ON-SITE SECURE DOCUMENT AND MEDIA DESTRUCTION

SERVICES FOR STATEWIDE MVA LOCATIONS

Solicitation #: V-MUL-26041-M

IFB Document

IFB for Maryland Motor Vehicle Administration

STATE OF MARYLAND

MARYLAND MOTOR VEHICLE ADMINISTRATION

(MVA)

INVITATION FOR BIDS (IFB)

ON-SITE SECURE DOCUMENT AND MEDIA DESTRUCTION SERVICES

FOR STATEWIDE MARYLAND MOTOR VEHICLE ADMINSTRATION LOCATIONS

IFB NUMBER: V-MUL-26041-M

ISSUE DATE: 06/25/2026

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 – On-Site Secure Document and Media Destruction Services for Statewide Maryland Motor Vehicle Locations

Solicitation Number:

V-MUL-26041-M

IFB Issue Date: June 25, 2026

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-MUL-26041-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:

No Pre-Bid conference will be held.

Scheduled Site Visit

N/A

Questions Due Date and Time:

July 6, 2026, at 12:00 p.m. Local Time

Bid Due (Closing) Date and Time:

July 16, 2026, at 2:00 p.m. Local Time

MBE

Subcontracting Goal:

0% mailto:kpeters2@mdot.maryland.gov mailto:emma@maryland.gov

VSBE

Subcontracting Goal:

0%

Procurement Method:

Contract(s) 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:

Three Year Term w/One, 2-Year Renewal Option beginning September 1, 2026.

Primary Places of Performance:

Statewide Maryland Motor Vehicle Administration Locations See Bid Form (Attachment B.)

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 General Requirements

2.4 On-Site Mobile Paper Shredding Services

2.5 Thermal Transfer Ribbon Collection and Off-Site Destruction

2.6 Contractor Vehicles and Equipment

2.7 Secure Containers

2.8 Scheduled Pick Ups

2.9 Missed pick-ups

2.10 Earth Day Event

2.11 Extra Work Allowance

2.12 Confidentiality

2.13 Recycling

2.14 Reporting

2.15 Supplemental Category of Work Requirements

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:

1.1 Bidder shall have been actively engaged in providing on-site secure document destruction services for government agencies or large-scale private organizations for a minimum of three (3) continuous years within the past five (5) years.

Experience of individual personnel in the Company or business shall not count towards meeting the required three (3) years of experience for the Contractor as a Company or business.

This experience shall be comparable in size and scope as specified herein.

This experience shall have involved the performance of services performed during normal business hours, including times when agency employees or customers are present.

As proof of meeting this requirement, the Bidder shall include with its Bid the Bidder Experience Form (Attachment L) demonstrating its ability to meet the minimum requirements. The Bidder must provide a minimum of three references, and each reference must be able to comment on the Bidder’s ability to successfully perform work of a similar size, scope, and complexity. References may be contacted by the MVA to verify the information provided and assess past performance. If references are deemed insufficient by the Procurement Officer, the Procurement Officer may determine the bid to be non-responsive, which would cause the Bid to be rejected.

1.2 Bidder shall hold a National Association for Information Destruction (NAID) AAA certification, as administered by the International Secure Information Governance & Management Association (i-

SIGMA).

Bidder’s certification shall be in good standing and valid at the time of Bid.

Bidder agrees to maintain NAID AAA certification throughout entirety of this contract at no additional charge to the State.

As proof of meeting this requirement, the Bidder shall include with its Bid a copy of its current NAID AAA certification.

1.3 At least one (1) of the Bidder’s Management Level or Executive Level employees shall be an accredited NAID Certified Secure Destruction Specialist (CSDS).

Bidder’s employee accreditation shall be valid at the time of Bid.

Bidder agrees that at least one (1) Management Level or Executive Level employee shall maintain CSDS accreditation throughout entirety of this contract at no additional charge to the State.

As proof of meeting this requirement, the Bidder shall include with its Bid a copy of the employee’s CSDS accreditation.

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure secure on-site document destruction and related media destruction services for the Maryland Motor Vehicle Administration (MVA), as outlined in Section 2. The contract awarded to the successful Bidder will require the provision of all labor, supervision, equipment, transportation, secure containers, and associated services necessary to perform the secure collection, on-site shredding of paper records, and off-site destruction of thermal transfer ribbons and other designated media.

All services shall be performed in accordance with the specifications and requirements detailed in this IFB, ensuring the secure handling, protection, and proper destruction of confidential and sensitive information throughout the term of the Contract.

2.1.2 Bidders may submit bids only for those branch locations they are able to service and are not required to bid on all locations. Award will be made on a per-location basis to the responsible and responsive Bidder submitting the lowest bid for that location. The MVA reserves the right to make multiple awards. If a Vendor is awarded more than one location, those locations may be combined under a single Contract..

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

2.2 Background and Purpose

The Maryland Motor Vehicle Administration (MVA) maintains a high volume of records containing confidential, sensitive, and personally identifiable information as part of its daily operations. These records include, but are not limited to, driver and vehicle records, licensing documentation, and other administrative materials that must be securely handled and disposed of in accordance with applicable federal, state, and local privacy and records retention requirements.

To ensure the protection of sensitive information and reduce the risk of unauthorized access or data breaches, the MVA requires secure, on-site document destruction services. These services are essential to maintaining the confidentiality, integrity, and proper disposal of records generated at MVA facilities. The Contractor shall provide secure collection, transportation (as applicable), and on-site destruction of designated materials in a controlled and verifiable manner, including appropriate chain-of-custody procedures.

This Contract also includes the secure destruction of thermal transfer ribbons generated from MVA operations. These materials may contain residual printed information and must be handled and destroyed in a manner consistent with all applicable security and environmental requirements.

The purpose of this Contract is to ensure the MVA has a reliable, compliant, and secure method for the destruction of sensitive documents and related materials, while supporting operational efficiency, regulatory compliance, and the protection of customer information.

2.2.1 Project Goals

To ensure the secure destruction and proper disposal of confidential and sensitive materials generated by the MVA, including paper records and thermal transfer ribbons, in a manner that protects personally identifiable information (PII), maintains regulatory compliance, and supports an auditable and secure destruction process.

2.2.2 State Staff and Roles

(a) Procurement Officer - The Procurement Officer is the sole point of contact during the procurement process. The Procurement Officer is responsible for managing the solicitation, issuing addenda, receiving proposals or bids, conducting the evaluation process, and ensuring compliance with applicable laws, regulations, and policies. The Procurement Officer has the authority to make determinations regarding responsiveness, responsibility, and the award of the contract.

(b) Contract Manager - The Contract Manager is the individual designated by the agency to oversee the day-to-day execution of the project. Responsibilities include coordinating with the Contractor, monitoring project progress, managing schedules, reviewing deliverables, identifying and resolving issues, facilitating communication between stakeholders, and ensuring that the project is completed on time, within budget, and in accordance with the contract requirements.

(c) Contract Administrator - The Contract Administrator is the agency representative responsible for the administration of the contract after award. Duties include monitoring contractor performance, ensuring compliance with contract terms and conditions, monitoring invoices and payments, maintaining contract documentation, and facilitating modifications. The Contract Administrator ensures that the contract is properly managed and closed out upon completion.

2.3 General Requirements

2.3.1 The Contractor shall provide on-site secure document and media destruction services for the Maryland Motor Vehicle Administration (MVA).

2.3.2 Services shall include, at a minimum, the secure collection, transportation, and destruction of paper records and thermal transfer ribbons generated by MVA operations.

2.3.3 The Contractor shall provide all labor, supervision, equipment, transportation, and other resources necessary to perform the services required under this Contract.

2.3.4 Services shall be performed at MVA Branches and auxiliary locations identified on the Bid Form (Attachment B). The MVA reserves the right to add, remove, or modify service locations, service frequency, and container requirements throughout the term of the Contract.

2.3.5 The Contractor shall coordinate directly with individual MVA facilities and the MVA Environment, Safety & Risk Management (ESRM) Division as necessary to support service delivery.

2.3.6 The Contractor shall designate a primary representative to serve as the MVA’s point of contact for all Contract-related matters.

2.4 On-Site Mobile Paper Shredding Services

2.4.1 All paper destruction shall occur onsite. No documents shall be removed from MVA facilities for destruction at any offsite location. No documents shall be left in or on the Contractor’s vehicle overnight for destruction on a subsequent business day.

2.4.2 The Contractor shall destroy MVA materials in compliance with applicable NAID specifications. Only the most current version of NAID specifications shall be used. The

Contractor shall remain current with NAID requirements and comply with all updated specifications as issued. All onsite destruction services shall meet or exceed applicable NAID minimum standards.

2.4.3 The Contractor shall provide the MVA Contract Manager (or designee) with a Certificate of Destruction (COD) confirming that all materials have been destroyed. CODs for paper products shall also include language confirming that materials will be recycled. The certificate shall include, at a minimum:

• contract number

• date and time of service

• specific MVA location serviced

• transaction or work order number specific to the MVA location

• signature of MVA representative confirming service was provided

• a breakdown of destruction services provided, including:

o type of material (e.g., ribbon or paper products) o container description and quantity for each material (e.g., 2 secure bins – paper, 5 boxes – ribbon, 1 bag – paper) o affirmation that all materials were destroyed in accordance with current

NAID standards and that paper products will be recycled

2.5 Thermal Transfer Ribbon Collection and Off-Site Destruction

2.4.1 All thermal transfer ribbons shall be transported in a secure manner that prevents unauthorized access, loss, or tampering. Thermal transfer ribbons shall be delivered to a secure location for destruction in accordance with NAID chain-of-custody standards.

2.4.2 The Contractor shall ensure that all thermal transfer ribbons are destroyed within five (5) business days of removal from MVA facilities, unless otherwise approved in writing by the Procurement Officer.

2.4.3 Thermal transfer ribbons shall be delivered to and destroyed at a secure, access-controlled facility. The facility shall maintain appropriate security measures to prevent unauthorized access, including controlled entry and monitoring. The MVA reserves the right to request documentation of the facility's security measures and, upon reasonable notice, conduct inspections to verify compliance.

2.4.4 The Contractor shall utilize destruction methods appropriate for non-paper media that render thermal transfer ribbons unreadable and incapable of reconstruction. Acceptable methods include industrial shredding, incineration, or other secure destruction technologies consistent with current NAID standards for non-paper media.

2.4.5 The Contractor shall provide the MVA Contract Manager (or designee) a Certificate of Destruction (CoD) for all thermal transfer ribbon destruction services.

2.4.6 The Certificate of Destruction shall include, at a minimum:

• date of destruction

• method of destruction

• location of destruction

• reference to the corresponding chain-of-custody documentation, bill of lading, and/or batch identification

• name and signature (or electronic equivalent) of an authorized Contractor representative

2.4.7 Certificates of Destruction for thermal transfer ribbons shall be issued separately from those for paper materials.

2.4.8 The Contractor shall submit the Certificate of Destruction electronically to the designated MVA representative within three (3) business days following completion of destruction.

The CoD shall correspond to the chain-of-custody receipt and related documentation to ensure full traceability from collection through destruction.

2.4.9 The Contractor shall maintain all chain-of-custody records, receipts, and Certificates of Destruction for a minimum of three (3) years from the date of destruction. Such records shall be made available to the MVA upon request for audit or review.

2.6 Contractor Vehicles and Equipment

2.5.1 Vehicles and equipment used for onsite destruction shall be clearly marked/labeled with signage representing the Contractor or authorized subcontractor.

2.5.2 Vehicles and equipment used for onsite destruction must be secured. Cabs must be lockable. Equipment that includes hoppers attached to boxed units shall have fully enclosed, locking hoppers and boxes. When unattended, the vehicle cab, hopper, and/or box must be locked.

2.5.3 The Contractor’s vehicle and/or equipment shall be maintained in good working condition when intended for use at an MVA location. Under this contract, the Contractor will be required to have (on each vehicle used at an MVA location) spill response materials (e.g., absorbent pads, drip pans, PPE, etc.) capable of responding to spontaneous leaks/releases, in accordance with the MVA Environmental Handbook for Contractors. The Contractor will be required to remove and take with them any spill response debris/waste generated during a release clean up originating from the Contractor’s vehicle or equipment.

2.7 Secure Containers

2.6.1 Containers offered for use by the Contractor shall be:

• 96-gallon capacity

• constructed of durable plastic

• equipped with a locking mechanism to restrict unauthorized access

• equipped with wheels to facilitate transport from office areas to the Contractor pickup area

2.6.2 Containers are clearly marked/labeled with signage representing the Contractor or authorized subcontractor, to prevent confusion of ownership by MVA personnel, customers, visitors, and/or other representatives on MVA campuses. Signs/Labels are replaced by the Contractor, as needed, at no additional cost to MVA.

2.6.3 Quantity of containers per agency location for the collection and storage of information materials will be based on estimated volume and may be adjusted during the term of the contract as need requires. Minimum container quantities at each MVA location shall be determined by the MVA and may be adjusted during the term of the Contract based on operational needs.

2.6.4 Contractor provides two (2) keys for each secure container. Keys are given to the MVA designee at each location listed on the Bid Form (Attachment B).

2.6.5 Separate charges for the use/rental of containers or for their return and/or removal, are not permitted. At contract close, the Contractor is responsible for retrieving containers from all MVA locations. The Contractor coordinates with the MVA Contract Manager for container removal at contract end/transition.

2.6.6 Containers are delivered within five (5) business days of the Contract Manager’s request.

The Contractor delivers containers on the dates and times agreed upon by the agency and the Contractor. Container sizes and quantities may be adjusted at any time by MVA to better serve the organization’s needs and ensure safe entrance, egress, and passage within the buildings.

2.6.7 The Contractor is responsible for delivery, set-up, and all transportation costs. There is no charge for the use of containers or for their return and/or removal. Placement of containers in agency locations is in accordance with applicable fire codes.

2.6.8 The Contractor maintains all bins in operable condition, replacing locks, lids, handles, etc., as needed at no cost to the agency. The Contractor replaces damaged containers at no additional charge. The containers and any other equipment provided to the agency by the Contractor remain the property of the Contractor.

2.6.9 MVA is not responsible for any liability incurred by the Contractor or the Contractor’s personnel arising out of the possession, use, maintenance, delivery, return, and/or collection of the containers provided by the Contractor. The Contractor, at its own expense, replaces containers that through use, maintenance, delivery, return, and/or collection become damaged, unclean, dented, dilapidated, or unsightly at the request of

MVA.

2.8 Scheduled Pick Ups

2.7.1 The Contractor shall perform secure document destruction services from designated areas identified by the MVA Contract Manager and/or Branch Management.

2.7.2 The designated service area shall not impede or disrupt MVA operations or customer access to Branch services, including parking areas, kiosk emissions testing, and building entrances and exits.

2.7.3 The frequency of secure destruction services shall be determined by the MVA Contract Manager in consultation with Branch Management.

2.7.4 Services may be required weekly, bi-weekly, monthly, bi-monthly, quarterly, semi-annually, or annually, depending upon the material being collected and the location being serviced. The Bid Form (Attachment B) provides anticipated collection frequencies.

2.7.5 The schedule may be adjusted over the term of the Contract through consultation between the Contract Manager, Branch Management, and the Contractor based upon operational needs.

2.7.6 At the agreed-upon date and time, the Contractor shall destroy all secure documents and return all emptied containers to their designated on-site locations.

2.7.7 Secure destruction services shall generally be performed during normal MVA operating hours, Monday through Friday, between 7:45 a.m. and 3:45 p.m., excluding State-recognized holidays and emergency closures.

2.7.8 The MVA reserves the right to modify a scheduled service date or location with at least two (2) weeks' notice to the Contractor without incurring additional costs.

2.7.9 It shall be the Contractor's responsibility to verify the State-recognized holiday schedule each year and proactively adjust any pre-established service dates that coincide with a State closure.

2.7.10 During inclement weather events, the Contractor shall verify whether the MVA location scheduled for service is closed before dispatching personnel or equipment.

2.9 Missed pick-ups

2.8.1 Missed onsite secure destruction services where the Contractor fails to notify the MVA in advance of service suspension (e.g., a “no call/no show”) shall be considered an exception and not a routine occurrence.

2.8.2 The Contractor shall notify the MVA in writing within twenty-four (24) hours of the missed service, providing the reason for the failure to perform.

2.8.3 Unless otherwise agreed upon in writing by the MVA, the Contractor shall complete the missed service within twenty-four (24) hours of the original scheduled service.

2.8.4 If missed secure destruction services become frequent or routine, the MVA reserves the right to terminate the Contract in accordance with applicable procurement regulations and Contract terms.

2.8.5 If the Contractor fails to perform a scheduled service and does not complete the missed service within twenty-four (24) hours, or within such other timeframe agreed to in writing by the MVA, the MVA may procure the required services from another source. Any additional costs incurred by the MVA in obtaining substitute services may be deducted from amounts otherwise due to the Contractor or otherwise recovered from the Contractor. Such action shall not limit any other rights or remedies available to the MVA under the Contract, including termination for default.

2.10 Earth Day Event

2.9.1 The MVA Glen Burnie campus hosts an annual paper shredding event known as “Earth

Day at Glen Burnie.” This event shall be included in the Contract as a fixed-price service and shall be priced in accordance with the Contractor’s Bid Form. For this event, the Contractor shall:

• Provide one (1) mobile shredding unit that arrives empty and capable of performing onsite document destruction for four (4) hours.

• Ensure Contractor personnel and equipment remain onsite until the four (4)-hour service period has been completed.

• Not charge mobilization, demobilization, transportation, fuel, or travel time fees.

• Invoice MVA at a flat rate consistent with the pricing submitted in the Contractor

Bid Form.

2.9.2 This service is not subject to the Extra Work Allowance.

2.11 Extra Work Allowance

2.10.1 Facility spring cleaning, seasonal cleanouts, internal document purging activities, and other unscheduled supplemental secure document destruction services not included under regularly scheduled services or the Earth Day Event shall be performed only upon written request by the MVA.

2.10.2 An Extra Work Allowance (EWA) of $1,000 shall be established for each branch location identified on the Bid Form (Attachment B) . The Glen Burnie Branch shall have an Extra Work Allowance of $3,000. The EWA shall be included in the Contract value but shall be used only upon written authorization from the Contract Monitor. Payment for extra work shall be made only for work authorized and performed. The Contractor shall provide a written quote for each request prior to performance of services.

2.10.3 The MVA reserves the right to review, accept, or reject any quote. If a quote is determined to be unreasonable or not in the best interest of the State, the MVA may reject the quote and procure the services from another source. The MVA is not obligated to utilize the Contractor for these services if a quote is not accepted.

2.10.4 No work shall commence unless approved in writing by the MVA Project Manager and the Procurement Officer.

2.12 Confidentiality

2.11.1 The Contractor acknowledges that it will handle confidential information in the performance of this Contract and agrees to maintain the confidentiality and secure disposal of all materials received from MVA for destruction.

2.11.2 Contractor staff shall not inspect, view, peruse, copy, or examine any confidential material, whether or not designated for destruction, while on MVA property or within MVA facilities.

2.11.3 The Contractor shall immediately notify the MVA Contract Manager in writing of any suspected or confirmed violation or breach.

2.11.4 At a minimum, such notification shall include:

• MVA location

• Specific location within the facility or campus where the breach occurred or was observed

• Date and time of the incident

• Name of employee who observed the breach

• Contact telephone number of the reporting employee

• Description of the materials involved

• Any corrective actions taken at the time of reporting

2.11.5 Unauthorized disclosure, inspection, or removal of confidential material shall be grounds for corrective action up to and including termination of the Contract.

2.13 Recycling

2.12.1 The Contractor shall recycle all paper materials collected from MVA locations as part of destruction services.

2.12.2 The Contractor shall transport all collected paper materials to a facility or processor that is authorized to receive and process recyclable materials.

2.12.3 The Contractor shall ensure that all collected paper materials are processed and recycled in accordance with the Maryland Recycling Act and applicable State requirements.

2.12.4 Upon request, the Contractor shall provide documentation verifying recycling of MVA materials, including but not limited to bills of lading, certificates of recycling, or equivalent records. Documentation shall be provided within ten (10) business days of the request and shall clearly identify the source of materials as originating from an MVA location, including reference to location, date, or work order number.

2.14 Reporting

2.13.1 The Contractor shall submit Semi-Annual Secured Destruction Reports to the MVA

Contract Manager in writing. Reports shall be submitted by July 31st and January 31st of each year and shall cover the previous six (6) months of services at each MVA location.

2.13.2 Semi-Annual Secured Destruction Reports shall include, at a minimum, the following information:

• Name and address of all MVA service locations

• Customer account number assigned to each MVA location

• MVA contract number

• Date the report was generated

• Reporting period covered (six-month interval)

• Number and size of containers at each MVA location

• Number of secured destruction services performed during the reporting period, including service dates

• Weight of materials collected, reported by facility and by material type (paper and ribbon shall not be combined)

• Certification that all materials were properly destroyed and recycled, where applicable

2.13.3 Reports shall be submitted electronically in a format that allows sorting, downloading, and manipulation by the MVA.

2.13.4 Reports shall be submitted electronically to the MVA Environmental Manager at MVAEnvironmental@mdot.maryland.gov.

2.15 Supplemental Category of Work Requirements

Review the following attached Appendices associated with this solicitation:

Appendix 2 – Price Form Instructions

Appendix 6 – Living Wage Requirements

Appendix 7 – Facilities Maintenance Supplemental mailto:MVAEnvironmental@mdot.maryland.gov

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the contract is fully executed, the Contract Administrator 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 schedule for quarterly and semi-annual tasks, 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

MBE liquidated damages does not apply to the procurement.

3.3.2 Liquidated Damages other than MBE

Liquidated Damages other than MBE does not apply to this procurement.

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 Administrator 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 Manager 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_Files /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 that 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. Workers Compensation and Employers Liability Coverage (W C/EL) Section A: Statutory Benefits as required by the State of Maryland, or the state of hire Section B: Employers Liability - $500,000 Each Accident, $500,000 Disease

Policy Limit, $500,000 Disease – Each Employee

B. Commercial General Liability (CGL) Bodily Injury/Property Damage Each Occurrence Limit $ 1,000,000 Personal and Advertising Injury Limit $ 1,000,000 General Aggregate Limit $ 2,000,000 Products/Completed Operations Aggregate Limit $ 2,000,000 Fire Legal Liability $ 300,000 Medical Payments to Others $ 10,000

C. Automobile Liability (AL)

Combined Single Limit $ 1,000,000 (Include Owned, Hired and Non-Owned Auto Liability) https://dllr.state.md.us/paidleave/

Uninsured/Underinsured Motorists $ 1,000,000

D. Excess/Umbrella (XS/UMB) Each Occurrence Limit $ 2,000,000

Aggregate Limit $ 2,000,000

E. Crime Insurance/Employee Theft Insurance Each Occurrence Limit $ 25,000

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 Administrator.

3.9.7 The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Administrator 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 Manager.

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…