Maryland Department of Health

Springfield Hospital Center

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07.

INVITATION FOR BIDS

SOLICITATION # BPM055969

Issue Date: March 18, 2026

Fire Detection System Maintenance and Emergency Services for

Springfield Hospital Center

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

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement

Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of

Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the

Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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

In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email or fax this completed form to the attention of the Procurement Officer

(see the Key Information Sheet below for contact information).

Title: Fire Detection System Maintenance and Emergency Services for Springfield Hospital Center

Solicitation No: BPM055969 If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we ordinarily provide.

( ) We are inexperienced in the work/commodities required.

( ) Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)

( ) The scope of work is beyond our present capacity.

( ) Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)

( ) We cannot be competitive. (Explain in REMARKS section.)

( ) Time allotted for completion of the Bid/Proposal is insufficient.

( ) Start-up time is insufficient.

( ) Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)

( ) Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in REMARKS section.)

( ) MBE or VSBE requirements. (Explain in REMARKS section.)

( ) Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section.)

( ) Payment schedule too slow.

( ) Other:

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS:

Vendor Name: Date:

Contact Person: Phone ( ) -

Address:

E-mail Address:

SPRINGFIELD HOSPITAL CENTER

IFB KEY INFORMATION SUMMARY SHEET

Invitation for Bids: FIRE DETECTION SYSTEM MAINTENANCE AND

EMERGENCY SERVICES FOR SPRINGFIELD

HOSPITAL CENTER

Solicitation Number: BPM055969

IFB Issue Date: March 18, 2026

IFB Issuing Office: MARYLAND DEPARTMENT OF HEALTH

SPRINGFIELD HOSPITAL CENTER

Procurement Officer: Lance Wolf

Springfield Hospital Center Procurement

Phone: 410-970-7128 e-mail: lance.wolf@maryland.gov

Contract Monitor: William “Bill” Liston

Director, Environmental Safety & Emergency Management

Springfield Hospital Center

6655 Sykesville Road, Sykesville, MD, 21784

Phone: 410-970-7043 e-mail: william.liston@maryland.gov

Term of Service: 6 Months from start of contract

Options 0

Bids are to be sent to: Via eMMA Solicitation only

Pre-Bid Wednesday, March 25, 2026, at 10:30AM EST

Administration Building, Springfield

Hospital Center 6655 Sykesville Rd, Sykesville, MD 21784

Closing Date and Time: Thursday, April 2, 2026, at 12:00PM Local Time mailto:lance.wolf@maryland.gov mailto:william.liston@maryland.gov

1.SUMMARY STATEMENT AND GENERAL INFORMATION

The Maryland Department of Health, Springfield Hospital Center (SHC) is seeking the services of a contractor to conduct testing, inspections, and repairs of all Fire Monitoring, Alarming, and Protection Systems.

This procurement is being solicited to obtain services that includes 6 months of quarterly, semi-annual, and annual tests and inspections, and emergency repairs of all Fire Monitoring, Alarming, and Protection systems in buildings on the campus of SHC. The Contract will include all Fire Alarm Control Systems and component parts, Fire Sprinkler Systems and component parts, and Fire Suppression Hood Systems, throughout the SHC campus, located at 6655

Sykesville Road, Sykesville, Maryland. Springfield Hospital Center is fully Joint Commission accredited and CMS certified and is an integral part of the mental health services delivery system of the State of Maryland. Springfield Hospital Center provides safe, effective care, evaluation and treatment services to individuals who have serious mental illness and individuals referred by legal authority for evaluation and treatment. Springfield Hospital Center is accredited by the

Joint Commission and certified by the Centers for Medicare and Medicaid. Springfield Hospital

Center has an average daily inpatient population of 220 patients.

Reliability of the fire detection systems and sprinkler systems is essential to the normal function of the Center. Failure of the above systems to operate properly can create a life/safety hazard for the employees and clients. Because of this all equipment and or system tests shall be performed as recommended by the original equipment manufacturer or by NFPA standards. The Contractor shall at all times execute the work in a manner which shall not interfere with the operation and daily routine carried on by the Center.

The Contract resulting from this IFB shall be a fixed priced contract, as defined in COMAR 21.06.03.02

The contract resulting from this solicitation shall be for six (6) months with zero (0) renewal option.

The Procurement Officer is the sole point of contact in the State for purposes of this solicitation prior to the award of any Contract. The name and contact information of the Procurement Officer are indicated in the IFB Key Information Summary Sheet.

The Department may change the Procurement Officer at any time by written notice.

The Contract Monitor is the State representative for this Contract who is primarily responsible for

Contract administration functions after Contract award.

1.1 Summary Statement

1.2 Contract Type

1.3 Term of Contract

1.4 Procurement Officer

1.5 Contract Monitor

The name and contact information of the Contract Monitor are indicated in the IFB Key Information

Summary Sheet.

The Department may change the Contract Monitor at any time by written notice.

eMMA is an electronic commerce system for the State of Maryland. The solicitation and Bidder questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA. In order to receive a contract award, a vendor must be registered on eMMA.

Registration is free. Go to https://emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

Written questions from prospective Bidders will be accepted by the Procurement Officer and shall be submitted via eMMA to the Procurement Officer indicated in the IFB Key Information Summary Sheet.

Questions are requested to be submitted no later than, Monday, March 30, 2026 at 10:30am EST. 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.

This Contract will be awarded in accordance with the Small Procurement method under COMAR

21.05.07.

Bids must be received by the Procurement Officer no later than the Bid Due date and time indicated in the

IFB Key Information Summary Sheet in order to be considered. All bids must include all documents as requested in Section 2.1 Minimum Qualifications and Section 3.5.1-5 Insurance Requirements.

Bids must be submitted via eMMA (eMaryland Market Place Advantage).

a. The Bid shall contain all price information in the format specified on the Bid Form and

Instructions in the eMMA bid tab. Complete the entire eMMA bid tab. Do not amend, alter, or leave blank any items on the Bid tab or include additional clarifying or contingent language on or attached to the Bid Form. Failure to adhere to any of these instructions may result in the Bid being determined to be non-responsive and rejected by the Department.

b. Please DO NOT hand delivery any replies to the facility.

Requests for extension of this time or date will not be granted.

Bids may ONLY be modified or withdrawn by written notice received by the Procurement Officer before the time and date set for the opening.

Vendors are required to bid on all bid items.

1.6 eMaryland Marketplace Advantage

1.7 Questions and Inquires

1.8 Procurement Method

1.9 Bids – Closing/Due Date and References

There will be a pre-bid conference and site visit held on Wednesday, March 25, 2026, at 10:30AM.

Individuals will meet at the Administration Building (see campus map) for the pre-bid conference followed by a site visit. All individuals must follow current infection control procedure, which may include wearing a mask. To ensure adequate seating and other accommodations at the conference, prior to attendance, vendors must RSVP to the Procurement Officer at lance.wolf@maryland.gov. 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 three (3) Business Days prior to the Conference date and

SHC will make a reasonable effort to provide such special accommodation. Attendees should bring a copy of the solicitation to the pre-bid conference.

Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their Bids. It is highly recommended that ALL Prime Contractors bring their intended subcontractors to the Conference/Site Visit to ensure that all parties understand the requirements of the contract. MBE subcontractors are encouraged to attend the Conference to market their participation to potential prime contractors.

Following the Conference, the attendance record and summary of the Conference will be distributed via eMMA and other methods the original IFB was distributed.

The Contract shall be awarded to the responsible Bidder submitting a responsive Bid with the most favorable Total Bid Price (as referenced in COMAR 21.05.02.13) for providing the services as specified in this IFB. The most favorable Total Bid Price will be the lowest price total. This solicitation is not a multi bid award. Any bid exceeding the Small Procurement delegation of fifty thousand dollars

($50,000.00) will not be considered for this solicitation. (Comar 21.05.07.03; 21.05.07.04)

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

Bids submitted in response to this IFB are irrevocable for 120 days following the closing date of the

Bids. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

If it becomes necessary to revise this IFB before the due date for Bids, the Department shall provide addenda to all prospective Bidders through eMMA. Addenda will be placed on eMMA within a reasonable time to allow Bidders to consider them in preparing their bids. It remains the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids. If the due date for submission of bids does not permit adequate time for consideration of the addenda by

Bidders, the bid due date will be extended.

Bidders should acknowledge receipt of all addenda to this IFB issued before the Bid due date. Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms,

1.10 Pre-Bid

1.11 Award Basis

1.12 Tie Bids

1.13 Duration of Bid

1.14 Revisions to the RFB

mailto:lance.wolf@maryland.gov additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be rejected as being non-responsive to the requirements of the IFB.

The State reserves the right to cancel this IFB, or accept or reject any and all Bids, in whole or in part, received in response to this IFB.

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

By submitting a Bid in response to this IFB, a Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this IFB and the Contract, attached herein as Attachment A. Any exceptions to this IFB or the Contract must be raised prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

Any protest or dispute related, respectively, to this solicitation or the resulting Contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

The selected Bidder shall be responsible for rendering goods and services for which it has been selected as required by this IFB. All subcontractors shall be identified and a complete description of their role relative to the Bid shall be included in the Bidder’s Bid.

If a Bidder that seeks to perform or provide the services required by this IFB is the subsidiary of another entity, all information submitted by the Bidder, such as but not limited to, references, financial reports, or experience and documentation (e.g., insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement that the parent organization will guarantee the performance of the subsidiary.

If the solicitation requires that particular personnel be designated by the Bidder 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.

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

1.15 Cancellations

1.16 Incurred Expense

1.17 Mandatory Contractual Terms

1.18 Protest/Disputes

1.19 Bidder Responsibilities

1.20 Substitution of Personnel

1.21 Compliance with Laws/Arrearages

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

Before a business entity can do business in the State it must be registered with the Maryland Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West

Preston Street, Baltimore, Maryland 21201. The SDAT website is http://dat.maryland.gov .

It is strongly recommended that any potential Bidder complete registration prior to the due date for receipt of Bids. A Bidder’s failure to complete registration with SDAT may disqualify an otherwise successful

Bidder from final consideration and recommendation for Contract award.

Bidders are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as follows:

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

(a) Falsify, conceal, or suppress a material fact by any scheme or device;

(b) Make a false or fraudulent statement or representation of a material fact; or

(c) Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under subsection (1) of this section.

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

The Contractor shall choose one method of submission, USPS, or email. The Contractor shall submit an original of each invoice and signed authorization to invoice to the Contract Monitor and the Accounts

Payable office.

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

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

1) Contractor name and address;

2) Remittance address;

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

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

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

1.22 Verification of Registration and Tax Payment

1.23 False Statements

1.24 Payment

http://dat.maryland.gov/

11) Any additional documentation required by regulation or the Contract.

The facility reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the facility with 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.

Any action on the part of the facility, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.04.

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.

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

1) The amount invoiced is inconsistent with the Contract;

2) The proper invoice has not been received by the party or office specified in the Contract;

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

4) The item or services have not been accepted;

5) The quantity of items delivered is less than the quantity ordered;

6) The items or services do not meet the quality requirements of the Contract; or

7) 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.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 2 -MINIMUM QUALIFICATIONS

Bidder:

2.1.1 Bidder shall submit with its bid a list of names of employees who will be performing the work under the scope of the contract resulting from this solicitation. For each employee to perform work under the resulting contract the bidder must include

a. Type of license and copy of license if applicable;

b. Years and type of experience with work similar to the scope as described in Section 3.

2.1.2 Within five days of being notified of apparent awardee status, the bidder shall provide proof of third-party insurance in the amount specified with this IFB. (3.6 Insurance Requirements)

2.1.3 The bidder is to provide a list of all current contracts with any entity of the State of Maryland, or which have been completed within the last five years. For each identified contract the vendor is to provide:

a. a. State contracting entity

b. A brief description of the services/goods provided

c. The dollar value of the contract

d. The term of the contract

e. The State employee contact person (name, title, telephone number and e-mail address)

f. Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised.

If the bidder does not hold any current contracts or not held any contracts that have been completed within the last five years with the State of Maryland, the bidder will include with their submitted response a statement indicating such.

Minimum Experience:

2.1.3 Bidder shall have a minimum of two years of experience providing services similar in size and scope to that of the Scope of Service in Section 3 of this Invitation for Bid Document. The Bidder shall provide with its bid at least three references to attest to the bidders experience in providing these services within the past five years. Each reference shall include:

a. Business name and address

b. Business telephone number

c. Point of contact name

d. Dates of contract/service

e. Scope and value of contract

2.1 Bidder Minimum Qualifications

SECTION 3 – SCOPE OF WORK

Springfield Hospital Center (SHC), established in 1896 in Carroll County, is the second oldest and second largest public psychiatric hospital in Maryland. Administratively, the facility is operated by the Maryland Department of Health and Mental Hygiene (DHMH), under the direction of its Mental Hygiene Administration (MHA). Springfield Hospital Center serves anyone in the state, but mostly residents in the central metropolitan region of Maryland, from

Baltimore City and Montgomery County, and from Carroll, Howard, Prince George’s, Anne

Arundel and Baltimore Counties. In addition, SHC serves all Maryland residents who are deaf and have psychiatric illness, or any individual across the state referred from the Mental Hygiene

Administration’s Centralized Admission and Referral Service.

Springfield Hospital Center provides safe, effective care, evaluation and treatment services to individuals who have serious mental illness and individuals referred by legal authority for evaluation and treatment. Springfield Hospital Center is accredited by the Joint Commission and certified by the Centers for Medicare and Medicaid. Springfield Hospital Center has an average daily inpatient population of 220 patients.

Reliability of the fire detection systems and sprinkler systems is essential to the normal function of the Center. Failure of the above systems to operate properly can create a life/safety hazard for the employees and clients; to prevent system failure and subsequent hazards, all equipment and or system tests shall be performed as recommended by the original equipment manufacturer or by NFPA standards. The Contractor shall at all times execute the work in a manner which shall not interfere with the operation and daily routine carried on by the Center.

It is the State’s intention to obtain preventive maintenance and an emergency services program for the

Center’s internal fire detection system, as specified in this IFB, from a Contract(s) between the selected

Bidder(s) and the State.

The Springfield Hospital Center Campus map is provided as Attachment A2. The equipment and building lists are provided in Attachment A3. Detailed specifications of work to be performed under this solicitation are as follows:

3.2.1 Responsibilities and Tasks

CONTRACTOR SHALL:

a. Conduct quarterly, semi-annual, and annual tests and inspections, and emergency repairs of all

Fire Monitoring, Alarming, and Protection Systems in all buildings on the campus of

Springfield Hospital Center.

b. Include all Fire Alarm Control Systems and component parts, Fire Sprinkler Systems and component parts, Fire Suppression Hood Systems, and Fire Extinguishing Systems.

3.1 Background and Purpose

3.2 Scope of Work Requirements

I. Fire Detection Systems

i. Routine Service, Testing and Preventive Maintenance

ii. Emergency Service

II. Sprinkler Systems

i. Routine Service, Testing and Preventive Maintenance

ii. Emergency Service

III. Fire Extinguishers (approximately 315)

i. All required testing, Inspection and Preventive Maintenance

ii. Emergency Service

Inspection frequencies are specified in National Fire Protection Association Standard (NFPA) 10:

7.1.2; 7.2.2; 7.2.4; 7.3.1

All inspections shall be performed in accordance with the most current NFPA standards and in accordance with all federal, state, county, and local codes and recognized work practices.

However, if the criteria for inspections listed in the specifications are more stringent than the

NFPA standards, the procedure listed in the specifications shall apply.

c. Furnish all labor, materials, and equipment, to perform all operations required to complete the total work in accordance with the specifications, spreadsheets, drawings, in compliance with

The Joint Commission Hospital Accreditation requirements, NFPA, CMMS, ANSI, applicable codes, and Federal, State, and local laws and regulation, which include, but are not limited to:

I. Plumbing Code

II. Basic National Building Code (BOCA)

III. National Fire Protection Association (NFPA 25, 70E, 72, 80, 90A, 96, 101, 105, and

111)

IV. National Electrical Code NFPA 70E

d. Provide device identification for each fire protection system device tested or inspected (pull station, flow switch, smoke detector, horn, strobe, bell, duct detector, heat sensor, FACP, FDC, tamper switch, etc.). The contractor will use a contractor specific unique identifier, which denotes an exact description giving its device type, location, and the test or inspect result for each device.

e. Provide the following records to the Contractor Monitor:

I. Completed pass/fail spreadsheets for devices within patient care buildings. The

Contract Monitor will provide the Contractor with these spreadsheets each quarter.

II. Reports for tenant and ancillary services buildings Fire Alarm Control Panels, Kitchen Hoods, Wet Sprinkler testing, Dry Sprinkler testing, and summary reports on contractor’s own forms.

III. Each quarter the contractor shall provide a binder to SHC of completed device testing spreadsheets. Additionally, the contractor will provide an electronic copy of the device testing spreadsheets.

IV. The fire alarm/detection panels shall be tagged each time they are inspected. Tags shall reflect the date services were provided and the technician’s name, legibly written.

V. Documentation that follows Joint Commission standard EC.02.03.05 EP27, which states:

i. Documentation of maintenance, testing, and inspection activities for

Standard EC.02.03.05 EP’s 1 – 20, 25, 28 (including fire alarm and fire protection systems) includes the following:

1. Name of the activity

2. Date of the activity

3. Inventory of devices, equipment, or other items

4. Required frequency of the activity

5. Name and contact information, including affiliation, of employee that performed the activity.

6. NFPA standard(s) number and the year (EP 28) referenced for the activity on documentation, reports, and all invoices.

7. Results of the activity

VI. Operational, testing, and maintenance manuals as applicable. Upon completion of work for new systems and/or equipment, the Contractor will carefully test all pieces for actual operation as made to function and provide the Contract Monitor with an operation and maintenance manual for each piece of equipment or each new system and/or piece of equipment.

f. Complete the annual inspection of the patient buildings within 15 calendar days of the start date of the contract resulting from this solicitation.

g. Ensure that tests, inspections, and reporting work be completed to meet the following schedule:

FIRE DETECTION SYSTEMS FREQUENCY

Clean and test all smoke detectors 6 months

Check all smoke duct detectors, replace them if necessary. Contractor shall supply unit price for replacement of smoke Duct detectors.

6 months

Test all fire pull stations. All defective pull stations will be replaced immediately. Contractor shall supply unit price for fire detection pull stations.

Check all fire horns and flashing lights to ensure proper operation, repair as necessary.

Check annunciator panel for proper operation and service. 6 months

Inspect fire alarm panel to ensure it properly trips sensors and sends radio signals to remote monitoring system, include fire alarm and fire trouble.

Instruct/inform the Springfield Hospital Center safety employees with proper operation of the equipment.

All fire and smoke dampers are operated at least every six years in patient occupied buildings (with fusible links removed where applicable) to verify that they fully close. All other buildings every four years.

Once during the initial contract term

Any penetrations to walls or ceilings, is the responsibility of the contractor to repair using approved NFPA Fire Resistive Caulking or other approved methods approved by the contract monitor.

SPRINKLER SYSTEMS FREQUENCY

Inspect the system to determine whether it is in service and in satisfactory condition in accordance with NFPA standards.

Quarterly

Inspect the sprinkler control valves for proper position, general condition, accessibility, and appropriate signage.

Inspect and perform required water flow tests for each system from main drain and inspector’s test valve, weather permitting. In the event of inclement weather, the technician will reschedule for earliest possible date.

Inspect and test the operation of system air compressors for activation and cutoff.

Inspect and test the fire sprinkler system alarm components for satisfactory condition and operation.

Check the sprinkler heads in each building and provide the Center with a unit price for replacement heads.

Compile a complete written report of the inspection, citing codes, explaining any deficiencies, and recommending corrective action to be taken in accordance with recognized codes cited for care and maintenance.

Tag devices as required and perform all required record keeping. Quarterly

Test all low-pressure alarms, supervisory circuits, and auxiliary functions for proper operation.

Identify potentially detrimental site conditions that could compromise the performance of mechanical and/or electronic components of the system.

Every Visit

Inspect the general condition of visible and accessible sprinkler system piping, hangers, drain valves, gauges and related equipment.

Provide Springfield Hospital Center safety employees with proper operation of the equipment.

FIRE EXTINGUISHERS FREQUENCY

Check that extinguishers are in the designated locations 6 months

Ensure that there are no obstructions to access or visibility 6 months

Check that the operating instructions on the nameplate are legible and facing outward

Check that safety seals and tamper indicators are not broken or missing 6 months

Determine fullness of the extinguishers by weighing or hefting 6 months

Examine extinguishers for obvious physical damage, missing parts, corrosion, leakage, or clogged nozzles

Check that pressure gauge or indicator reads in the operable range or position 6 months

Check the condition of the hose and nozzle (and tires and wheels for wheeled units)

Make sure that HMIS label is in place 6 months

Tag each unit to ensure that it conforms to fire department regulations 6 months

6-year maintenance Per extinguisher, as required

12-year maintenance Per extinguisher, as required

Hydro testing of pressurized dry chemical extinguishers As required

Hydro testing of CO2 extinguishers As required

Hose continuity test As required

Inspection of cartridge type extinguishers As required

For additional guidance on the required frequency of Inspection, Testing and Service the

Contractor shall refer to the current edition of NFPA Standards.

h. At the conclusion of each Preventive Maintenance Service, the Contractor shall furnish a detailed written inspection report to the Contract Monitor within fifteen (15) days of the completed inspection. This report shall include the condition of items inspected, preventive/routine maintenance work performed and a list of items that are recommended for repair, maintenance, or replacement. The report shall also identify potentially detrimental site conditions that could compromise the performance of mechanical and/or electronic components of the system. In addition, a written service report shall be provided for each service call. The written report shall be prepared in sufficient detail and description to identify the exact work, specific location of where the work was performed and the name of the technician who performed the work. General statements on service reports shall be deemed unacceptable. A copy of the service report shall be submitted to the Contract Monitor:

I. Twice annually, the Contractor shall generate a report, which details the status of all fire suppression, alarm equipment and fire extinguishers. The report shall include the following:

i. Date of maintenance activities on fire suppression, alarm/detection equipment and fire extinguishers

ii. Names of personnel performing maintenance activities

iii. Itemized list and description of condition of fire suppression, alarm/detection equipment and fire extinguishers by building.

i. Respond within four (4) hours to each call for repair. These calls include trouble shooting, investigation, identification, and replacement of fire alarm system components and peripheral devices followed by expedited repairs. All repair work must be pre-approved by the DES&EM and Contract Monitor/designee with a proposal and quote approved in writing from the

Springfield Hospital Center’s Procurement Office. If the Contractor fails to respond to an emergency call within a twenty-four (24) hour period, the Center reserves the right to contact another company to correct the problem and the cost of this service shall be deducted from the amount normally paid to the contracted company.

j. Under the terms and conditions of this Contract, the Contractor shall supply all repair, replacement parts and materials when the cost of each part does not exceed five hundred dollars ($500).

Approval for repair of major (in excess of $500.00) problems shall be obtained from the contract monitor or designee prior to starting work. A price list shall be provided prior to beginning the work when a portion of the cost is to be assumed by Springfield Hospital

Center. The Contractor shall pay the first five hundred dollars ($500.00) of a part cost and

Springfield Hospital Center will pay any portion in excess of five hundred dollars ($500.00).

Springfield Hospital Center will allow a fifteen percent (15%) mark-up on parts. The submission of a paid invoice shall be required as proof of cost. Springfield Hospital Center reserves the right to obtain replacement parts elsewhere for installation by the Contractor at the quoted labor rate. Springfield Hospital Center will pay the Contractor for all labor at the hourly rate quoted on the awarded contract’s bid price schedule.

Upon completion of the service, the Contractor must obtain signed verification from the contract monitor or designee that the service has been performed. All inspections shall be coordinated with the contract monitor or designee and any problems which require attention shall be reported to the contract monitor or designee.

The Contractor shall be required to evaluate the condition of all equipment and make appropriate recommendations to the Contract Monitor as to what items are in need of repair or replacement. The Contractor shall be required to gather and provide all pertinent product information on the part needing repair or replacement. This information shall be comprehensive enough so that the new repair/replacement parts may be ordered and obtained in a timely fashion. The Contract Monitor shall be consulted, and approval required before any new components are ordered.

If the Contractor finds that extra repair work is necessary to place the fire detection systems in an acceptable condition prior to assuming the equipment covered under this Contract, the

Contractor will so note the problem and the cost of such repair and attach this information to the bid documents. If the additional work is authorized by Springfield Hospital Center, the

Contractor shall complete the extra work within thirty (30) days from the initial date of the

Contract. If such written statement is not submitted, this will be construed as the Contractor accepting the condition of the equipment for normal operation.

Any failure by the Contractor to become acquainted with available information shall not relieve the Contractor from the responsibility for estimating properly the difficulty or cost of successfully performing the work. Springfield Hospital Center assumes no responsibility for any conclusions or interpretations made by the Contractor on the basis of the information made available by Springfield Hospital Center.

Procurement of parts and/or materials needed will be up to the discretion of the Contract

Monitor or designee as to whether they will be purchased through the Contractor or purchased from another supply source. This will be determined as the need arises. In the event that any major equipment failure should occur, (which would necessitate extensive equipment replacement, costs in excess of $1,000), the Center reserves the right to obtain competitive bids for the project.

The Contractor shall be able to provide replacement parts and/or devices, as required, within

48 hours of notification to the Contract Monitor that repairs are necessary for the internal fire detection and fire sprinkler components covered by this Contract.

The Contractor shall furnish all tools and equipment necessary for the performance of this

Contract, i.e., power and hand tools, ladders, test equipment, etc.

Travel time for service calls shall be the sole responsibility of the Contractor, and the

Contractor shall bear the cost as part of the Contractor’s base bid proposal.

k. Provide mechanical and electrical repairs, and new, pre-approved replacement parts for all repairs. Those repairs recommended to prevent failure must be pre-approved by the Director

Environmental Safety and Emergency Management. Any costs for hardware, components and peripheral devices must be approved by the SHC DES&EM & Contract Monitor/designee. All materials are at the Contractor’s verified costs, which requires the Contractor to submit their suppliers invoice to SHC for reimbursement.

l. Provide services that meet the specifications contained and referenced within this solicitation to the satisfaction of the DES&EM and Contract Monitor. Should the DES&EM and Contract

Monitor determine the service does not satisfactorily meet the requirements, the Contractor shall remain at the site to complete the job to the satisfaction of the DES&EM and Contract

Monitor.

m. Ensure that all materials, supplies, equipment, or services required by the contract resulting from this solicitation comply with the applicable U.S. and Maryland Occupational Safety and

Health Act Standards.

n. Immediately notify the Contract Monitor in writing, setting forth the Contractor’s observations/suspicions and request instructions should if at any time during the performance of work required by the contract resulting from this solicitation, the Contractor finds or has reason to suspect the presence of asbestos in the work area. At the same time, the Contractor shall withdraw all the Contractor’s personnel from the potentially contaminated area.

o. The Contract Manager or her designee will give written notice of performance issues to the

Contractor, clearly describing the problem and delineating remediation requirements(s). The

Contractor shall respond with a written remediation plan within three (3) Business Days and implement the plan immediately upon written acceptance of the Contract Manager. If performance issues persist, the Contractor Manager may request the immediate removal of the person(s) whose performance is at issue and determine whether a substation is required.

p. Warranty for a two (2) year period commencing on the date of substantial completion of the project:

I. That the work contains no faulty or imperfect material or equipment or any imperfect, careless or unskilled workmanship.

II. That the Contractor shall correct, repair or remove and replace with proper work without cost to the Hospital or the State, any work found not to be as guaranteed by this section or otherwise not in conformity with the Contract and that the Contractor will make good all damages caused to other work or materials in the process of complying with this section.

III. That the entire work shall be watertight and leak proof in every particular aspect, as applicable.

q. Meet with the DES&EM & Contract Monitor/designee, within three (3) business days of the

Contract Award, for confirmation of the required inspections start date and will work with

SHC’s staff as assigned/designated by the DES&EM and Contract Monitor/designee.

r. Do not perform additional work not stated in specifications that may lead to additional costs without written approval from the DES&EM and Contract Monitor or the SHC Procurement

Office. The Contractor must have the approval of the Contract Monitor or designee before any modifications or alternations are made to any items of equipment.

s. Provide SHC with two (2) current working telephone numbers and a name of their representative to be contacted at all times (can be reached on a twenty-four (24) hour per day basis, 7 days per week, 365 days per year) for the necessity during these hours:

I. Normal working hours (7:00am – 3:30pm, Monday – Friday)

II. “After” normal working hours/evenings

III. Saturdays and Sundays

IV. State Holidays.

t. The Contractor shall perform all preventive and routine maintenance work during normal working hours (7:00am – 3:30pm, Monday – Friday, except during state holidays). Work that is required during hours other than the normal hours are to be approved by the Contract

Monitor or designee prior to the work being performed.

u. The Contractor shall submit a statement of hourly rates for each class of employee to be used in the performance of each type of work covered under this Contract. These rates shall be part of the bid and must be included in the bid page.

v. Upon completion of each day’s work, the Contractor shall submit to the Director of

Maintenance /designee, a service ticket for review and approval, and must include:

I. Date of service

II. Location of work performed.

III. SHC and the Contractor both shall maintain one copy for records and verification upon invoicing.

w. The service ticket is the authorizing document for verification of satisfactory work completion and must be submitted with the Contractor’s invoice. If Contractor’s service tickets are not submitted with the invoice, and/or was not approved by the DES&EM & Contract

Monitor/designee, the invoice processing may be delayed and possibly not paid at all.

x. The Contractor shall, at all times, execute the work in a manner which shall not interfere with the operation and daily routine carried on by the Center and the Contractor shall agree to any reasonable request by the Contract Monitor for scheduling and performance of the work.

y. Upon two business days notification, apparent awardee must provide for all persons coming to campus in relation to the contract resulting from this solicitation proof of COVID-19 vaccination or documentation of a medical or religious exemption approved by Maryland

Department of Health’s (MDH) Office of Equal Opportunity Programs (OEOP).

3.3.1.1 Services To Be Performed/Statement of Work/Deliverables: The Contractor may sub-contract all or any portion of the work assigned under this Contract. All work shall be performed by the

Contractor’s workforce. Any Contractor or Sub- Contractor responsible for the maintenance, repair, and inspection of the fire detection and/or fire sprinkler system assures that the services provided are capable of interacting with the current AES Wireless Fire Alarm Monitoring &

Reporting System. AES Wireless Fire Alarm Monitoring & Reporting System interacts with 21 buildings on the hospital campus and is monitored 24-7 to alert the facility of any fire trouble or

3.3.1 Sub-contracting

alarm allowing prompt response to maintain the safety for all patients and staff within the campus. Any changes to the sub-contractor must be approved by the Springfield Hospital Center contract monitor 30 days prior to the change. The sub-contractor technicians must be trained and certified.

3.3.1.2 Qualifications/Requirements: The Contractor or sub-contractors utilized to inspect, maintain and repair any part of the fire detection and/or fire sprinkler system including fire extinguishers have trained personnel in his or her employ who are licensed/certified with the type(s) of fire detection and fire sprinkler systems as shown on the schedule. This should be documented by providing a list of personnel who shall perform services under this Contract and their experience and background relative to their experience with the fire detection/fire sprinkler systems service.

3.3.2.1 The State will provide normal office working facilities and equipment reasonably necessary for

Contractor performance under the Contract. Any special requirements shall be identified. The

Contractor shall report to the DES&EM & Contract Monitor/designee prior to starting any work.

3.3.2.2 The State is responsible for providing required information, data, documentation, and test data to facilitate the Contractor’s performance of the work.

3.3.2.3 The Contract Monitor will work with the Contractor to schedule all required services within a reasonable time frame.

3.3.2.4 Before any work begins, the Awarded Contractor shall confer with the DES&EM and Contract

Monitor to review the full scope of work, Contractor Guidelines policy, Sign-In & Out requirements, Fire/Safety Guidelines established for the facility, and other policies related to the work, a sequence of procedure, means of access to the premises, use of approaches, use of facilities, and meet SHC staff the Contractors will be working with.

3.3.2.5 All services which include, but is not limited to, testing, modifications, additions to equipment, material furnished or utilized, and workmanship performed included under this contract shall be subject to inspection and testing by the Center. The Center reserves the right to make or cause to be made such inspections and tests to assure that the requirements of these specifications are being fulfilled. Should it be found that the standards specified herein are not being satisfactorily maintained the State may immediately demand that the Contractor meet the requirements. If the

Contractor fails to comply with such demands within a reasonable time not to exceed two (2) weeks the Center may by written notice to the Contractor terminate their right to proceed further with the work. In such event the Center may take over the work and prosecute it to completion by

Contract or otherwise, and the Contractor shall be liable for any additional cost incurred by the

Center.

3.3.2.6 If it becomes necessary to perform work on days or at times other than those indicated above or on holidays, special permission must be obtained in advance from the State’s representative in writing.

3.3.2.7 State holidays shall be observed by the Contractor and shall include:

New Year’s Day

Martin Luther King Day

3.3.2 Departments Obligations

Presidents Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Native American Heritage Day

Christmas Day and all other additional days authorized by the Governor, plus official general election holidays.

The term of this contract(s) is for a period of six (6) months year with zero option years.

3.5.1 The Contractor agrees to perform no repair work on any AES Wireless System equipment without prior written approval from the Contract Monitor or designee.

3.5.2 Any work the Contractor performs on any AES Wireless equipment outside of the scope of the

Quarterly, Bi-Annual, or Annual Inspections and Testing without written approval from the

Contract Monitor may result in the Contractor being held fiscally responsible for any damage or breach of warranty.

3.5.3 The Contractor agrees to cooperate with Total Building Solutions and their representatives through any troubleshooting or repair that requires work on/with both the AES Wireless System equipment and non-AES Wireless System equipment and will adhere to the hourly labor rates as submitted on “Attachment B.2 Repair Hourly Rates.”

Responsibility for Damage Claims

The Contractor shall indemnify and save harmless and defend the State and all of its representatives from all suits, actions, or claims, of any character brought on account of any injuries or damages sustained by any person or property in consequence of any work performed under this Contract either by the

Contractor or any subcontractor, or their employees, agents, or…