FR070172_IFB Rebuild Alternators Starters.doc.pdf

M A R Y L A N D D E P A R T M E N T O F

T R A N S P O R T A I O N

S T A T E H I G H W A Y A D M I N I S T R A T I O N

I n v i t a t i o n f o r B i d s ( I F B )

C o n t r a c t s L e s s T h a n $ 5 0 , 0 0 0

PROJECT: Rebuild Alternators, Starters, Tarp Motors & Etc.

CONTRACT NO. FR070172

ADVERTISEMENT DATE: June 17, 2024

PRE-BID CONFERENCE: N/A

QUESTIONS DUE BY: July 11, 2024 @ 1:30 P.M. EST

BID DUE DATE / TIME: July 20, 2024 @ 1:30 P.M. EST

BID LOCATION: Maryland Department of Transportation State Highway Administration Frederick Maintenance Shop 5111 Buckeystown Pike Frederick, MD 21704

I. SUMMARY STATEMENT

The State Highway Administration is soliciting bids for a vendor to rebuild alternators, starters, tarp motors & etc. for various types of fleet vehicles, ranging from light weight pick-ups to heavy equipment, throughout Frederick County, MD on an as-needed basis.

II. SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which award will be limited to Certified Small Business Contractors. Only Contractors that meet the statutory requirements set forth in State Finance and Procurement Article Subsections 14-501 through 14-505, Annotated Code of Maryland, and who are registered with the Department of General Services Small Business Reserve Program are eligible for award of a contract.

Refer to Attachment No. II for further information regarding this program.

III. ISSUING OFFICE and PROCUREMENT OFFICER

Maryland Department of Transportation State Highway Administration

Frederick Shop Attention: Kenneth Karlheim 5111 Buckeystown Pike

Frederick, MD 21704

The Procurement Officer is Kenneth Karlheim, Resident Maintenance Engineer. The sole point of contact for purposes of this IFB is the Procurement Officer’s Designee, Charity Barnes. The Procurement Officer’s designee may be contacted at telephone number 301- 624-8250 between 8:00 A.M. and 3:30 P.M. or by email at cbarnes4@mdot.maryland.gov.

NOTE: The Contractor is solely responsible for ensuring any information sent to the Procurement Officer by email has been received by the Procurement Officer or their Designee.

IV. BID DUE DATE

The Bids must be received by the Procurement Officer or their designee, Charity Barnes at the MDOT State Highway Administration offices located at 5111 Buckeystown Pike, Frederick, MD 21704 on or before July 20, 2024 @ 1:30 P.M. EST.

Bids shall be opened publicly at the time, date and location designated above.

Contractors are responsible for assuring that their bids are delivered to the specified location before the deadline for receipt of bids, including those delivered by U.S. Postal Service.

Oral, fax, telegraphic, mailgram or E-mail bids will not be accepted.

Bids, requests for withdraws, and modifications not received by the time and at the place indicated are late and may only be considered in accordance with COMAR 21.05.02.10.

V. PRE-BID CONFERENCE

There will be no pre-bid conference for this IFB. Any questions are due by July 11th, 2024 @ 1:30 P.M. EST

VI. DURATION OF BID OFFER

Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the due date. The Procurement Officer may, however, request vendors to extend the time during which the State may accept their bids. Once a bid is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period.

VII. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small Procurement Regulations ($50,000 or Less).

VIII. TERMS and CONDITIONS

A. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

B. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract.

C. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

D. Changes. This contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract (including the Contract price).

E. Termination for Default. If the Contractor does not fulfill obligations under this

Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of

COMAR 21.07.01.11B.

F. Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law.

G. Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

H. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination.

Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2).

IX. SCOPE OF CONTRACTOR SERVICES

It is the intent of the State Highway Administration to establish a Contract to rebuild alternators, starters, tarp motors & etc. for the Frederick Maintenance Shop.

The Contractor’s operations shall conform to all applicable State and Local regulations (codes). All work performed under this contract shall be done in accordance with the Maryland Department of Transportations, State Highway Administration’s Specifications included in the IFB.

All work shall comply with all regulations and requirements.

NOTICE TO CONTRACTORS

REQUEST FOR INFORMATION. Any information regarding the requirements or the interpretation of any provision of the Contract Documents shall be requested, in writing, and delivered prior to the scheduled date of Responses to questions are due by July 11, 2024 by 1:30 pm or inquiries having any material effect on the bids shall be made by written addenda sent to all prospective bidders. The Administration will not respond to telephone requests for information concerning this invitation for bids that would materially affect the bid.

Written requests for information or questions shall be addressed to:

Charity Barnes 5111 Buckeystown Pike Frederick, MD 21704

Or EMAIL to cbarnes4@mdot.maryland.gov

Each request for information or questions shall include the Contract number and the name and address of the originator.

CONTRACT MANAGER (CM)

The CM for this contract shall be Mr. Nathan Tice, Shop Chief. Mr. Tice can be reached at 301-624-8250. The Contract Manager may appoint other authorized representatives to call in service requests.

Vendor Qualifications:

• The Contractor shall have a minimum of five (5) years’ experience in rebuilding alternators, starters, tarp motors & etc. for the Frederick Maintenance Shop. The required experience shall be submitted as part of the bid packet.

**Failure to have necessary equipment and man-power will not be sufficient reason to void contract once award has been made.**

• The Contractor shall be licensed as a business in the State of Maryland. The

Contractor shall provide documentation of such license with bid packet.

• The Contractor shall submit three (3) references at time of request by procurement officer, the name, address, telephone number and point-of-contact of at least three firms, for which the bidder provided services within the preceding twenty four (24) months. References may be checked prior to award. Any negative responses received may result in disqualification of the bid.

Services Requirements:

• Vendor must be located within a 25 mile radius from the Frederick Maintenance

Facility.

• Regular service shall be made available between the hours of 7:30 AM. - 4:00 PM, Monday through Friday, excluding State recognized holidays. The State recognized holidays are New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

All work shall conform to Federal, State, county and local codes, rules and regulations.

X. LIABILITY

The Contractor must be covered by a sufficient amount of liability insurance. The Contractor shall provide State Highway Administration with proof of liability insurance and coverage before the contract is awarded.

XI. BID CONTENT

The bidder shall submit an original Contract Bid Form for this Project. The bid shall be submitted on Attachment No. I. Attachment No. I is not to be altered in any way and is to contain only the price or prices stipulated on the form.

If claiming Small Business Preference, the bid must include

• Certified small business that is not veteran-owned or disabled-veteran-owned: Provide the completed Maryland Department of Transportation (MDOT) Small Business Contract Affidavit (Attachment III)

• Veteran-owned certified small business: Provide the completed Maryland

Department of Transportation (MDOT) Small Business Contract Affidavit (Attachment III) AND a copy of the business owner’s DD Form 214 attesting to discharge or release under conditions other than dishonorable.

• Disabled-veteran-owned small business that is currently verified and registered on www.VetBiz.gov: Provide the completed Maryland Department of Transportation (MDOT) Small Business Contract Affidavit (Attachment III) AND a copy of the letter from the U. S. Department of Veterans Affairs Verification Program showing your verification is current.

• Disabled-veteran-owned small business that is NOT currently verified and registered on www.VetBiz.gov: Provide the completed Maryland Department of Transportation (MDOT) Small Business Contract Affidavit AND a copy of the business owner’s DD Form 214 attesting to discharge or release under conditions other than dishonorable AND a copy of your Adjudication Letter from the U.S.

Veterans Administration.

Bid submissions must be:

• Submitted in a sealed envelopes.

• Addressed to MDOT SHA Frederick Shop

Attn: Charity Barnes 5111 Buckeystown Pike Frederick, MD 21704

• Clearly marked with the full name and address of the bidder.

• Clearly marked with the contents of the envelope: (i.e., Bid Submission -

Contract No. FR070172)

XII. PAYMENT

The Maryland Department of Transportation, State of Maryland Purchasing Card (credit card) must be accepted for purchases made under this Contract within the per transaction limitation of $ 5,000.00. No credit card processing fees or other processing fees may be charged. Purchase orders issued that exceed the credit card dollar limitation shall have payment terms of net 30 days upon receipt of an approved invoice. Invoices must contain a unique invoice number (not duplicate or repeated), the complete company name, address, telephone number, SHA contract number, F.E.I.N. (Federal Employment Identification Number). Invoice shall contain details of items, services supplied and locations. Failure to do so may result in delay of payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

State Highway Administration is exempt from Federal Excise taxes and State and Local Sales Taxes (Tax Exemption # 30002563). Respondents shall not include these taxes in the bid price. Exemption certificate shall be successful bidder.

XIII. AWARD

Award will be to the lowest responsive & responsible qualified bidder.

XIV. OPENING of BIDS

Bids will be opened publicly in accordance with the provisions in COMAR 21.05.02.11 on the date and time specified in Section III of this IFB.

XV. DURATION OF THE CONTRACT/PROJECT

The duration / term of the contract is 36 months or total payments of $49,999.00, whichever comes first.

XVI. ATTACHMENTS

• Contract Bid Form -- Attachment No. I

• Notice to Bidders – Small Business Preference Procurement Attachment No. II

• Small Business Contract Affidavit Attachment No. III

• References - Attachment No. IV

C O N T R A C T B I D F O R M – A T T A C H M E N T - I ( p a g e 1 )

This form is to be completed in its entirety, is not to be altered in any way and is to contain only the price or prices stipulated on the form.

State Highway Administration IFB No.: FR070172 Vendor Name:

Date of Bid:

Column A Column B Column C Column D Column E

Line Item

Item / Description

Unit Price

Approximate Quantity

Extended Price

1001 1117896 Rebuild Alternator

$_______ each

30 each $ _______

1002 1990420 Rebuild Starter

$_______ each

30 each $ _______

1003 10120 Rebuild Tarp Motor $_______ each 5 each $ _______

1004 1993969 Rebuild Starter $ ______ each 30 each $ _______

1005 190111155 Rebuild Alternator $ ______ each 30 each $ _______

1006 4882640 Myers motors (New) $ ______ each

5 each

1007 AL9961LH Alternator (New) $ ______ each

15 each

1008 Weather pack kit replacement parts $_______each 100 each

Grand Total (1001 thru 1008) $ _______

NOTE:

a) Quant i t ies are es t imated and used for b id evalua t ion on ly. They may no t represent the actua l quan ti t ies exper ienced once the cont rac t i s awarded.

b) I f the “Total Bid Amount” resu lt s in a to tal that exceeds $24,999 , the contrac t wr i t ten with the low bidder wil l be wr i t ten as “not to exceed $25,000” using the unit pr ices es tabl i shed in Column C.

c) SHA is exempt f rom Maryland Sa les and Use Taxes by Exemption Cert if ica te Number

3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. Do not inc lude tax in bid.

C O N T R A C T B I D F O R M - A T T A C H M E N T - I ( p a g e 2 )

F O R T H E C O N T R A C T O R :

S i g n a t u r e / D a t e :

P r i n t N a m e :

T i t l e :

F e d e r a l T a x I . D . N u m b e r :

P h o n e N u m b e r :

ATTACHMENT II

NOTICE TO BIDDERS

SMALL BUSINESS PREFERENCE PROCUREMENT

A "small business preference" procurement is one for which bids are invited from all qualified bidders, including both qualified small and regular businesses. “Percentage preference" means the maximum percentage by which a responsive bid from a responsible small business bidder may exceed the lowest responsive bid submitted by a responsible bidder that is not a small business and still be awarded the procurement.

The preference percentages for this procurement are as follows:

• State-certified, small business (not a veteran-owned or disable-veteran-owned small business) 5%

• State-certified, veteran-owned small business 7%

• State-certified, disable-veteran-owned small business 8%

This procurement meets the statutory requirements set forth in State Finance and Procurement Article, §14-201 to14-203, Annotated Code of Maryland. Only small businesses that are registered with the Department of General Services Small Business Reserve Program (www.dgs.state.md.us) qualify for the small business percentage preference.

Effective October 1, 2008, a small business is a business, other than a broker, that meets the following criteria:

The business is independently owned and operated;

The business is not a subsidiary of another business;

The business is not dominant in its field of operation;

The wholesale operations of the business did not employ more than 50 persons, and the gross sales of the business did not exceed an average of $4,000,000 in its most recently completed 3 fiscal years;*

The retail operations of the business did not employ more than 25 persons, and the gross sales of the business did not exceed an average of $3,000,000 in its most recently completed 3 fiscal years;*

The manufacturing operations of the business did not employ more than 100 persons, and the gross sales of the business did not exceed an average of $2,000,000 in its most recently completed 3 fiscal years;*

The service operations of the business did not employ more than 100 persons, and the gross sales of the business did not exceed an average of $10,000,000 in its most recently completed 3 fiscal years;* and

The construction operations of the business did not employ more than 50 persons, and the gross sales of the business did not exceed an average of $7,000,000 in its most recently completed 3 fiscal years.*

The construction operations of the business did not employ more than 50 persons, and the gross sales of the business did not exceed an average of $7,000,000 in its most recently completed 3 fiscal years. *

The architectural and engineering operations of the business did not employ more than 100 persons, and the gross sales of the business did not exceed an average of $4,500,000 in its most recently completed 3 fiscal years*.

*If a business has not existed for three years, the gross sales average shall be the average for each year or part of a year during which the business has been in existence.

Further information on the small business qualification process is available at www.dgs.state.md.us and click on the Small Business Reserve hyperlink to apply.

ATTACHMENT III

Maryland Department of Transportation

SMALL BUSINESS CONTRACT AFFIDAVIT

********** PROVIDING FALSE INFORMATION **********

Anyone providing false information to the State of Maryland in connection with obtaining or attempting to obtain a contract under Small Business Reserve or Preference procurement may be subject to the following:

1. A determination by a Procurement Officer that a bidder/offeror is not responsible;

2. A determination that a contract entered into is void or voidable under § 11-204 of the State

Finance and Procurement Article of the Annotated Code of Maryland;

3. Suspension and debarment under Title 16 of the State Finance and Procurement Article;

4. Criminal prosecution for procurement fraud (§ 11-205.1 of the State Finance and

Procurement Article), perjury, or other crimes; and

5. Other actions permitted by law.

********** FAILURE TO MEET MINIMUM QUALIFICATIONS **********

Any Bidder or potential bidder failing to meet the qualifications of a "small business" specified in § 14-501(c) of the State Finance and Procurement Article will be ineligible to participate in a procurement designated for a Small Business Reserve under § 14-504 or Small Business Preference under § 14-206 - 207. Any person or company bidding on Small Business Reserve or Preference procurement and not qualifying as a small business under § 14-501(c) will have its bid or offer rejected on the ground that the bidder is not responsible.

I AFFIRM THAT:

To the best of my knowledge, information, and belief, as of the date of submission of this Bid/Proposal, (name of firm) meets the qualifications for certification as a Small Business in Maryland. I further affirm that, if for any reason during the term of the contract (name of firm) no longer meets the qualifications for certification as a Small Business in Maryland, I will notify the Procurement Officer within 30 days. I agree that a failure to so notify the Procurement Officer of this change in circumstances may result in this contract being terminated for default.

I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY

THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST

OF MY KNOWLEDGE, INFORMATION, AND BELIEF.

SMALL BUSINESS QUALIFICATION NUMBER _________

Date of Most Recent Qualification__________________________________

DATE:_____________

BY:_____________________________________________________________

Signature (Authorized Representative and Affidavit)

R E F E R E N C E S – A T T A C H M E N T - I V

This form is to be completed in its entirety, is not to be altered in any way and is to contain only the price or prices stipulated on the form.

State Highway Administration IFB No.: FR070172

Vendor Name:

Date of Bid:

Organization Name & Address Start Date Contact Name Phone Number

F O R T H E C O N T R A C T O R :

S i g n a t u r e / D a t e :

P r i n t N a m e :

T i t l e :

F e d e r a l T a x I . D . N u m b e r :

P h o n e N u m b e r :