference-Response-Form.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-2.-Pre-Bid_-Pre-Proposal-Conference-Response-Form.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-G.-Maryland-Living-Wage-Requirements-Affidavit-of-Agreement.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-G.-Maryland-Living-Wage-Requirements-Affidavit-of-Agreement.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf

ATTACHMENT B. BID FORM

V-HQ-25082-M

PROFESSIONAL PAINTING SERVICES AT THE GLEN BURNIE MVA FACILITY - BUILDING A

The total lump sum bid amount provided is all-inclusive and covers all costs necessary for the complete execution of the project. This includes, but is not limited to, labor, materials, equipment, insurance, overhead, and any other associated expenses. No additional costs will be charged unless agreed upon in writing. The bid amount is firm and includes all requirements for the scope of work outlined in the project specifications.

TOTAL LUMP SUM BID AMOUNT

By submitting a Bid in response to this IFB and by signing below, Bidder acknowledges agreement to and accepts all terms and conditions in the IFB.

Required signature and Bidder information below.

Bidder's Company Name:

Authorized Agent Submitting Bid:

Telephone Number:

Email Address:

Address:

Signature of Authorized Agent Submitting Bid:

ATTACHMENT S. SMALL BUSINESS RESERVE AFFIDAVIT

I, ____________________________(type or print your name legibly), affirm to the State of Maryland that:

1. I am the _____________________________ (type or print legibly your title, office, or capacity) of ________________ (type or print legibly the correct and complete company name) hereinafter referred to as the "Business."

2. The Business is:

(a) a for-profit enterprise;

(b) not a broker, as defined in COMAR 21.01.02.01B(13-1);

(c) independently owned and operated;

(d) not a subsidiary of another business; and

(e) not dominant in its field of operation.

(f) With respect to employees, either:

(i) The wholesale operations of the Business did not employ more than 50 persons, in its most recently completed 3 fiscal years;

(ii) The retail operations of the Business did not employ more than 25 persons, in its most recently completed 3 fiscal years;

(iii) The manufacturing operations of the Business did not employ more than 100 persons, in its most recently completed 3 fiscal years;

(iv) The service operations of…