Final Post 11.2.26.pdf

Solicitation Name: On Call Underground Mechanical Utilities

Maintenance Contract Solicitation Number: BC-21553-M

REQUEST FOR PROPOSAL

FOR

ON CALL UNDERGROUND MECHANICAL UTILITIES

MAINTENANCE CONTRACT

RFP NUMBER: BC-21553-M

ISSUED: NOVEMBER 2, 2026

DUE DATE: DECEMBER 3, 2026, at 2:00 PM

Prospective bidders/offerors are encouraged to regularly visit the University’s Department of Procurement & Strategic Sourcing website, e-Maryland Marketplace Advantage (eMMA) to ensure receipt of any addenda and other updates related to this solicitation. The links to these resources are provided below:

• UMBC Bid Board - https://procurement.umbc.edu/bid-board/

• eMaryland Marketplace Advantage (eMMA) - https://emma.maryland.gov

ISSUING OFFICE

Department of Procurement & Strategic Sourcing

University of Maryland, Baltimore County Administration Building, 7th Floor

1000 Hilltop Circle Baltimore, MD 21250

MINORITY, WOMEN AND SMALL BUSINESSES ARE ENCOURGAGED TO

RESPOND TO THIS SOLICITATION

https://procurement.umbc.edu/bid-board/ https://emma.maryland.gov/

Key Information Sheet & Solicitation Schedule

Request for Proposals Title: On Call Underground Mechanical Utilities Maintenance

Contract Solicitation Number: BC-21553-M RFP Issue Date: November 2, 2026 Procurement Officer: Nneka Miller, CMPO, CPPB Technical Proposal Due Date & Time:

(Not a Public Bid Opening)

December 3, 2026, on or before 2:00 pm.

Technical Proposals are to be sent to: Technic.jxhxaw8yit4tulsm@u.box.com Price Proposals are to be sent to: Instructions will be provided to shortlisted firms Pre-Proposal Conference November 10, 2026, at 1:00 pm. To access virtual meeting use this link

Or by phone:

(US) +1 202-860-2110 (toll) Access code: 2631 002 6538

Site Visit N/A Questions Due Date & Time: November 17, 2026, no later than 2:00 pm Oral Presentations TBD Minority Business Enterprise (MBE) Subcontracting Goal:

MBE goals will be assigned per task order

Contract Type: Firm fixed price with Indefinite quantity Term of Contract: Two (2) year-based term period with six (6) one-year renewals, at the University’s sole discretion

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should email the Issuing Office at nmiller7@umbc.edu at least five (5) days prior to any meeting scheduled in connection with this solicitation.

mailto:Technic.jxhxaw8yit4tulsm@u.box.com https://umbc.webex.com/wbxmjs/joinservice/sites/umbc/meeting/download/a86bb0bdb7164c988da35a54f15c23c4?MTID=m34b66a7d6e57fa8fe01a11453589a961 tel:+12028602110 mailto:nmiller7@umbc.edu

NOTICE TO BIDDER/OFFERORS

To help improve the quality of bid and proposal solicitations and to make our procurement process more responsive and "business friendly," we ask that you provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your bid, proposal or "no bid," response, as the case may be. Thank you for your assistance.

Project No. BC-21553-M Project Title: ON CALL UNDERGROUND MECHANICAL UTILITIES MAINTENANCE CONTRACT

If you have responded with a “no bid” please indicate the reasons below (check applicable boxes):

Other commitments preclude our participation at this time.

The subject of the solicitation is not something we normally provide.

We are inexperienced in the work/commodities required.

The specifications are either unclear or too restrictive (explain below).

The scope of work is beyond our current capacity.

Doing business with Maryland Government Agencies is simply too complicated (explain below).

We cannot be competitive (explain below).

Time allotted for completion of the bid/proposal response is insufficient.

Start-up time is insufficient.

Bonding/insurance requirements are prohibitive (explain below).

MBE requirements (explain below).

Bid/Proposal requirements (other than specifications or scope) are unreasonable or too risky (explain below)

Prior experience with University contracts were not profitable or otherwise unsatisfactory (explain below).

Payment schedule too slow.

Other:

Explanation:

If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the remarks section below:

Remarks:

Bidder/Offeror Name:

Contact Person:

Signature: Date:

Address:

Email: Phone:

TABLE OF CONTENTS

SECTION I. SPECIFICATIONS/SCOPE OF WORK .....………………...………………………………….. 7

A. BACKGROUND

B. SUMMARY STATEMENT

C. MINIMUM QUALIFICATIONS

D. SPECIFICATIONS/SCOPE OF WORK

SECTION II. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

B. QUALIFYING PROPOSALS

C. TECHNICAL EVALUATION

D. FINANCIAL EVALUATION

E. DISCUSSIONS - BEST AND FINAL OFFERS

F. EVALUATION CRITERIA

G. FINAL RANKING AND SELECTION

H. DEBRIEFING

SECTION III. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

B. TRANSMITTAL LETTER

C. TECHNICAL PROPOSAL

D. TECHNICAL PROPOSAL CONTENTS

E. BID/PROPOSAL AFFIDAVIT

F. MBE UTILIZATION AFFIDAVIT

G. PERFORMANCE BOND

H. ADDENDA ACKNOWLEDGMENT FORM

I. CONFLICT OF INTEREST AFFIDAVIT & DISCLOSURE

J. PRIME CONTRACTOR LIST OF CONTRACTORS

SECTION IV. INFORMATION FOR OFFERORS

A. ISSUING OFFICE AND PROCUREMENT OFFICER

B. PRE-PROPOSAL CONFERENCE

C. QUESTIONS AND INQUIRIES

D. INSURANCE

E. PROPOSAL DUE DATE

F. DURATION OF PROPOSAL OFFER

G. PROCUREMENT METHOD

H. BASIS FOR AWARD

I. ALTERNATE PROPOSALS

J. MINORITY BUSINESS ENTERPRISE UTILIZATION

K. LIQUIDATED DAMAGES PROVISION RELATED TO MBE GOAL

SECTION V. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

B. ADDENDA TO THE RFP

C. PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

E. DISCUSSIONS

F. ORAL PRESENTATIONS

G. INCURRED EXPENSES

H. ARREARAGES

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

J. ECONOMY OF PREPARATION

K. PUBLIC INFORMATION ACT NOTICE

L. EXECUTION OF PROPOSALS

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

N. ORDER OF PRECEDENCE

O. REQUIRED CONTRACT PROVISIONS

P. OFFEROR RESPONSIBILITIES

Q. FALSE STATEMENTS

R. PAYMENT TO THE CONTRACTOR; TAXES

S. PRESS RELEASES

T. RECIPROCAL PREFERENCE

U. NON-VISUAL ACCESS

V. INTERGOVERNMENTAL COOPERATIVE PURCHASING

W. PARKING

X. SMOKING

EXHIBITS

Exhibit A- PreBid/-Proposal Conference and Site Visit Response Form …….……………………..……20 Exhibit B Offeror Information Sheet ……………………………………………….………….………...21 Exhibit C Proposal Price Instructions & Sample Form …………………………….…….……………...22 Exhibit D MBE Affidavits and Forms …………………………………………….….………………….24

• D-1A MBE Utilization and Fair Solicitation Affidavit & MBE Participation Schedule (must

• be submitted with Bid/Proposal)

• D-1B Waiver Guidance

• D-1C Good Faith Efforts Documentation to Support Waiver Request

• D-1D MBE Subcontractor Unavailability Certificate

• D-2 Outreach Efforts Compliance Statement

• D-3A MBE Subcontractor Project Participation Certification

• D-3B MBE Prime Project Participation Certification

• D-4A Prime Contractor Paid/Unpaid MBE Invoice Report

• D-4B MBE Prime Contractor Report

• D-5 Subcontractor Paid/Unpaid MBE Invoice Report

Exhibit E Proposal Affidavit ……………………………………………………………………….…..48 Exhibit F Firm Profile & Experience …………………………………………………………………..53 Exhibit G Reference Checks …………………………………………………………………………... 54 Exhibit H Key Personnel ……………………………………………………………………………….56 Exhibit I Financial Stability of Bidder/Offeror.………………………………………………… Exhibit J Acknowledgement of Receipt of Addenda..…………………………………………………58 Exhibit K Conflict of Interest Affidavit & Disclosure Form..…………………………………….…….59 Exhibit L UMBC Sample Contract …………………………………………………………………….60 Exhibit M Prime Contractor List of all Subcontractors ……………………………………………… Exhibit N Non-Disclosure Agreement ………………………………………………………………….71 Exhibit O Performance Bond …………………………………………………………………………...75 Exhibit P Payment Bond.….……………………………………………………………………………78 Exhibit Q Bid Bond…………………………………………...…………………………………………80 Exhibit R Standard General Conditions for Maintenance Projects ……………………………………..82

SECTION I. SPECIFICATIONS/SCOPE OF WORK

A. BACKGROUND

Established in 1966, the University of Maryland, Baltimore County (UMBC) is one of twelve institutions that, along with two regional centers, constitute the University System of Maryland. UMBC is located on 482 acres with 4.2 million gross square feet and only 15 minutes from Baltimore’s Inner Harbor and 30 minutes from Washington, D.C.

and five minutes from BWI Airport.

The University of Maryland, Baltimore County (UMBC) is a dynamic public research university located in Baltimore County, Maryland, and is a member institution of the University System of Maryland. UMBC is recognized for its strong commitment to academic excellence, innovation, and inclusive excellence, serving a diverse student population across undergraduate, graduate, and professional programs.

B. SUMMARY STATEMENT

The University of Maryland, Baltimore County (UMBC), a constituent institution of the University System of Maryland and an agency of the State of Maryland (herein referred to as the "University" or "UMBC"), is seeking proposals from qualified Offerors to provide Underground Mechanical Utilities Maintenance Services.

This solicitation shall be conducted in accordance with the University System of Maryland (USM) Board Regents Procurement Policies and Procedures.

C. MINIMUM QUALIFICATIONS

To be considered for award, the Offeror shall meet the following minimum qualifications as of the Proposal Due Date.

Failure to demonstrate compliance with the minimum qualifications may result in the Proposal being determined not reasonably susceptible to being selected for award.

1. The Offeror shall have at least five (5) years’ experience with providing Underground Mechanical Utilities

Maintenance services listed in this RFP. Each reference shall include the organization’s name, a brief description of the services provided, the timeframe of the engagement, and contact information (including name, title, phone number, and email address) for the individual who can verify the services rendered.

2. Offeror must be licensed as required by the Construction Firm Law of Maryland (Title 17, Subtitle 6, of the Business Regulation Article of the Annotated Code of Maryland) and shall submit proof of current licensing with their proposal.

3. The Offerors must also have appropriately licensed individual (s) who possess a trade-specific Master’s

License issued by the State of Maryland applicable to the work required under this RFP and shall submit proof of current licensing with their proposal.

4. The Offeror shall provide a minimum of three (3) references for contracts performed within the past five (5) years that are comparable in size, scope, and complexity to the services contemplated by this RFP. Preference may be given during the technical evaluation to experience involving higher-education institutions or similarly complex multi-facility environments.

For each reference, the Offeror shall provide the organization name, contract term, description and scope of services, approximate size of the program, and the name, title, telephone number, and email address of an individual knowledgeable about the Offeror's performance.

5. The Offeror shall provide evidence of financial stability (e.g., audited financial statements or Dun & Bradstreet report) to ensure long-term viability.

6. UMBC reserves the right to verify all information provided, as well as to consult any other sources available including any person or persons associated with the references provided or the project cited as a reference.

UMBC also reserves the right to request additional references or contact any known firm associated with the Offeror, even if not provided as a reference by the Offeror. References will be held in the strictest of confidence.

D. SCOPE OF WORK/SPECIFICATIONS

1. SCOPE

A. The Contractor is to furnish all labor and material necessary to comply with scope of work and/or drawings and specifications furnished by authorized personnel of the University for work on UMBC Campus and University-owned property.

B. The contractor is to coordinate all trade work with his forces and any contractors separately assigned by the

University.

C. The Contractor shall complete his work in the time required by the University and in accordance with the requirements stated within the Notice to Proceed.

D. The majority of this maintenance contracting work will include, but is not limited to, water supply and drainage pipe installation; storm drain and sanitary inlet installations and maintenance; fire hydrant, potable and non-potable installation, replacement and maintenance; water lines, chilled water and hot water 180-degree water lines and back flow devices.

E. Emergency services will be coordinated with the University’s representative, and the Contractor shall be available on a twenty-four (24) hour, seven (7) days per week basis. The Contractor shall respond within two (2) hours after receiving notification for emergency service, by providing a qualified service mechanic at the job site to assess the emergency. The Contractor must provide one telephone number where a designated representative can be contacted in case of emergency, with a second telephone number as backup. Overtime must be pre-approved by FM personnel.

Note: Emergency services will be requested on a rotation basis to ensure adequate distribution of work to all selected contractors.

F. All work performed under this contract shall be in accordance with UMBC’s Standard Maintenance

General Conditions for Maintenance Projects, Exhibit R

2. UNDERGROUND MECHANICAL UTILITIES MAINTENANCE, REPAIR AND REPLACEMENT WORK

The general underground utility repair, maintenance, replacement and installation work to be included under the On Call Underground Mechanical Utilities Maintenance Contractor is as described, but not limited to, the following:

Maintenance and Repair Responsibilities:

A. Locate, identify, mark existing underground utility systems including; electric, voice, data, water supply, natural gas, storm water, duct-banks & sanitary.

B. Various types of excavation.

C. Comply with MOSHA/OSHA and all other applicable codes for below grade shoring and other safety requirements.

D. Repair/replace underground water supply valves.

E. Repair/replace underground water supply piping.

F. Repair/replace underground storm water management systems.

G. Repair/replace underground natural gas systems.

H. Repair/replace underground sanitary systems.

I. Repair/replace/maintain storm water management ponds, spillways, culverts, outfalls, etc.

J. Repair/replace hardscape surfaces unearthed as part of the underground repair.

K. Repair/replace softscape surfaces damaged as part of the underground repair.

L. Maintain proper back-fill materials & compaction rates as conditions required.

M. Replace/repair/install duct-banks, conduits, raceways, wire-ways, etc.

N. Replace/repair/install manholes, drains, catch basins, etc.

Contractors must have qualified and trained personnel and must be on-site at all times when assigned to a project, through rotation and/or bid. All Contractors employees must also be fully qualified and trained personnel in the process and techniques utilized to deal with underground mechanical utilities issues. All Contractors employees must also be fully qualified and trained personnel to use the equipment specified in this solicitation and necessary to complete the required tasks.

3. TASK ORDER PROCESS

Generally, requests for task orders will be issued to the selected Contractors through a competitive selection or rotation process. The determination for the applicable process will be at the University’s sole discretion. As well, at its sole discretion, UMBC may elect to request a) a lump sum, b) a lump sum with a break out of the cost, c) time and materials not-to-exceed maximum price, d) an itemized price for the work requested, or e) to request the task order be performed on a time and material basis. Under special circumstances and only if approved by Procurement and Strategic Sourcing office, UMBC may award a task order on a sole source basis and/or authorize that only select On Call Contractors (i.e., not all On Call Contractor) be provided the scope of work for a specific task order.

3.1 Competitive Selection: Generally, UMBC will, but is not required to do so, award task orders through a competitive process between the selected firms. In most instances where the task order project is estimated to be greater than $200,000 UMBC Procurement and Strategic Sourcing (referred to as “Procurement”), will issue via email to all awarded On Call Contractors a task order request for proposal (RFP). The RFP will include a description of work, task order documents (drawings and specifications), a price proposal format, a desired project schedule, the task order schedule, date of site visit and Minority Business Enterprise (MBE) goals. Responses to questions will be provided through addenda and a deadline will be established for the submittal of Price Proposals. The Contractor shall be selected based on the task order proposal that provides the lowest responsive and responsible price to the University. The details for the award shall be captured on a Task Order/Notice to Proceed form executed by the Contractor and the University.

3.2 Task Order Rotation: For task orders, usually and generally but not limited to task orders that are reasonably anticipated to be valued up to $200,000, UMBC may elect to rotate between the selected firms. In these instances, Facilities Management (FM) will receive a rotation confirmation from Procurement and then notify the applicable Contractor of the task order. FM will provide the Contractor with applicable documentation, which may include a written scope of work, time frame/schedule, specifications, and drawings. A site visit may also be conducted as needed. Rotation will commence with the awarded contractor who achieved the highest rating in this procurement with rotation continuing in order of rank.

As soon as possible after receiving the necessary information, the Contractor shall provide a price proposal for the task order in the manner requested by the University. Contractors must indicate their interest within 48 hours of receipt of the UMBC request and schedule a site visit. If the Contractor fails to provide a price within seven (7) calendar days following the site visit, or if the price is considered unreasonable based on the University’s estimated cost, the University may elect to proceed with the next rotational contractor or conduct a competitive process. If proposal is determined acceptable, FM Personnel shall issue a Notice to Proceed, which authorizes the Contractor to proceed with the task order, as well as determine the work schedule, including the start date and the completion date.

3.3 Task Order Price Proposal Components: Price proposals submitted for all task orders shall include the following information:

• Name of the Working Foreman or Field Superintendent to be assigned to the project, and if applicable, the name of the Project Manager,

• Time frame/schedule with periods of performance and substantial completion noted;

• MBE participation dollars and percentage (if any) (refer to Section IV K for further info),

• Price quotation as specified in the task order request. Such pricing format may include:

Lump Sum;

Lump Sum accompanied with break out for analysis and informational purposes;

Time and Material or Time and Material Not to Exceed with itemized breakdown of the total costs for self performed work (labor); itemized list of material and equipment with quoted mark-up percentage; and subcontractor quotes with quoted mark-up percentage;

and

Estimate time and material quote with estimated itemization provided.

In addition, UMBC reserves the right to request other information such as but not limited to, project plan/preliminary schedule, references of similar projects for the Project Manager and/or Working Foreman/ Field Superintendent, etc.

3.4 Material Costs: Material costs, which will be reimbursed to the Contractor, shall be based on the cost of materials to the Contractor from his usual sources of supply with all usual trade practice discounts deducted. All cost discounts shall be deducted in determining materials costs. The Contractor shall provide equipment and material as specified by the University from sources at the least cost to the University.

Competitive quotations shall be secured wherever feasible and, in all instances, when requested by the University. Contractor will be required to provide copies of invoices and proof of payment when requested by the University.

Contractor is responsible for receiving own materials, including unloading of delivery trucks, checking deliveries, transportation to the work area, University employees are not responsible for this.

4. PROTECTION OF ADJACENT FACILITIES AND PROPERTY

Work to be performed under this Contract is likely to be in a congested area of the campus, subject to heavy vehicular traffic and limited parking. The Contractor shall take every precaution to protect others from injury and to avoid disruption of traffic while work is being performed.

5. PROTECTION OF WORK, STORAGE AND TRANSPORTATION OF MATERIALS

A. Transportation: All materials and equipment shall be transported and handled in a manner to prevent damage of any kind, including the use of proper packaging and lifting equipment. The Contractor shall supply all cranes, lifts, hoists, or other related equipment, as well as skilled personnel necessary for the proper and efficient movement of materials. Equipment shall be provided with proper guides, bracing, and safety devices as required by law and good practice. Inspections and Certifications of the operator are to be coordinated with the University’s Office of Environmental Safety & Health (ESH).

B. All materials and equipment shall be so crated, packaged, blocked and otherwise protected during transportation and handling to prevent damage of any kind. This shall include the provision of any necessary lifting devices or machines and the skilled personnel to operate such machines.

C. Protecting Work in Place: Provide all necessary protection for completed work to prevent any and all damage. Walk off mats shall also be required at the entrances and exits of all work sites.

D. Prior to using any University elevator for transporting materials, the Contractor shall verify applicable load weights and ensure proper loading of the elevator with the FM Project Manager.

6. TEMPORARY WATER AND ELECTRICAL SERVICE

Unless otherwise specified in writing, the water, electricity or other utilities required to complete work assigned under this Contract will be provided by the University at no extra cost to the Contractor.

No utility interruptions shall be initiated without the prior authorization of the FM Project Manager. The FM Project Manager is the only authorized person to arrange for utility shut down. The Contractor shall not proceed with any outage without two (2) weeks prior notification to him/her unless otherwise agreed by the University.

7. EMPLOYEE IDENTIFICATION

Due to the nature of routine on-call work and required security, the selected Contractors shall obtain identification for all of their employees and subcontractors that will perform work at UMBC. Employee identification shall be visible at all times when physically present on campus.

8. TOOLS AND MOVEABLE EQUIPMENT

The Contractor shall furnish all necessary protective equipment, concrete mixing boxes, water barrels, wheelbarrows, hoes, shovels, tools, mortar boards, ladders, wheelbarrows, hoes, shovels, tools, shop equipment and fabricating items customary to the trade, etc., and all other moveable equipment necessary to completing the work performed under this contract. The furnishing of tools shall include all maintenance, loss and breakage. Any equipment rental must be approved by FM prior to its use.

9. UNIVERSITY'S RIGHT TO FURNISH MATERIAL AND EQUIPMENT

The University reserves the right to purchase material or job required merchandise. The Contractor will be reimbursed only for his labor cost used on the materials furnished. Materials not used on the job shall be returned to University's stock for credit to job.

10. SUBCONTRACTS

The Contractor shall be reimbursed for subcontractor work per the quoted markup.

Before any such Subcontracts are awarded, the University reserves the right to review/ approve the submitted subcontractors.

11. VEHICLES

All vehicles and mobile equipment used by the selected firms and subcontractors shall be identified with the firm name displayed in a highly visible manner. The firm name, license numbers, telephone number, and address shall be displayed on all Contractor and subcontractor vehicles in three inch (3") high letters.

This requirement extends to any personal vehicles used in the performance of work at the University. The Contractor shall apply for a University permit through Parking Services. The On-Call Underground Mechanical Utilities Maintenance Contractor(s) will be required to coordinate with FM on the loading and unloading of materials.

12. REMOVAL OF DEBRIS & CLEANING

Waste and debris shall not accumulate in the building or work area. The Contractor shall be responsible to remove debris and clean work areas on a daily basis as the work progresses and to remove all excess material, waste, and debris upon completion of the work. Woodwork painted or decorated surfaces and finished floors shall be sponged or washed as necessary to remove plastering materials and prevent damage to finished surfaces. On completion of the work, areas shall be left clean, and free from abrasive or set materials liable to cause damage. The Contractor shall patch and refinish all areas damaged to accommodate the work to match existing. The Contractor shall remove all waste materials and debris from the campus at no charge to the University. Salvageable material shall be piled separately for reuse or salvage by the University.

13. SUPERVISION OF THE WORK

The FM Personnel assigned to the task order shall have general supervision and direction of the work. The FM Personnel shall also inspect all work for compliance with University Standards, as well as compliance with the scope of work defined in the task order.

Materials, workmanship and finishes for new work in permanent buildings shall be similar and equal, as determined by the FM's Project Manager, to those in the existing building.

All change order work associated with any task order may not proceed until a contract amendment has been issued by Procurement for the additional work and the applicable additional costs.

The Project Manager for FM shall have general supervision and direction of the work which shall include, but not be limited to, the following:

A. Determination of a work schedule for coordination of crafts.

B. Project starting and completion dates.

C. Inspect all work for compliance with University Standards & Project scope.

D. Issuance of the Notice to Proceed, which shall authorize the Contractor to proceed with the work as defined. The

Contractor shall be advised in writing to close out a project at which time he shall stop all work and submit a request for final project payment.

E. At the University’s sole discretion, UMBC may elect to end a task order prior to completion. In this situation, the University will provide written notification to the Contractor to close-out a task order. Upon receipt of the notification, the Contractor shall stop all work and submit a payment request for all completed work. The University shall not be liable to the Contractor for any payments for work that has not been performed.

F. The Contractor must provide a designated safety representative throughout the duration of the project to oversee safety compliance and ensure all work is performed in accordance with applicable federal, state, and local safety regulations.

14. CODES AND STANDARDS

All work performed under this Contract shall be in compliance with all applicable codes, standards and regulations.

Each campus will issue its standards, if any, to the selected On-Call Contractor (s).

15. REQUEST FOR TEMPORARY USE OF KEYS BY CONTRACTORS

No keys shall be issued to Contractor without the proper authorization. The following process will be used to issue keys:

A. Authorization form shall be issued by Project Manager, Inspector or other person listed on the approved authorization list.

B. Key shall be charged out by Work Control Center to the person presenting the authorization form.

C. Key (s) shall be returned each day before end of business except when specifically authorized for nighttime or weekend work.

D. The Work Control Center closes at 4:00 p.m. However, the Central Plant Boiler Room is open twenty-four hours, seven days per week and keys can be returned there. Keys are not to be taken home.

E. Keys shall be requested and issued only as required, i.e. master keys shall not be issued when individual keys will suffice.

F. University keys, in the possession of Contractors and/or Service Personnel, will not be loaned to others, tampered with or duplicated.

SPECIAL CONDITIONS

1. The University reserves the right to assign University personnel employed through various trades to projects under this contract to perform a portion of the work under a particular project.

2. The Contractor must be able to deliver all said labor and standard items of material and equipment within time frame confirmed in the Notice to Proceed for each project. Purchase of equipment and material not usually carried in stock by local distributors shall be accomplished competitively within the shortest time possible while maintaining the job schedule.

3. The Contractor shall maintain a local office with telephone available for receiving and making calls throughout the working day and shall have available locally sufficient storage space for materials and equipment if his office and principal place of business is not located within 50 miles of the University.

4. The Contractor shall provide one person designated as the Project Manager and have one (1) 100% on-site Field Superintendent. The Project Manager shall be the Contractor's agent for reviewing the project in the field when required with the University's representatives and shall be the channel for all inquiries concerning work in progress or work to be started under this Contract. The Field Superintendent shall manage the job on-site and supervise all on-site personnel. All supervisory personnel for the On-Call Contractor must be direct employees of said Contractor.

5. The Project Manager should be readily available to review all phases of the project when requested by the

University. The Project Manager should have a cell phone/beeper to facilitate accessibility to the University.

6. The timeframe of work hours for the Contractor shall be 7:30 a.m., through 4:00 p.m., Monday through Friday.

The work shall be carried forward during normal work hours unless the Contractor elects on his own volition to extend operations beyond regular hours and such extensions are approved by the University.

7. The Contractor shall perform the work under this Contract on the job site in the presence of University employees, other University Contractors and/or Subcontractors, whether union or non-union and shall complete the work assigned in the time required. If off-site work such as shop fabrication, the University reserves the right to inspect such off-site work at any time

RATES AND MARK UPS:

CONTRACTOR'S LABOR RATES: It is understood and agreed by the Proposer that all quoted hourly billing rates include the following for staff:

A. Salary cost inclusive of all associated overheard and profit.

B. Premiums for Workmen’s Compensation and Unemployment Insurance, Contractor’s share of Social Security Payment, and other such expenses based on payrolls of labor performed in connection with the work under the Contract.

C. Premiums for insurance for this Contract as required by the Specification or by the law to carry including Contractor’s Liability, Property Damage, Vehicle Insurance on tools and equipment a stipulated in the Specifications.

D. Fringe benefits for health and welfare, Workman’s Compensation insurance, vacations, holidays and pensions shall be furnished by the Contractor.

E. Tools and construction equipment of all types including maintenance, loss and breakage as required to complete the work.

F. Incentive pay, if any.

G. Travel costs for Contractor’s business operation or employee’s residence to job site of

University of Maryland, Baltimore County.

H. Welfare funds such as vacation allowance or other fringe benefits which are included in the local prevailing wage rates by written agreement between Contractors and Labor Unions.

I. Equipment and material owned by the contractor.

Additionally, within these rates shall be any premiums for insurance for this Contract and all types of costs, including fuel, maintenance, loss, depreciation and breakage for tools, vehicles, and equipment as required to complete the work. The rates shall also include any costs for material owned by the Contractor.

The University will not recognize any premium or incentive pay and no work shall be performed on an overtime basis or shift differential and no overtime payer shift differential shall be included as a "job cost" unless the performance of such overtime or shift differential has been authorized by the issuance of a contract/task order or as agreed to in the submitted not-to-exceed price by the Contractor or as required in the scope of work issued by the University on a particular project.

In the event an emergency exists which would require immediate overtime work, an authorized representative of FM shall be verbally notified by the Contractor immediately and if permission to perform this work is granted verbally, it shall be confirmed in writing by FM within twenty-four (24) hours of such work with a contract/task order amendment to the task order to be issued within one (1) week of such work.

In the event that overtime work is required by FM, it will be recognized as a "job cost" only if a contract/task order amendment has been issued to the Contractor's not to exceed or lump sum price. The overtime work shall be limited to the work and time approved in advance of its performance and paid at the recognized premium rate.

Incentive payments or premium payments made to any employees by the Contractor either as permanent employee pay, subsistence or other pay in excess of the wage shall be at the expense of the Contractor and must be included as part of the quoted Contractor Labor Rates.

PROPOSAL SECURITY

Pricing for this Contract is based on actual project(s), therefore, a Bid Bond (Exhibit Q) is required with price submittals. A Bid Bond will be required for each individual Task Order exceeding $100,000. The Bid Bond must be issued by a surety company licensed to issue bonds in the State of Maryland. The bond must be in an amount not less than five percent (5%) of the total amount of the Task Order.

If a specific project/task order is $100,000 or more, the proposer shall furnish a Performance Bond (Exhibit O) and Payment Bond (Exhibit P), each in the amount of one hundred percent (100%) of the project/task order including executed Change Orders, These must be provided at the time of the signing of the Notice to Proceed for the applicable project/task order and prior to the start of any work. Please note that as part of the Technical Proposal, a Proposer must indicate its capability of obtaining the necessary bonds

Cost for any bonds should be included in the Contractor’s pricing. This does not apply to the cumulative total of work in progress under a given-on call contract but rather to a single project.

Acceptable security shall be limited to: a) a bond in a form satisfactory to the State underwritten by a surety company authorized to do business in the state; b) a bank certified check, bank cashier's check, bank treasurer's check, cash, or trust account; c) pledges of securities backed by full faith and credit of the United States government or bonds issued by the State of Maryland; d) Irrevocable letters of credit in a form satisfactory to the Attorney General and issued by a financial institution approved by the State Treasurer; and e)the grant of a mortgage or deed of trust on real property located in the State when it is satisfactory to the procurement officer, the face amount of the instrument does not exceed 75% of the contractor's equity interest in the property, and the assignment of the mortgage or deed or trust is recorded in the county land records pursuant to Real Property Article, 30193, Annotated Code of Maryland.

Assistance in obtaining bid, performance and payment bonds may be available to qualifying small businesses through the Maryland Small Business Development Financing Authority (MSBDFA). MSBDFA can directly issue bid, performance or payment bonds up to $750,000. MSBDFA may also guaranty up to 90% of a surety's losses as a result of a contractor's breach of contract. RFP 91099 WG Page 20 of 50 ON CALL UNDERGROUND MECHANICAL UTILITIES MAINTENANCE MSBDFA's exposure on any bond guaranteed may not, however, exceed $900,000.

Bonds issued directly by the program will remain in effect for the duration of the contract, and those surety bonds that are guaranteed by the program will remain in effect for the duration of the surety's exposure under the contract. To be eligible for bonding assistance, as business must first be denied bonding by at least one surety in both standard and specialty markets within 90 days of submitting a bonding application to MSBDFA. The applicant must employ fewer than 500 full-time employees or have gross sales of less than $50 million annually, have its principal place of business in Maryland or be a Maryland resident, must not subcontract more than 75 percent of the work, and the business or its principals must have a reputation of good moral character and financial responsibility.

Finally, it must be demonstrated that the bonding or guarantee will have a measurable economic impact, through job creation and expansion of the state's tax base. Applicants are required to work through their respective bonding agents in apply for assistance under the program. Questions regarding the bonding assistance program should be referred to:

Maryland Department of Business and Economic Development Maryland Small Business Development Financing Authority 401 East Pratt Street Baltimore, Maryland 21202 Phone: (410) 767-6300

Should the Proposer to whom the contract is awarded fail or be unable to execute the contract, for any reason, within ten (10) days after notification of award, then an amount equal to the difference between the accepted price, and that of the proposer to whom the award subsequently is made shall be paid to the University as liquidated damages.

Evaluation of a Request for Proposal takes a considerable length of time. Maryland State Law does not permit any information regarding the evaluation to be released prior to the award. The award date is the date of approval by the Board of Public Works.”

RECORDS OF PROJECT COSTS TO BE PROVIDED BY THE CONTRACTOR

Records: The Contractor shall retain records in accordance with UMBC Standard Maintenance General Conditions, Exhibit R.

BILLING FORMAT

Contractor is to provide Invoices for all billings, with a spreadsheet that documents hours worked, by whom, by date and time and any material costs.

With each Invoice, the Contractor is to attach any backup information, including a copy of any subcontractor invoices, if applicable.

“JOB COSTS” WHICH THE CONTRACTOR WILL BE REIMBURSED: All payments made for subcontractors cost plus quoted percentage mark-up by the On Call Mechanical Underground Maintenance Contractor.

CONTRACT TERMS

1. The initial term for the contract will be two (2) years with six (6) one-year renewal options (for a total potential contract term of 8 years), at the University’s sole discretion. All work under the contract will be requested through a task order process for the individual projects. The University reserves the right to terminate the contract if the Contractor fails to perform satisfactorily as well as fails to respond to requests for task orders multiple times. As well, UMBC reserves is under no obligation to renew the contract(s) and may elect to renew with only certain on-call contractors, if deemed in its best interest.

2. Pricing for the initial two-year term will be provided by the shortlisted firms who are requested to submit a price proposal. Rates shall be firm during each contract period. If any renewal terms are elected by the University, a pricing adjustment may be contemplated by the University. It is the responsibility of the Contractor to request a price increase at least ninety (90) days prior to the end of the contract term. Increases shall be provided at the University’s sole discretion. The Contractor shall provide the basis for the request and shall only be considered for the quoted hourly rates. The amount of the requested increase shall not exceed the consumer price index for “All Urban Consumers” as published by the U.S. Department of Labor Statistics. For purposes of calculating the potential increase, the Producer Price Index for the twelve- month period ending three (3) months prior to the end of the contract will be used, in accordance with the percentage change of the U.S Bureau of Labor Statistics PPI Industry, Industry Group for Mechanical contractors, nonresidential building work, Series Id: PCU23822X23822X, issued for Product type Underground Mechanical contractors, nonresidential building work. For example, if the contract term ends April 30, 2027, the price index for twelve-month period ending January 30, 2027, will be used.

3. Requested increases above a 5% cap will not be considered. As well, increases are not cumulative for prior years; for example, if a contractor does not request an increase for the first renewal year and then requests an increase for the second renewal year, the Contractor cannot include a cumulative amount which includes the first renewal year. Upon approval by the University, any such modified hourly rate will constitute the labor cost figure for the contract renewal period. The University reserves the right to terminate this Contract at any time upon giving thirty (30) days written notice.

SECTION II. EVALUATION AND SELECTION PROCEDURE

A. EVALUATION COMMITTEE

All technical proposals received by the closing deadline will be evaluated by a committee appointed by the Procurement Officer. The committee may request additional technical assistance from any source within the University System of Maryland, state government, or other sources deemed appropriate. Technical and price proposals will be evaluated independently.

B. QUALIFYING PROPOSALS

Proposals shall be initially reviewed for compliance with the solicitation requirements. Failure to comply with solicitation requirements may result in a proposal being classified as not reasonably susceptible of being selected for award. Minor irregularities in proposals that are immaterial or inconsequential in nature may be cured or waived whenever it is determined to be in the University's best interest.

C. TECHNICAL EVALUATION

1. After determining compliance with the RFP’s minimum requirements, the evaluation committee will assess and rank technical merit of each proposal in accordance with the criteria below.

2. At the discretion of the Procurement Officer following recommendations by the evaluation committee, a shortlist of qualified proposals may be established during the technical evaluation. Only shortlisted offerors would continue in the evaluation process; offerors not short-listed shall be so advised.

3. Interview sessions will be conducted with Offeror as determined by the University. The purpose of these sessions is to meet the key personnel and discuss aspects of the Vendor’s proposals.

4. Following the interviews, a second phase evaluation will be conducted after which negotiations may be conducted with Vendor(s) as the University finds appropriate.

5. The University will choose from among the highest rated Vendor proposals the one which will best serve the interests of the University.

Further information may be requested by the University during the selection process.

UMBC reserves the right to take the following action without liability:

- Cancel this solicitation prior to an award;

- Reject in whole or in part, any and all proposals ;

- Negotiate with only one firm or multiple firms; and/or

- Accept any proposal in the best interest of the University.

D. FINANCIAL EVALUATION

Price proposals will be evaluated separately from Technical Proposals. Do not submit price information in the technical proposal. Price Proposals will be requested after a shortlist has been established.

E. DISCUSSIONS - BEST AND FINAL OFFERS

1. The Procurement Officer may invite one or more qualified offerors for oral presentations of their proposals. Discussions or negotiations may be conducted with qualified offerors. With or without discussions, UMBC may determine whether the Offeror to be not responsible or the Offeror’s Proposal to be not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of Proposals and prior to Contract award.

2. When in the best interest of the University, the Procurement Officer may request that qualified offerors revise their initial proposals by submitting best and final offers.

F. EVALUATION CRITERIA

1. The evaluation criteria are listed below in descending order of importance:

a. Offeror’s Response to RFP Objectives and Requirements

b. Past Performance and References

c. Offeror’s Capacity and Experience

d. Proposed Management and Project Personnel

e. Cost Proposal

G. FINAL RANKING AND SELECTION

Following evaluation of the technical and price proposals, the evaluation committee will recommend to the Procurement Officer award to the responsible offeror whose proposal is determined to be the most advantageous to the University.

H. DEBRIEFING

Unsuccessful offerors may request a debriefing. If the offeror chooses to do so, the request shall be submitted in writing to the Procurement Officer within ten days after the offeror knows or should have known its proposal was unsuccessful. Debriefings shall be limited to discussion of the specific offeror's proposal only and shall not include a discussion of a competing offeror's proposal. Debriefings shall be conducted at the earliest feasible time.

SECTION III. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

1. The technical proposal shall be submitted electronically not later than the date and time indicated on the Key Information Summary Sheet.

2. All other correspondence should be directed to the appropriate procurement representative per the instructions contained in this document. The solicitation name and number shall appear in subject line of email along with your company name.

3. Any attachment, or cumulative attachments, at or exceeding 150MB in size will not be accepted by the University email system. Zip files will also not be accepted by the University. Bidders are permitted to separate attachments into multiple, but shall be clearly labeled.

4. If product literature and other publications are needed to supplement offeror’s response, include a reference to the document name and page in text, and insert the product literature, etc. following the last section of the response.

B. EXECUTIVE SUMMARY/TRANSMITTAL LETTER

Each technical proposal shall be covered by an executive summary/transmittal letter, prepared on the offeror’s business stationery, signed by an individual who is authorized to bind the firm to all statements, proposed services, and prices offered. Do not include price information in the transmittal letter.

C. TECHNICAL PROPOSAL

1. Ensure that it is page-numbered and prepared in a clear and concise manner that addresses each part of the RFP. Do not include price information in the technical proposal.

2. Organize the technical proposal in the same sequence as Section I of this RFP, and address each separate item herein, confirming compliance and describing in detail how offeror proposes to meet or exceed each requirement.

D. TECHNICAL PROPOSAL CONTENTS

1. Executive Summary/Transmittal Letter. A brief synopsis that demonstrates offeror’s understanding of the University’s requirements and highlighting offeror’s proposed solution/approach to the project, tax identification number and a statement attesting to all terms and conditions or contract terms that Offeror is taking exception to.

Executive Summary shall also include a statement identifying those portions of the technical proposal considered confidential, or containing proprietary information or trade secrets as detailed in Section V.K.

2. Technical Proposal. Narrative discussing all objectives and requirements as outlined in Section I of this RFP. Organize the technical response in the same sequence as Section I of this RFP, and address each separate item herein, confirming compliance and describing in detail how offeror proposes to meet or exceed each requirement.

3. Key Personnel. Using Exhibit H, provide the names of key offeror personnel proposed for the University’s project, if awarded, emphasizing specific experience on contracts similar in scope and volume to the requirements of this RFP. Note: offeror shall submit forms only for personnel reasonably expected to be committed to the University for the duration of the project.

Include, a minimum, information on the Key Personnel assigned to the University’s contract.

Provide lists names and titles of team members who will be assigned to this Project including assigned project roles and tasks.

In addition to Key Personnel Forms, resumes shall also be submitted for all individuals identified in list.

Clearly define the division of responsibility among members of Offeror’s team.

4. Company Profile.