FINAL POST1- OCMP-26-25288 Springfield Generator 12-11-26 ss (ZA FirstR 12.12.25) (ZA SecondR 2.17.26) (ZA ThirdR 2.26.26)(ZA Fo.pdf

Generator Repairs for Springfield Hospital Center

Solicitation #: OCMP-26-25288 IFB Document

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STATE OF MARYLAND

SPRINGFIELD DEPARTMENT

(MDH - SHC)

INVITATION FOR BIDS (IFB)

GENERATOR REPAIRS FOR

SPRINGFIELD HOSPITAL CENTER

IFB NUMBER OCMP-26-25288

ISSUE DATE: MARCH 10, 2026

A Prospective Bidder that has received this document from a source other than eMaryland Marketplace

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 businesses. 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 certified 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. KEY INFORMATION SUMMARY SHEET (KISS)

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

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Invitation for Bids Services - Generator Repairs for Springfield Hospital Center

Solicitation

Number:

OCMP-26-25288

IFB Issue Date: March 10, 2026

IFB Issuing

Office:

Springfield Hospital Center (SHC or the "Department")

Procurement

Officer:

Sherida Studwood

201 W. Preston St., Baltimore, MD 21201

Email:

Phone Number:

sherida.sudwood1@maryland.gov

443-571-5678

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number OCMP-26-

25288

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:

In-Person: Date: 3/16/2026 Time 11:0 0am , at Springfield Hospital

Center (SHC) 6655 Sykesville Rd, Sykesville, MD 21784

Meeting location once on Campus - Vendor(s) must proceed to the

Administration Bldg., 6939 4th S., Sykesville, MD 21784 to sign in.

OPTIONALLY VENDORS MAY ATTEND THE PRE-BID

CONFERENCE VIRTUALLY

Virtually: Date: 3/16/2026 Time 11:00 am

See Attachment 2 to RSVP and receive Virtual Meeting information by

3/15/2026 – 5:00pm. See Section 4.3 for additional details.

Scheduled Site

Visit

Date: 3/16/2026 Time 10:00am

GPS Location: Springfield Hospital Center (SHC) 6655 Sykesville Rd, Sykesville, MD 21784

Meeting location once on Campus - Vendor(s) must proceed to the

Administration Bldg., 6939 4th S., Sykesville, MD 21784 to sign in.

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/12/2024/11/Attachment-2.-Pre-Bid_-Pre-Proposal-Conference-Response-Form-v2.pdf

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To attend the site, visit please contact the Procurement Officer via Email no later than 3/15/2026 – 12:00 pm.

Questions Due

Date and Time:

Questions due date: 3/27/2026 Local Time: 2:00 pm

Bid Due (Closing)

Date and Time:

Due Date: 4/10/2026 Local Time 2:00 pm – Bid must be submitted into eMMA no later than the due date indicated. Bids will not be accepted by any other method.

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor

Feedback Form).

Public Bid

Opening Date, Time, and

Location

Due Date: 4/10/2026 Local Time 2:00

Virtually: Public Bid Opening Springfield Generator OCMP-26-25288

Friday, April 10 · 3:00 – 3:15pm

Time zone: America/New_York

Google Meet joining info

Video call link: https://meet.google.com/rqa-yhmj-yym

Or dial: 0363-425-(US) +1 575 PIN: 896 108 096#

More phone numbers: https://tel.meet/rqa-yhmj-yym?pin=4130265076851

MBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged

Business Enterprise (DBE) subcontract participation goal of __0___ percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

VSBE

Subcontracting

Goal:

This solicitation includes a VSBE participation Goal of __0___%

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm fixed price

Contract

Duration:

Contract duration is for a twelve (12) month base period from time of award with zero (0) option periods.

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

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Primary Place of

Performance:

Springfield Hospital Center (SHC)

6655 Sykesville Rd

Sykesville, MD 21784

SBR Designation: Yes

Federal Funding: No

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Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder 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

2.2.3 Other State Responsibilities

2.3 Contractor Responsibilities and Tasks

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.3.1 Invoice Submission Schedule

3.3.2 Deliverable Invoicing

3.3.3 Labor Hour/Time and Materials Invoicing

3.3.4 Travel Reimbursement

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

3.4.2 Liquidated Damages other than MBE

3.4.3 Problem Escalation Procedure

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

3.10.2 Non-Disclosure Agreement (Contractor)

3.11 Maryland Healthy Working Families Act Requirements

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.13 Insurance Requirements

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

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 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)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

Qualifications:

A. The Bidder shall have a minimum of Three (3) years of experience providing

Generator Preventative Maintenance and Load Testing. Required Documentation:

The Bidder shall provide with its Bid three or more references from the past five years that collectively are able to attest to the Bidder’s required years of experience in providing the aforementioned services.

REQUIRED DOCUMENTATION: The Bidder shall provide with its Bid

"Attachment L Reference Checks" with one or more references filled out. (refer to

Table A for all attachments and documents required with the Bid).

B. The Bidder shall be certified and provide, with their submission, documentation that verifies the retention of a State of Maryland General Contractor’s License and an

Electrical Generator Systems Technician Certification from the Electrical

Generating Systems Association (or equivalent).

REQUIRED DOCUMENTATION: The Bidder shall also provide documentation that confirms the license/certifications availability and experience of all technicians that will perform the services requested in this IFB and for the duration of the subsequent contract.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland (“State”): Performance of repair services for eleven (11) emergency generators on Springfield Department campus located at 6655 Sykesville, MD 21784.

2.1.2 It is the State’s intention to obtain goods and services, as specified in this

IFB, from a contract between the selected Bidder and the State.

2.1.3 This is a single award See IFB Section 4.21 Bid Evaluation Criteria and

Award Basis for more Contract award information.

2.1.4 A Contract award does not ensure a Contractor will receive all or any

State business under the Contract.

2.2 Background and Purpose

Maryland Department of Health’s (MDH) Springfield Department (SHC), located at 6655 Sykesville

Road, Sykesville, Maryland, is a fully Joint Commission accredited, CMS certified facility and is an integral part of the mental health services delivery system of the State of Maryland, providing inpatient treatment for adults.

To ensure the safety and welfare of patients and staff as well as maintaining operations of the facility, the Maryland Department of Health is seeking a contractor to perform repair services related to eleven (11) emergency generators which provide emergency power in the event of power failure. The repair services shall include but is not limited to inspection, troubleshooting, load testing and corrective maintenance to restore reliable generator operation.

2.2.1 Project Goals

The goal is to restore full functionality and ensure safe, efficient emergency power generation in all designated areas.

2.2.2 State Staff and Roles

The State will provide a Procurement Officer and Contract Monitor to facilitate and monitor the solicitation and Contract for this IFB. The

Contract Monitor will ensure that hospital maintenance staff are available for site coordination and access to past maintenance records if applicable or as required.

2.2.3 Other State Responsibilities

The State will provide normal office working facilities and equipment reasonably necessary for the Contractor performance under the

Contract.

2.3 Contractor Responsibilities and Tasks

The Contractor shall provide services to restore functionality to the eleven (11) Emergency

Generators and their components, including but not limited provision of all labor, tools, equipment, IFB for Springfield Department - SHC Page 9 of 34 materials, transportation, supervision, and incidentals necessary to complete the necessary repairs in pursuit of restoring full functionality and operation of the emergency generators.

2.3.1 General Requirements

A. Perform an initial inspection of each of the eleven (11) generators.

B. Review the issues identified in Exhibit 1 “Generator Repair Items” and confirm diagnosis.

C. Perform all necessary repairs either as listed in Exhibit 1 and/or as confirmed via initial inspection and diagnosis for each of the eleven (11) generators.

D. Test and verify operational readiness of each generator following any and all repairs or part installation.

E. Ensure all repairs are compliant with NFPA 110, NEC, and any other applicable codes and standards.

2.3.2 Repair Services

The specific repairs required to restore operational functionality of the eleven (11) generators are detailed in Exhibit 1 “Generator Repair Items” and are organized based on the individual issues identified for each emergency generator. Repairs may include but are not limited to:

A. Fuel System Repairs

B. Electrical panel or component replacement.

C. Cooling system repairs.

D. Control panel diagnostics and programming.

E. Replacement of belts, hoses, sensors, and other mechanical components.

2.3.3 Reporting and Documentation

A. The Contractor shall provide a final report for each of the eleven (11) generators within 10 business days of completed repairs that includes the following information:

1. Detailed pre-repair condition.

2. Detailed itemization of repairs performed to restore operational functionality.

3. Detailed itemization of any parts or components replaced.

4. Post repair test results (load test, transfer test, etc.)

5. Provide warranty documentation for all parts and labor.

i. The Contractor shall warrant all repair services performed under this agreement to be free from defects in workmanship for a period of ninety (90) days from the date of service completion. Any defects arising within this period, resulting from faulty labor or improper installation, shall be corrected by the

Contractor at no additional cost to the Owner.

ii. All replacement parts shall be covered by the manufacturer’s standard warranty, which shall be no less than one (1) year from the date of installation.

Should any part fail within the manufacturer’s warranty period, the Contractor shall assist in processing warranty claims and perform any associated labor under the labor warranty terms stated above.

https://www.nfpa.org/news-blogs-and-articles/blogs/2023/01/23/an-overview-of-nfpa-110 https://www.necanet.org/topics/codesandstandards/the-nec

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iii. Major component rebuilds or overhauls (including engine or alternator assemblies) shall carry a combined parts and labor warranty of up to one (1) year, unless otherwise specified in writing at the time of service.

iv. This warranty does not cover damage caused by misuse, neglect, acts of nature, or repairs performed by unauthorized personnel.

2.3.4 Work Plan and Schedule

The Contractor shall provide a work plan and schedule to describe how the following requirements will be accomplished.

A. Work to commence immediately with Notice of Proceed (NTP).

B. Assessment of Equipment to be performed within ten (10) business days of contract award with documentation of proposed repairs/part and component replacement.

C. Initial Work or Repairs as identified in Exhibit #1 are to be completed within ten (10) business days of the NTP.

a. Work or repairs that are identified in Exhibit # 1 that cannot be completed within ten (10) business days of the NTP must be relayed by written notification to the Contract Monitor with scheduling details outlining lead times and expected completion date.

D. Work is to be scheduled during regular business hours (7:00am to 3:30pm)

Monday through Friday, with the exception of necessary shutdowns.

Shutdowns may require nights and or weekends. All shutdowns will be coordinated through the contract monitor in the best interest of the facility’s continuity of operations.

E. The Contractor shall communicate any delay to the contract monitor in writing for approval.

2.3.5 Safety and Compliance

The Contractor shall:

A. Ensure that all work complies with the most recent OSHA, EPA standards, local safety regulations and state health facility regulations or policies.

B. Confirm that all repairs and installations meet the most recent International

Building Code (IBC) and local amendments.

C. Ensure all repairs are compliant with NFPA 110, NEC, and any other applicable codes and standards.

D. Conform to the most recent Americans with Disabilities Act (ADA) code requirements

E. Ensure that all technicians are certified to perform the work specified.

F. Follow all hospital protocols for work within a secure mental health environment.

2.3.6 Deliverables

The Contract shall provide:

https://www.osha.gov/laws-regs/regulations/standardnumber/1910 https://www.epa.gov/ust/federal-ust-requirements-emergency-power-generator-ust-systems#:~:text=May%202022.,%2DK%2D22%2D003) https://labor.maryland.gov/labor/mosh/ https://codes.iccsafe.org/content/IBC2024V1.0 https://codes.iccsafe.org/content/IBC2024V1.0 https://www.nfpa.org/news-blogs-and-articles/blogs/2023/01/23/an-overview-of-nfpa-110 https://www.necanet.org/topics/codesandstandards/the-nec https://www.ada.gov/law-and-regs/ https://www.ada.gov/law-and-regs/

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A. Full repair and operational functionality testing of eleven (11) generators

B. Final report for each generator emailed to the contract monitor in PDF Format.

C. Certification of complete repairs for each generator.

D. Provision of warranty information for all parts and labor.

E. Final walkthrough and sign-off by the Contract Monitor.

2.4 Supplemental Category of Work Requirements and Responsibilities

See the Facility Maintenance requirements associated with this solicitation below.

a) Security Requirements

The following requirements are applicable to the Contract:

2.4.1 Employee Identification

a) Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor

Personnel shall provide additional photo identification.

b) Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

c) Contractor shall remove any Contractor Personnel from working on the Contract where the

State determines, in its sole discretion, that Contractor Personnel has not adhered to the

Security requirements specified herein.

d) The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the

Contract.

2.4.2 Security Clearance / Criminal Background Check

The State reserves the right to refuse any individual Contractor Personnel to work on State premises, based upon certain specified criminal convictions, as specified by the State.

A. A criminal background check for any Contractor Personnel providing on-site shall be completed prior to each Contractor Personnel providing any services under the Contract.

B. The Contractor shall obtain at its own expense a Criminal Justice Information

System (CJIS) State and federal criminal background check, including fingerprinting, for all Contractor Personnel listed in sub-paragraph A. This check may be performed by a public or private entity.

C. The Contractor shall obtain criminal background checks on candidates it sends for employment under the Contract. At a minimum, these checks must contain convictions and probation before judgment (PBJ) pleadings within the State of

Maryland. This check may be performed by a public or private entity. The

Contractor shall provide the Contract Monitor with certification of completion of the required criminal background check described in this IFB for each required Contractor Personnel prior to assignment, and that the Contractor

Personnel have successfully passed this check.

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D. Persons with a criminal record may not perform services under the Contract unless prior written approval is obtained from the Contract Monitor. The

Contract Monitor reserves the right to reject any individual based upon the results of the background check. Decisions of the Contract Monitor as to acceptability of a candidate are final.

E. The CJIS criminal record check of each Contractor Personnel who will work on

State premises shall be reviewed and documented by the Contractor for convictions of any of the following crimes described in the Annotated Code of Maryland, Criminal Law Article:

1) §§ 6-101 through 6-104, 6-201 through 6-205, 6-409 (various crimes against property);

2) any crime within Title 7, Subtitle 1 (various crimes involving theft);

3) §§ 7-301 through 7-303, 7-313 through 7-317 (various crimes involving telecommunications and electronics);

4) §§ 8-201 through 8-302, 8-501 through 8-523 (various crimes involving fraud);

5) §§9-101 through 9-417, 9-601 through 9-604, 9-701 through 9-706.1

(various crimes against public administration); or

6) a crime of violence as defined in CL § 14-101(a).

F. Contractor Personnel that would have access to systems supporting the State or to State data who have been convicted of a felony or convicted of a crime involving telecommunications and electronics or convicted within the past five (5) years of a misdemeanor from the above list of crimes shall not be permitted to work on the Contract.

G. A particular on-site location covered by the Contract may require more restrictive conditions regarding the nature of prior criminal convictions that would result in Contractor

Personnel not being permitted to work on those premises. Upon receipt of a location’s more restrictive conditions regarding criminal convictions, the Contractor shall provide an updated certification regarding the Contractor Personnel working at or assigned to those premises.

1.3 On-Site Security Requirement(s)

a) For the conditions noted below, Contractor Personnel may be barred from entrance or leaving any site until such time that the State’s conditions and queries are satisfied.

1) Contractor Personnel may be subject to random security checks when entering and leaving State secured areas and may be barred from entrance or exit until such time that the State’s conditions and queries are satisfied. The State reserves the right to require Contractor Personnel to be accompanied while in secured premises.

2) Some State sites, especially those premises of the Department of Public

Safety and Correctional Services, require each person entering the premises to document and inventory items (such as tools and equipment) brought onto the site, and to submit to a physical search of his or her person. Therefore, Contractor Personnel shall always have an inventory of tools being brought onto a site and be prepared to present the inventory, as well as the tools or equipment, to the State staff or an officer for review and inspection. Before leaving the site, the Contractor Personnel may again be required to present the inventory list and the tools or equipment for inspection. Upon both entering and exiting the site, State staff or a correctional or police officer may search Contractor

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Personnel. Depending upon facility rules, specific tools or personal items may be prohibited from being brought into the facility.

b) Any Contractor Personnel who enter the premises of a facility under the jurisdiction of the Department may be searched, fingerprinted (for the purpose of a criminal history background check), photographed and required to wear an identification card issued by the Department.

c) Further, Contractor Personnel shall not violate Md. Code Ann., Criminal Law

Art. Section 9-410 through 9-417 and such other security policies of the agency that control the facility to which the Contractor Personnel seeks access. The failure of any of the Contractor Personnel to comply with any provision of the Contract is sufficient grounds for the State to immediately terminate the Contract for default.

1. Mercury and Products That Contain Mercury

All products or equipment provided pursuant to this solicitation shall be mercury-free products.

The Bidder must submit a Mercury Affidavit in the form of Attachment J with its Bid.

3. Substitution of Personnel

If the solicitation requires that a particular individual or personnel be designated by the

Bidder/Offeror to work on the Contract, any substitution of personnel after the Contract has commenced must be approved in writing by the Contract Monitor prior to the substitution. If the Contractor substitutes personnel without the prior written approval of the Contract Monitor, the Contract may be terminated for default which shall be in addition to, and not in lieu of, the State’s remedies under the Contract or which otherwise may be available at law or in equity.

4. Department of Human Services (DHS) Hiring Agreement

This solicitation does not require a DHS Hiring Agreement.

5. Green Purchasing

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

See the Green Purchasing website for more information. Green Purchasing

(maryland.gov)

The State of Maryland is committed to purchasing environmentally preferable products and services (EPPs). Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.”

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Specifications.aspx https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Specifications.aspx

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Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

3.2 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

3.3 Invoicing

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

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.

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.

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.

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.

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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.

3.3.1 Invoice Submission Schedule

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

A. For items of work for which there is one-time pricing (see Attachment B –The Price

Form), those items shall be billed in the month following the acceptance of the work by the State.

B. For Items of work for which there is annual pricing (see Attachment B–The Price

Form), those items shall be billed in equal monthly installments for the applicable

Contract year in the month following the performance of the services or

C. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the 15 business day of the month following the end of the invoice period.

D. Invoices for deliverables shall be submitted upon completion and acceptance of the deliverables as defined in Section 2 of the IFB.

3.3.2 Deliverable Invoicing

A. Deliverable invoices shall be accompanied by a Deliverable Product Acceptance

Form (DPAF) signed notice(s) of acceptance issued by the State for all invoices submitted for payment. Payment of invoices will be withheld if a signed DPAF is not submitted (see online example at http://doit.maryland.gov/contracts/Documents/_procurementForms/DeliverableProdu ctAcceptanceForm-DPAFsample.pdf).

Payment for deliverables will only be made upon completion and acceptance of the deliverables as defined in Section 2 of the IFB.

3.3.3 Labor Hour/Time and Materials Invoicing

All labor hour/time and material invoices shall be accompanied by a timesheet signed by the

Contract Monitor as described below and notice(s) of acceptance issued by the State: DPAF for each time period invoiced (see online example at http://doit.maryland.gov/contracts/Documents/_procurementForms/DeliverableProductAccept anceForm-DPAFsample.pdf). Include for each person covered by the invoice the following, individually listed per person: name, hours worked, hourly labor rate, invoice amount and a copy of each person’s timesheet for the period signed by the Contract Monitor.

1. Timesheet Reporting

Within three (3) Business Days after the 15th and last day of the month, the Contractor shall submit a semi-monthly timesheet for the preceding half month providing data for all

Contractor Personnel / employees / resources working under the Contract.

At a minimum, each semi-monthly timesheet shall show:

1) Title: “Time Sheet for <<xxxxx>>”;

2) Issuing company name, address, and telephone number;

3) For each Contractor employee /resource:

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Exhibit-3.-Deliverable-Product-Acceptance-Form-DPAF.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Exhibit-3.-Deliverable-Product-Acceptance-Form-DPAF.docx

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a) Contractor employee / resource name, and

b) For each period ending date, e.g., “Period Ending: mm/dd/yyyy” (Periods run

1st through 15th, and 16th through last day of the month.):

i) Tasks completed that week and the associated deliverable names and

ID#s;

ii) Number of hours worked each day;

iii) Total number of hours worked that Period;

iv) Period variance above or below 40 hours;

v) Annual number of hours planned under the Task Order;

vi) Annual number of hours worked to date; and

vii) Balance of hours remaining;

4) Annual variance to date (Sum of periodic variances); and

5) Signature and date lines for the Contract Monitor.

Time sheets shall be submitted to the Contract Monitor prior to invoicing. The Contract Monitor shall sign the timesheet to indicate authorization to invoice.

2. Materials Reporting

Submit evidence to support the cost of materials and that billing on the invoice is consistent with the requirements stated in Section 2 of the IFB.

A. For the purposes of the Contract an amount will not be deemed due and payable if:

B. The amount invoiced is inconsistent with the Contract;

C. The proper invoice has not been received by the party or office specified in the

Contract;

D. The invoice or performance is in dispute, or the Contractor has failed to otherwise comply with the provisions of the Contract;

E. The item or services have not been accepted;

F. The quantity of items delivered is less than the quantity ordered;

G. The items or services do not meet the quality requirements of the Contract;

H. If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

I. If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

J. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

3. Travel Reimbursement

Travel will not be reimbursed under this IFB.

4. Liquidated Damages

i. MBE Liquidated Damages

Inapplicable because there is no MBE goal for this IFB.

IFB for Springfield Department - SHC Page 17 of 34

ii. Liquidated Damages other than MBE

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

iii. Problem Escalation Procedure

No later than ten (10) Business Days after notice of recommended award or after the date of the

Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a

Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information

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

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

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

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

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

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

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

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

Business Days after the start of each Contract year .

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the

State which may be allowed by the Contract or applicable law.

3.5 Work Orders

THIS SECTION IS INAPPLICABLE TO THIS IFB.

3.6 Payments by Electronic Funds Transfer

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

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.

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:

https://www.marylandcomptroller.gov/content/dam/mdcomp/md/state-accounting/forms/GADX10Form.pdf..

https://www.marylandcomptroller.gov/content/dam/mdcomp/md/state-accounting/forms/GADX10Form.pdf https://www.marylandcomptroller.gov/content/dam/mdcomp/md/state-accounting/forms/GADX10Form.pdf

IFB for Springfield Department - SHC Page 18 of 34

3.7 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.

3.8 Federal Funding Acknowledgement

This Contract does not contain federal funds.

3.9 Conflict of Interest Affidavit and Disclosure

The Bidder shall complete and sign the Conflict-of-Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid.

By submitting a Conflict-of-Interest Affidavit and Disclosure, the Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

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.

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.”

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

Certain documentation may be available for potential Bidders to obtain electronically or to review hard copies at a location identified by the Procurement Officer. If such documentation is identified, Bidders will be required to sign a Non-Disclosure

Agreement in the form of Attachment 3 – Non-Disclosure Agreement

(Bidder/Offeror) prior to the documentation being provided by the Procurement

Officer.

3.10.2 Non-Disclosure Agreement (Contractor)

This solicitation and any Contract(s) are subject to the terms of the Non-Disclosure

Agreement (NDA) contained in this solicitation as Attachment S. This Agreement https://gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf

IFB for Springfield Department - SHC Page 19 of 34 must be provided within five (5) Business Days of notification of recommended award;

however, to expedite processing, it is suggested that this document be completed and submitted with the Bid.

3.11 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/.

3.12 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

3.13 Insurance Requirements

3.13.1 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:

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

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

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

C. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

3.13.2 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.

3.13.3 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 https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

IFB for Springfield Department - SHC Page 20 of 34 five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least

15 days prior to the expiration of the insurance policy then in effect.

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

3.13.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5)

Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

3.13.6 Subcontractor Insurance

The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the

Contractor.

IFB for Springfield Department - SHC Page 21 of 34

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) 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.

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

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.

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

Monitor.

“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

If a Conference 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.

It is highly recommended that all Prime Contractors bring their intended subcontractors to the

Conference/Site Visit to ensure that all parties understand the IFB requirements and the socio-economic goals for this solicitation.

MBE subcontractors are encouraged to attend the Conference to market their participation to potential prime contractors.

In order to assure adequate accommodations at the Conference, please email the completed

Attachment 2 for those expected to attend the Conference to 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.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/

IFB for Springfield Department - SHC Page 22 of 34

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

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.

v. 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.

vi. 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

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.

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.

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.

Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Proposal

Notice/Vendor Feedback” form Attachment 1, 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

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.

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

Sheet.

The name of each…