Glenmont Express Office IFB - V-GNM-20071-M.pdf

INVITATION FOR BIDS (IFB)

SOLICITATION NO. V-GNM-20071-M

June 19, 2020

JANITORIAL SERVICES at the MDOT

MVA GLENMONT EXPRESS OFFICE

NOTICE TO BIDDERS/OFFERORS

NOTICE

All prospective bidders, the Maryland Department of Transportation Motor Vehicle Administration

(MDOT MVA) participates in the e-Maryland Marketplace Advantage electronic commerce system administered by the Maryland Department of General Services (DGS). All information regarding this solicitation including amendments, pre-bid minutes, and changes to bids due dates shall be posted on e-

Maryland Marketplace Advantage. Because of instant access afforded by e-Maryland Marketplace

Advantage, it is recommended that all vendors interested in doing business with MDOT MVA and other

State Agencies register on e-Maryland Marketplace Advantage.

Information about registering, free of charge, on e-Maryland Marketplace can be obtained at the e-Maryland Marketplace Advantage website at: https://emma.maryland.gov.

Vendors must be registered on e-Maryland Marketplace Advantage to receive contract award.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

INTENTIONALLY LEFT BLANK

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JANITORIAL SERVICES at the MDOT MVA

GLENMONT EXPRESS OFFICE

V-GNM-20071-M

Table of Contents

Table of Contents ......................................................................................................................... i State of Maryland - Notice to Vendors IFB Key Information Summary Sheet Bidder Minimum Qualifications

SECTION 1 - GENERAL INFORMATION

GI - 1.1 Summary Statement GI - 1.2 Abbreviations and Definitions

GI - 1.3 Contract Type

GI - 1.4 Contract Duration GI - 1.5 Procurement Officer GI - 1.6 Contract Manager GI - 1.7 Pre-Bid Meeting and Site Visit

GI - 1.8 eMaryland Marketplace Advantage GI - 1.9 Questions Due Date

GI - 1.10 Procurement Method GI - 1.11 Bids Due (Closing) Date and Time GI - 1.12 Multiple or Alternate Bids

GI - 1.13 Receipt, Opening and Recording of Bids GI - 1.14 Confidentiality of Bids

GI - 1.15 Base Bid GI - 1.16 Basis of Award

GI - 1.17 Tie Bids GI - 1.18 Duration of Bid

GI - 1.19 Revisions to the IFB / Amendments and Acknowledgements GI - 1.20 Cancellations GI - 1.21 Incurred Expenses

GI - 1.22 Protest/Disputes GI - 1.23 Bidder Responsibilities GI - 1.24 Substitution of Personnel

GI - 1.25 Mandatory Terms and Conditions for Services GI - 1.26 Bid/Proposal Affidavit

GI - 1.27 Contract Affidavit GI - 1.28 Compliance with Laws/Arrearages GI - 1.29 Verification of Registration and Tax Payment GI - 1.30 Electronic Funds Transfer GI - 1.31 Prompt Payment Policy

GI - 1.32 Electronic Procurements Authorized GI - 1.33 Minority Business Enterprise (MBE) Goals GI - 1.34 MBE Forms GI - 1.35 Liquidated Damages GI - 1.36 Living Wage Requirements GI - 1.37 Maryland Healthy Working Families Act Requirements GI - 1.38 Conflict of Interest Affidavit and Disclosure ii

V-GNM-20071-M

GI - 1.39 Non-Disclosure Agreement GI - 1.40 Non-visual Access GI - 1.41 Mercury and Products That Contain Mercury

GI - 1.42 Veteran-Owned Small Business Enterprise Goals (VSBE) GI - 1.43 Location of the Performance of Services Disclosure GI - 1.44 Department of Human Services (DHS) Hiring Agreement GI - 1.45 Additions / Deletions GI - 1.46 Changes

GI - 1.47 Liability GI - 1.48 Small Business Reserve (SBR) Procurement

GI - 1.49 Bid Documents

GI - 1.50 Compensation and Method of Payment GI - 1.51 Confidentiality Agreement Instructions GI - 1.52 Insurance Requirements GI - 1.53 Commercial Non-Discrimination Clause

GI - 1.54 Public Information Act GI - 1.55 Termination for Default

GI - 1.56 Termination for Convenience GI - 1.57 Bidder Holder’s List GI - 1.58 Reciprocal Preference

GI - 1.59 Small Business Preference GI - 1.60 Contract Initiation Requirements

GI - 1.61 End of Contract Transition

GI - 1.62 Financial Capabilities

SECTION 2 – SCOPE OF WORK

2.1 Background and Purpose

2.2 Appearance Requirements and Definition

2.3 Scope of Contract

2.4 Work Excluded from this Contract

2.5 Hours and Frequency When Work May Be Performed

2.6 Holiday Schedule

2.7 Inclement Weather

2.8 Contractor’s Employees

2.9 Contractor’s On-Site Supervisor

2.10 Conduct of Janitorial Personnel

2.11 Supplies, Materials, Equipment and Utilities

2.12 Standards and Workmanship

2.13 Daily Tasks

2.14 Weekly Tasks

2.15 Monthly Tasks

2.16 Quarterly Tasks

2.17 Semi-Annual Tasks

2.18 Performance Meetings

2.19 Reductions for Non-Performance or Failure to Meet Standards

2.20 Disputes Arising from Reductions

2.21 Problem Escalation Procedure (PEP)

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2.22 Record Keeping, Reporting and Inspections

2.23 Replacement of Janitorial Staff

2.24 Scheduling of Work

2.25 Security Requirements

2.26 On-Site Security Requirements

SECTION 3 - IFB ATTACHMENTS

ATTACHMENT A – CONTRACT

ATTACHMENT B – BID/PROPOSAL AFFIDAVIT

ATTACHMENT C – CONTRACT AFFIDAVIT

ATTACHMENT D – MINORITY BUSINESS ENTERPRISE FORMS

ATTACHMENT E – PRE-BID/SITE-VISIT MEETING RESPONSE FORM

ATTACHMENT F – BID PRICING INSTRUCTIONS

ATTACHMENT G – LIVING WAGE AFFIDAVIT

ATTACHMENT H – CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

ATTACHMENT I – NON-DISCLOSURE AGREEMENT

ATTACHMENT J – MERCURY AFFIDAVIT

ATTACHMENT K – VETERAN-OWNED SMALL BUSINESS ENTERPRISE

ATTACHMENT L – SMALL BUSINESS RESERVE AFFIDAVIT

ATTACHMENT M – LOCATION OF THE PERFORMANCE OF SERVICES

DISCLOSURE

ATTACHMENT N – DHS HIRING AGREEMENT

ATTACHMENT O – EXPERIENCE QUESTIONNAIRE FORM

ATTACHMENT P - CONFIDENTIALITY AGREEMENT

ATTACHMENT Q- MDOT GENERALCONDITIONS FOR MAINTENANCE

ATTACHMENT R –ENVIRONMENTAL HANDBOOK FOR CONTRACTORS

ATTACHMENT S – CONTRACTOR ACCEPTANCE FORMS

SECTION 4 – BID SUBMISSION INSTRUCTIONS

INSTRUCTIONS

V-GNM-20071-M

State of Maryland - Notice to Vendors

STATE OF MARYLAND

NOTICE TO VENDORS

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 solicitation, please email or fax this completed form to the attention of the

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

Solicitation No: V-GNM-20071-M

Title: Janitorial Services-MDOT MVA GLENMONT EXPRESS OFFICE

1. 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 is insufficient.

( ) Start-up time is insufficient.

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

( ) Bid 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:

IFB Key Information Summary Sheet

CONTRACT No.: V-GNM-20071-M

TITLE: Janitorial Services-MDOT MVA Glenmont Express Office

ADVERTISED: June 19, 2020

PRE-BID MEETING: N/A

SITE VISIT: N/A

PROCUREMENT OFFICER: Kelli Gower, Procurement Officer

Division of Procurement

MDOT MVA

6601 Ritchie Highway

Glen Burnie, MD 21062

Phone: 410-768-7396

Email Address: kgower@mdot.maryland.gov

CONTRACT MANAGER: Elizabeth Naranjo

12335 Georgia Avenue

Silver Spring, MD 20906

Phone: 410-946-6067

Email Address: enaranjo@mdot.maryland.gov

BIDS ARE TO BE IN EMMA: PLEASE FOLLOW THE

“RESPONDING TO SOLICITATIONS”

eMMA QUICK REFERENCE GUIDE

QUESTIONS DUE DATE: July 10, 2020 @ 12:00 p.m.

BID DUE DATE AND TIME: July 22, 2020 @ 2:00 p.m.

CONTRACT TERM: Three (3) year base term with One (1), Two (2) year renewal option

MINIMUM MBE GOALS: 0%

MINIMUM VSBE GOALS: 0%

SBR: NO

mailto:enaranjo@mdot.maryland.gov

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V-GNM-20071-M

Bidder Minimum Qualifications

The Bidder must provide proof with its Bid that the following Minimum Qualifications have been met:

1. The Bidder shall have been actively engaged in performing janitorial/custodial maintenance services of equal or greater scope as herein specified for a continuous period of at least three (3) years. Experience of individual personnel in the Company or firm shall not count towards meeting the required three (3) years of experience for the Contractor as a firm or business. As proof of meeting this requirement, the Bidder shall provide with its Bid a list of three (3) customer references where it has provided janitorial maintenance services on a year-round basis.

Contact names and phone numbers must also be provided.

2. The Bidder shall be licensed to do business with the State of Maryland.

3. The Bidder shall assign a Staff Supervisor available for direct contact by cell phone and/or email with the Contract Manager or his designee at any time during the Contract Manager’s work hours

Monday – Friday from 7:30 a.m. to 4:00 p.m. and Saturday 8:00 a.m. to 12:00 p.m. to obtain instructions or information about deficiencies in the janitorial work, or any other reason the

Contract Manager or his designee should wish to confer with the Staff Supervisor.

4. The Bidder shall assign an On-Site Supervisor who is fully and adequately trained and have a minimum of two (2) years’ experience in performing janitorial/custodial cleaning and supervision services of equal or greater scope as herein specified. The Bidder shall provide at time of bid a resume of the proposed On-Site Supervisor demonstrating that the Site Supervisor has the required experience.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 1 - GENERAL INFORMATION

GI - 1.1 Summary Statement

1.1.1 The Maryland Department of Transportation Motor Vehicle Administration (MDOT MVA) is issuing this Invitation for Bids (IFB) to provide janitorial services at the Glenmont MDOT MVA

12335 Georgia Avenue, Silver Spring, MD 20906.

1.1.2 It is the MDOT MVA’s intention to obtain services, as specified in this IFB, from a Contract between the successful Bidder and the MDOT MVA.

1.1.3 The MDOT MVA intends to make “a single award” as a result of this IFB.

1.1.4 Bidders, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this IFB and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

GI - 1.2 Abbreviations and Definitions

1.2.1 For purposes of this IFB, the following abbreviations or terms have the meanings indicated below:

a. Bid – A statement of price offered by a Bidder in response to an IFB.

b. Bidder – An entity that submits a Bid in response to this IFB.

c. BPW – The Maryland Board of Public Works.

d. Business Day – The official Working Days of the week to include Monday through Saturday.

Official Working Days exclude State Holidays (see definition of “Normal State Business

Hours” below).

e. CFMO – Chief Facility Maintenance Officer.

f. Contract – The Contract awarded to the successful Bidder pursuant to this IFB. The

Contract will be in the form of Attachment A.

g. Contract Manager (CM) – The State representative for this Contract who is primarily responsible for Contract administration functions, including issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the

Contract, monitoring MBE and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The Contract Manager may authorize in writing one or more State representatives to act on behalf of the Contract Manager in the performance of the

Contract Manager’s responsibilities.

h. eMMA – eMaryland Marketplace Advantage.

i. FORCE MAJEURE - An event or effect that could not be reasonably anticipated or controlled.

j. Go-Live Date – The date when the Contractor must begin providing all services required by this solicitation.

k. Invitation for Bids (IFB) – This Invitation for Bids solicitation issued by the MDOT MVA, Solicitation Number V-GNM-20071-M dated June 19, 2020, including any addenda.

l. Local Time – Time in the Eastern Time Zone as observed by the State of Maryland. Unless otherwise specified, all stated times shall be Local Time, even if not expressly designated as such.

m. MDOT MVA – Maryland Department of Transportation Motor Vehicle Administration.

n. Normal State Business Hours - Normal State business hours are 8:30 a.m. – 4:30 p.m.

Monday-Wednesday and Friday, 8:30 am. – 6:30 pm. Thursday and Saturday 8:00 a.m. –

3:00 p.m. except State Holidays, which can be found at: www.dbm.maryland.gov – keyword:

State Holidays.

o. Notice to Proceed (NTP) – A letter from the Contract Manager to the Contractor stating the date the Contractor can begin work subject to the conditions of the Contract. After Contract

Commencement, additional NTPs may be issued by the Contract Manager regarding the start date for any service included within this IFB with a delayed, or non-specified implementation date, or if the MDOT MVA decides to exercise any optional services identified in this IFB.

p. POC – Point of Contact – An MDOT MVA Official at each facility that provides the

Contractor with appropriate access to the site and approves his/her entry to the facility.

q. Procurement Officer – Prior to the award of any Contract, the sole point of contact in the

State for purposes of this solicitation. After Contract award, the Procurement Officer has responsibilities as detailed in the Contract (Attachment A), including being the only State representative who can authorize changes to the Contract. The Department may change the

Procurement Officer at any time by written notice to the Contractor.

r. State – The State of Maryland.

s. Total Bid Price - The Bidder’s total price for services in response to this IFB, included in the

Bid in the Contractor’s Bid Sheet, and used in determining the recommended awardee (see

IFB Section Award Basis).

t. Veteran-Owned Small Business Enterprise (VSBE) – A business that is verified by the

Center for Veterans Enterprise of the United States Department of Veterans Affairs as a veteran-owned small business. See Code of Maryland Regulations (COMAR) 21.11.13.

u. Working Day – Same as “Business Day.”

GI - 1.3 Contract Type

1.3.1 Any contract resulting from this IFB shall be a firm fixed price as defined in COMAR 21.06.03.

http://www.dbm.maryland.gov/

V-GNM-20071-M

GI - 1.4 Contract Duration

1.4.1 The Contract that results from this solicitation shall be for a three (3) year period commencing as of the date the Contract is signed by the MDOT MVA which is anticipated to start on September

11, 2020. Approval of the Contract by the Board of Public Works will precede the final approval of the MDOT MVA, if such approval is required. The MDOT MVA reserves the unilateral option to renew for an additional one (1), two (2) year period at the same terms, conditions, specifications and cost listed on the Contractor’s Bid Sheet.

1.4.2 As of the Notice to Proceed (NTP) Date contained in the Award Letter issued by the Procurement

Officer, the Contractor shall begin performing all activities required by the Contract, including the requirements of the solicitation.

1.4.3 Modifications to extend a contract term are permitted only if extended before the original term expires, if the work to be performed under the extension is the same as the original contract. In the event there are unspent funds remaining, this Contract may be extended for time only for total period no longer than one-third of the base term of the original.

1.4.4 The duration of the Contract will be from the date of Contract Commencement through approximately three (3) years for the provision of all services required by the Contract, and the requirements of the IFB.

1.4.5 The Contractor’s obligations to pay invoices to subcontractors that provided services during the

Contract term, as well as the audit, confidentiality, document retention, and indemnification obligations of the Contract (see Attachment A) shall survive expiration or termination of the

Contract and continue in effect until all such obligations are satisfied.

GI - 1.5 Procurement Officer

1.5.1 The Procurement Officer is the sole point of contact in the State for purposes of this solicitation prior to the award of any Contract (see definition of “Procurement Officer” in Section 1.2).

1.5.2 The name and contact information of the Procurement Officer are indicated in the IFB Key

Information Summary Sheet (near the beginning of the solicitation, after the Title Page and

Notice to Vendors).

1.5.3 The MDOT MVA may change the Procurement Officer at any time by written notice to the

Contractor.

GI - 1.6 Contract Manager

1.6.1 The Contract Manager monitors the daily activities of the Contract and provides guidance to the

Contractor. (See definition of “Contract Manager” in Section 1.2).

1.6.2 The name of the Contract Manager is located in the IFB Key Information Summary Sheet (near the beginning of the solicitation, after the Title Page and Notice to Vendors).

1.6.3 The MDOT MVA may change the Contract Manager at any time by written notice to the

Contractor.

V-GNM-20071-M

GI - 1.7 Pre-Bid Meeting and Site Visit

1.7.1 No Pre-Bid Meeting will be held for this solicitation.

1.7.2 It is the sole responsibility of the Bidders to familiarize themselves fully with the scope of work and the contents of these specifications.

GI - 1.8 eMaryland Marketplace Advantage

1.8.1 Each Bidder is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number on the Contractor’s Bid Sheet Form submitted at the time of its Bid submission to this

IFB.

1.8.2 eMMA is an electronic commerce system administered by the Maryland Department of General

Services. In addition to using the eMMA website (https://emma.maryland.gov) for advertisement, the solicitation and summary of the Pre-Bid Meeting (if required), Bidder questions and the Procurement Officer’s responses, addenda, bid and other solicitation-related information will be provided on eMMA.

1.8.3 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 “Register” to begin the process, and then follow the prompts.

GI - 1.9 Questions Due Date

1.9.1 Please submit all questions in writing to the Procurement Officer via email address listed on the

IFB Key Information Summary Sheet. Questions will be received until date listed on the IFB Key

Information Summary Sheet.

1.9.2 Oral questions will not be entertained.

1.9.3 All questions and responses will be published as an Addendum to the solicitation on eMMA.

1.9.4 Bidders should receive an email from the Procurement Officer once the question is received. If a bidder does not receive an email confirmation, please contact the Procurement Officer. If a bidder does not receive a confirmation email and does not contact the Procurement Officer, MDOT

MVA will not be able to accept questions after the question due date, provide answers to questions received after the question due date, or extend the bid due date because of questions not received.

GI - 1.10 Procurement Method

1.10.1 This procurement is being conducted in accordance with the Code of Maryland Regulations

(“COMAR”), Title 21, State Procurement Regulations, COMAR 21.05.02, Procurement by

Competitive Sealed Bidding.

GI - 1.11 Bids Due (Closing) Date and Time

1.11.1 All bid responses must be submitted through eMaryland Marketplace Advantage (eMMA), the

State of Maryland’s procurement website, located at https://emma.maryland.gov/. Bids will not https://emma.maryland.gov/

V-GNM-20071-M

be accepted by email, fax, U.S. Mail, or hand delivery. You must be registered and logged in to submit a bid on eMMA.

1.11.2 If you are new to eMMA, it is recommended that you download the User’s Guide available on the first page (desktop) after logging into the system. Additional assistance is available between the hours of 8:00 a.m. and 4:00 p.m., Monday thru Friday at the eMMA Help Desk (410) 767-1492 or at eMMA.helpdesk@maryland.gov.

1.11.3 When submitting your completed bid, the following documents must be submitted:

❖ All Addenda Acknowledgment Pages

❖ Contractor’s Bid Sheet

❖ Bid Affidavit

❖ Experience Questionnaire

❖ Living Wage Affidavit

❖ Resume (Bidder Minimum Qualifications No. 4)

❖ References (Bidder Minimum Qualifications No. 1)

❖ Financial Statement (GI-1.62.1)

❖ Contractor Acceptance of the Environmental Handbook

1.11.4 Requests for extension of this time or date will not be granted. Except as provided in COMAR

21.05.02.10, Bids received after the due date and time listed in this IFB will not be considered.

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

1.11.6 Bids may not be submitted by e-mail or facsimile.

1.11.7 Vendors not responding to this solicitation are requested to submit the “Notice to Vendors” form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements, etc.). This form is located in the IFB immediately following the

Table of Contents Page (page 1).

GI - 1.12 Multiple or Alternate Bids

1.12.1 Multiple and/or alternate Bids will not be accepted.

GI - 1.13 Receipt, Opening and Recording of Bids

Bids are opened, recorded and tabulated in eMMA. To locate a bid tabulation:

• Log in to eMMA using your username and password. If you do not have an eMMA login, access public solicitations by clicking the Public Solicitations button on the right side of the screen.

Proceed to step 3.

• Click the Sourcing tab at the top of the page and choose View Public Solicitations.

• Locate your solicitation by BPM ID or Title, then click on the solicitation name to open it.

Note: The solicitation status must show as “Responses Open” in order to view Bid Tabulation.

• Scroll to the bottom of the page to view Bid Tabulation Table.

mailto:eMMA.helpdesk@maryland.gov

V-GNM-20071-M

GI - 1.14 Confidentiality of Bids

1.14.1 The Bids shall be tabulated, or a Bid abstract made. The opened Bids shall be available for public inspection at the time of Bid opening in eMMA, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material so designated as confidential shall accompany the Bid and shall be readily separable from the Bid in order to facilitate public inspection of the non-confidential portion of the Bid, including the Total

Bid Price.

1.14.2 For requests for information made under the Maryland Public Information Act (PIA), the

Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure of trade secrets and other proprietary data identified in writing. Nondisclosure is permissible only if approved by the Office of the Attorney General.

GI - 1.15 Base Bid

1.15.1 The Base Bid shall be the total three (3) year price for the provision of all janitorial services as described in the Detailed Specifications. This price includes all daily, weekly, monthly, and semi-annually, to the standards set forth, including all labor, supplies, insurance, equipment, wages, overhead and profit for the entire term of the contract. The State reserves the unilateral option to renew for an additional two (2) year period at the same terms, conditions, specifications, and cost.

GI - 1.16 Basis of Award

1.16.1 This contract will be awarded to the responsible bidder who submits the lowest responsive Base

Bid.

GI - 1.17 Tie Bids

1.17.1 Tie Bids will be decided pursuant to COMAR 21.05.02.14.

GI - 1.18 Duration of Bid

1.18.1 Bids submitted in response to this IFB are irrevocable for 90 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.

GI - 1.19 Revisions to the IFB / Amendments and Acknowledgements

1.19.1 If it becomes necessary to revise this IFB before the due date for Bids, the MDOT MVA shall endeavor to post addenda to all prospective Bidders that were sent this IFB on the eMMA web page. It remains the responsibility of all prospective Bidders to check the website for any addenda issued prior to the submission of Bids.

1.19.2 If it becomes necessary to revise this IFB, amendments will be posted via https://emma.maryland.gov. Acknowledgement of the receipt of all amendments to the IFB must be submitted with bid package by the Bidder. Failure to acknowledge receipt does not relieve the bidder from complying with all terms of any such amendment.

V-GNM-20071-M

GI - 1.20 Cancellations

1.20.1 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.

GI - 1.21 Incurred Expenses

1.21.1 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 this solicitation.

GI - 1.22 Protest/Disputes

1.22.1 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).

GI - 1.23 Bidder Responsibilities

1.23.1 The selected Bidder shall be responsible for rendering 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 applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) for this solicitation shall be identified as provided in the appropriate Attachment(s) of this IFB (see “Minority Business

Enterprise Goals” and “Veteran-Owned Small Business Enterprise Goals.”).

1.23.2 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 shall submit with its Bid an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

1.23.3 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.

GI - 1.24 Substitution of Personnel

1.24.1 If the IFB requires that a particular individual, or 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 Manager prior to the substitution. If the Contractor substitute’s personnel without the prior written approval of the Contract Manager, 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.

GI - 1.25 Mandatory Terms and Conditions for Services

1.25.1 By entering into a contractual agreement for this project, the Provider agrees to, and accepts the terms and conditions set forth in the janitorial specifications and the Mandatory Terms and

Conditions for Services, included herein as Attachment A.

GI - 1.26 Bid/Proposal Affidavit

1.26.1 By entering into a contractual agreement for this project, the Provider agrees to complete a

Bid/Proposal Affidavit. A copy of this Affidavit is included herein as Attachment B.

GI - 1.27 Contract Affidavit

1.27.1 By entering into a contractual agreement for this project, the Provider agrees to complete a

Contract Affidavit. A copy of this Agreement is included in herein as Attachment C.

GI - 1.28 Compliance with Laws/Arrearages

1.28.1 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.

1.28.2 By submitting a response to this IFB, 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.

GI - 1.29 Verification of Registration and Tax Payment

1.29.1 Before a business entity can do business in the State it must be registered with the State

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 https://dat.maryland.gov/Pages/sdatforms.aspx.

1.29.2 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.

GI - 1.30 Electronic Funds Transfer

1.30.1 By submitting a response to this IFB, the Bidder agrees to accept payments by electronic funds transfer unless the MDOT MVA grants an exemption. The selected Bidder shall register using the

Maryland Department of Transportation Motor Vehicle Administration Vendor Electronic Funds

Transfer (EFT) Registration Request Form. Any request for exemption must be submitted to the

MDOT MVA’s Office of Finance for approval at the address specified on the EFT Registration https://dat.maryland.gov/Pages/sdatforms.aspx

V-GNM-20071-M

Request Form and must include the business identification information as stated on the form and the reason for the exemption.

GI - 1.31 Prompt Payment Policy

1.31.1 This procurement and the Contract(s) to be awarded pursuant to this IFB are subject to the

Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority and

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 must comply with the prompt payment requirements outlined in the Contract, Section 31 “Prompt Payment” (see Attachment A). Additional information is available on

GOSBA’s website at:

http://goma.maryland.gov/Documents/Legislation/PromptPaymentFAQs.pdf

GI - 1.32 Electronic Procurements Authorized

1.32.1 Under COMAR 21.03.05, unless otherwise prohibited by law, the MDOT MVA may conduct certain procurement transactions by electronic means, as provided in Md. Code Ann., Maryland

Uniform Electronic Transactions Act, Commercial Law Article, Title 21.

1.32.2 Participation in the solicitation process on a procurement contract for which electronic means has been authorized shall constitute consent by the Bidder to conduct by electronic means all elements of the procurement of that Contract which are specifically authorized under the IFB or the Contract.

1.32.3 “Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions.

Electronic means includes facsimile, e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g., https://emma.maryland.gov/ ), and electronic data interchange.

1.32.4 In addition to specific electronic transactions specifically authorized in other sections of this IFB

(e.g., § 1.30 “Payments by Electronic Funds Transfer”) and subject to the exclusions noted in

Section 1.31.5 of this Subsection, the following transactions are authorized to be conducted by electronic means on the terms described:

1. The Procurement Officer may conduct the IFB using eMMA or e-mail to issue:

(a) the IFB;

(b) any amendments;

(c) Pre-Bid meeting documents;

(d) questions and responses;

(e) communications regarding the IFB or Bid to any Bidder or potential Bidder;

(f) notices of award selection or non-selection; and

(g) the Procurement Officer’s decision on any Bid protest or Contract claim.

2. A Bidder or potential Bidder may use e-mail to:

http://goma.maryland.gov/Documents/Legislation/PromptPaymentFAQs.pdf

(a) ask questions regarding the IFB;

(b) reply to any material received from the Procurement Officer by electronic means that includes a Procurement Officer’s request or direction to reply by e-mail or facsimile, but only on the terms specifically approved and directed by the

Procurement Officer;

(c) submit a "Notice to Vendors" response to the IFB.

3. The Procurement Officer, the Contract Manager, and the Contractor may conduct day-to-day

Contract administration, except as outlined in Section 1.31.5 of this Subsection utilizing e-mail, facsimile, or other electronic means if authorized by the Procurement Officer or

Contract Manager.

1.32.5 The following transactions related to this IFB and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:

• filing of Bid Protests;

• filing of Contract Claims and Notices of Claim;

• submission of documents determined by the MDOT MVA to require original signatures (e.g., Contract execution, Contract modifications, etc.); or

• any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Bidder be provided in writing or hard copy.

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

GI - 1.33 Minority Business Enterprise (MBE) Goals

1.33.1 There is no MBE subcontractor participation goal for this procurement.

GI - 1.34 MBE Forms

1.34.1 Not required for this solicitation.

GI - 1.35 Liquidated Damages

1.35.1 Not required for this solicitation.

GI - 1.36 Living Wage Requirements

1.36.1 Maryland law requires that contractors meeting certain conditions pay a living wage to covered employees on State service contracts over $100,000. Maryland Code Ann., State Finance and

Procurement Article, § 18-101 et al. The Commissioner of Labor and Industry at the Department of Labor, Licensing and Regulation requires that a contractor subject to the Living Wage law submit payroll records for covered employees and a signed statement indicating that it paid a living wage to covered employees; or receive a waiver from Living Wage reporting requirements.

See COMAR 21.11.10.05.

V-GNM-20071-M

If subject to the Living Wage law, Contractor agrees that it will abide by all Living Wage law requirements, including but not limited to reporting requirements in COMAR 21.11.10.05.

Contractor understands that failure of Contractor to provide such documents is a material breach of the terms and conditions and may result in Contract termination, disqualification by the State from participating in State contracts, and other sanctions. Information pertaining to reporting obligations may be found by going to the Maryland Department of Labor, Licensing and

Regulation (DLLR) website http://www.dllr.state.md.us/labor/prev/livingwage.shtml.

Bidders must complete and submit the Maryland Living Wage Requirements Affidavit of

Agreement (Attachment G) with their Bids. If the Bidder fails to complete and submit the required documentation, the State may determine the Bidder to not be responsible under State law.

Contractors and subcontractors subject to the Living Wage Law shall pay each covered employee at least the minimum amount set by law for the applicable Tier area. The specific living wage rate is determined by whether a majority of services take place in a Tier 1 Area or a Tier 2 Area of the

State. The specific Living Wage rate is determined by whether a majority of services take place in a Tier 1 Area or Tier 2 Area of the State.

1) The Tier 1 Area includes Montgomery, Prince George’s, Howard, Anne Arundel and Baltimore Counties, and Baltimore City. The Tier 2 Area includes any county in the State not included in the Tier 1 Area. In the event that the employees who perform the services are not located in the State, the head of the unit responsible for a State Contract pursuant to §18-102(d) of the State Finance and Procurement

Article shall assign the tier based upon where the recipients of the services are located. If the Contractor provides more than 50% of the services from an out-of-

State location, the State agency determines the wage tier based on where the majority of the service recipients are located. In this circumstance, the Contract will be determined to be a Tier (enter “1” or “2,” depending on where the majority of the service recipients are located) Contract.

2) The Contract will be determined to be a Tier 1 Contract or a Tier 2 Contract depending on the location(s) from which the Contractor provides 50% or more of the services. The Bidder must identify in its Bid the location(s) from which services will be provided, including the location(s) from which 50% or more of the Contract services will be provided.

3) If the Contractor provides 50% or more of the services from a location(s) in a Tier 1 jurisdiction(s) the Contract will be a Tier 1 Contract.

4) If the Contractor provides 50% or more of the services from a location(s) in a Tier 2 jurisdiction(s), the Contract will be a Tier 2 Contract.

If the Contractor provides more than 50% of the services from an out-of-State location, the State agency determines the wage tier based on where the majority of the service recipients are located.

See COMAR 21.11.10.07.

THIS CONTRACT HAS BEEN DETERMINED TO BE A TIER 1 CONTRACT.

The Bidder shall identify in the Bid the location from which services will be provided.

NOTE: Whereas the Living Wage may change annually, the Contract price will not change because of a Living Wage change. The Contractor shall be responsible for any wage/rate increase during the term of the Contract and such increase may not be passed on to the State.

http://www.dllr.state.md.us/labor/prev/livingwage.shtml

V-GNM-20071-M

GI - 1.37 Maryland Healthy Working Families Act Requirements

1.37.1 On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All offerors 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 web site for Maryland

Healthy Working Families Act Information: http://dllr.maryland.gov/paidleave/

GI - 1.38 Conflict of Interest Affidavit and Disclosure

1.38.1 A Conflict of Interest Affidavit is not required for this procurement.

GI - 1.39 Non-Disclosure Agreement

1.39.1 A Non-Disclosure Agreement is not required for this procurement.

GI - 1.40 Non-visual Access

1.40.1 This solicitation does not contain Information Technology (IT) provisions requiring Non-visual

Access.

GI - 1.41 Mercury and Products That Contain Mercury

1.41.1 This solicitation does not include the procurement of products known to likely include mercury as a component.

GI - 1.42 Veteran-Owned Small Business Enterprise Goals (VSBE)

1.42.1 There is no Veteran-Owned Small Business Enterprise (VSBE) subcontractor participation goal for this procurement.

GI - 1.43 Location of the Performance of Services Disclosure

1.43.1 This solicitation does not require a Location of the Performance of Services Disclosure.

GI - 1.44 Department of Human Services (DHS) Hiring Agreement

1.44.1 A DHS Hiring Agreement is not required for this solicitation.

GI - 1.45 Additions / Deletions

1.45.1 The MDOT MVA's Procurement Officer, upon five (5) days written notice to the Contractor, may add or delete any item covered under this IFB. When a unit is added or deleted, a rate adjustment shall be made proportionately.

GI - 1.46 Changes

1.46.1 The Procurement Officer may make any changes in the work within the general scope of the

Contract at any time by written order designated to be a change order. If any change under this clause causes an increase or decrease in the Contractor’s cost of, or the time required for, the http://dllr.maryland.gov/paidleave/

V-GNM-20071-M

performance of any part of the work under the Contract, an equitable adjustment shall be made, and the Contract shall be modified in writing accordingly.

GI - 1.47 Liability

1.47.1 The Contractor agrees to assume full responsibility for any and all damage to the property of the

MDOT MVA, both real and personal, which results from or arises in connection with the performance of this Contract.

1.47.2 The Contractor hereby agrees to indemnify and save harmless the State of Maryland, the

Maryland Department of Transportation, and MDOT MVA and its employees against any and all claims, damages, costs, losses and liabilities whatsoever, for any and all injury to persons and property which may arise out of the performance of this Contract.

1.47.3 The Contractor agrees to maintain adequate insurance coverage as identified in “Insurance

Requirements” of this IFB in order to fulfill responsibility under this section.

GI - 1.48 Small Business Reserve (SBR) Procurement

1.48.1 This solicitation is not designated as a Small Business Reserve (SBR) Procurement.

1.48.1 Ineligible Bids. Under a small business reserve procurement, a business that is not a certified small business is ineligible for award of a contract.

1.48.2 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

Governor’s Office of Small, Minority & Women Business Affairs as a small business. A procurement contract award under a small business reserve may not be made to a business that has not been SBR certified.

GI - 1.49 Bid Documents

1.49.1 All Bids must be on the forms prescribed by the MDOT MVA. This means no Bid shall contain or be accompanied by any writing purporting to limit or qualify the MDOT MVA's right to accept such Bid or purporting to alter such Bid or any Contract which may be executed pursuant thereto.

If, notwithstanding the foregoing, any Bidder shall submit such writing, the MDOT MVA may, in its discretion, disregard such writing and accept the Bid without the attempted qualification, limitation, or alteration. The MDOT MVA also as an alternative, without any implication that it is necessarily the only alternative, may reject any Bid accompanied by or containing any such writing. Bids may also be rejected if they show any alteration of forms, additions not called for, additional or alternate bids, incomplete bids, erasures, or irregularities of any kind. Each entity who obtains a set of bidding documents will be furnished with such number of Bid forms as may reasonably be required.

GI - 1.50 Compensation and Method of Payment

1.50.1 Payment will be made by Electronic Funds Transfers within thirty (30) days following proper receipt of an approved invoice from the Contractor.

V-GNM-20071-M

1.50.2 All invoices and/or correspondence pertaining to invoices shall be identified with Contract

Number V-GNM-20071-M and shall be forwarded to:

mvaapinvoices@mdot.maryland.gov

1.50.3 All services provided under this Contract shall be billed on a monthly basis in accordance with the bid prices on Contractor’s Bid Sheet.

1.50.4 The invoice must also include on its face, the Contractor’s Federal Tax Identification Number.

1.50.5 All invoices for services shall be signed by the Contractor and submitted to the Contract

Manager. All invoices shall include the following information:

• Contractor name;

• Remittance address;

• Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

• Invoice period;

• Invoice date;

• Invoice number

• State assigned Contract number;

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

• Goods or services provided; and

• Amount due.

1.50.6 Invoices submitted without the required information cannot be processed for payment until the

Contractor provides the required information.

1.50.7 The invoice must be supported by a job or work ticket created by the technician providing the service and this ticket MUST BE SIGNED BY AN APPROPRIATE MDOT MVA

REPRESENTATIVE. An appropriate representative will be either a member of the management team or a member of the Facility’s Maintenance personnel or their delegated alternate. The appropriate MDOT MVA personnel will also be announced at the Contract’s pre-start conference.

GI - 1.51 Confidentiality Agreement Instructions

1.51.1 Not required for this solicitation.

GI - 1.52 Insurance Requirements

1.52.1 The Contractor shall maintain the following coverage:

• Worker’s Compensation and Employers Liability Coverage (WC/EL)

• Commercial General Liability (CGL)

• Automobile Liability (AL)

• Excess/Umbrella (XS/UMB)

• Employee Theft Insurance

1.52.2 Workers Compensation and Employers Liability Coverage (W C/EL)

Section A: Statutory Benefits as required by the State of Maryland, or the state of hire

Section B: Employers Liability - $500,000 Each Accident, $500,000 Disease Policy Limit, $500,000 Disease – Each Employee

1.52.3 Commercial General Liability (CGL)

Bodily Injury/Property Damage Each Occurrence Limit $ 1,000,000

Personal and Advertising Injury Limit $ 1,000,000

General Aggregate Limit $ 2,000,000

Products/Completed Operations Aggregate Limit $ 2,000,000

Fire Legal Liability $ 300,000

Medical Payments to Others $ 10,000

1.52.4 Automobile Liability (AL)

Combined Single Limit $ 1,000,000

Include Owned, Hired and Non-Owned Auto Liability

Uninsured/Underinsured Motorists $ 1,000,000

1.52.5 Excess/Umbrella (XS/UMB)

Each Occurrence Limit $ 1,000,000

Aggregate Limit $ 1,000,000

1.52.6 Employee Theft Insurance.

Each Occurrence Limit $ 25,000

1.52.7 If recommended for award, within 10 business days from notification by the Procurement Officer that the successful Bidder has been determined to be the apparent awardee, the Contractor shall:

(i) provide the State with current certificates of insurance that identify the MDOT MVA as an additional insured, and (ii) shall maintain and report such insurance annually to the Contract

Manager.

1.52.8 The State shall be named as an additional named insured on the policies with the exception of

Worker’s Compensation Insurance and Professional Liability Insurance. Certificates of insurance evidencing coverage shall be provided prior contract award. All insurance policies shall be endorsed to include a clause that requires that the insurance carrier provide the Contract Manager, by certified mail, not less than 45 days advance notice of any non-renewal, cancellation, or expiration. In the event the Contract Manager receives a notice of non-renewal, the Contractor shall provide the Contract Manager with an insurance policy from another carrier at least 30 days prior to the expiration of the insurance policy then in effect. All insurance policies shall be with a company licensed by the State to do business and to provide such policies.

GI - 1.53 Commercial Non-Discrimination Clause

1.53.1 As a condition of entering into any Contract that will result from this IFB, the successful Bidder will be required to agree to the following: As a condition of entering into this Agreement, Contractor represents and warrants that it will comply with the State’s Commercial

Nondiscrimination Policy, as described under Title 19 of the State Finance and Procurement

Article of the Annotated Code of Maryland. As part of such compliance, Contractor may not discriminate on the basis of race, color, religion, ancestry, national origin, sex, age, marital status, V-GNM-20071-M sexual orientation, sexual identity, genetic information or an individual’s refusal to submit to a genetic test or make available the results of a genetic test or on the basis of disability, or other unlawful forms of discrimination in the solicitation, selection, hiring, or commercial treatment of subcontractors, vendors, suppliers, or commercial customers, nor shall Contractor retaliate against any person for reporting instances of such discrimination. Contractor shall provide equal opportunity for subcontractors, vendors, and suppliers to participate in all of its public sector and private sector subcontracting and supply opportunities, provided that this clause does not prohibit or limit lawful efforts to remedy the effects of marketplace discrimination that have occurred or are occurring in the marketplace.