Electrical Services at SHA HQ Complex Solicitation #: HQELEC28SB / BPM059539 IFB Document

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STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

ELECTRICAL SERVICES AT SHA HQ COMPLEX

IFB NUMBER: HQELEC28SB / BPM059539

ISSUE DATE: WEDNESDAY, OCTOBER 28, 2026

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

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance Electrical Services at SHA HQ Complex

Solicitation Number: HQELEC28SB / BPM059539

IFB Issue Date: Wednesday, October 28, 2026

IFB Issuing Office:

Maryland State Highway Administration Office of Maintenance

Procurement Officer: Tami Worthington

Email:

Phone Number:

tworthington@mdot.maryland.gov

410-545-8481

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number

HQELEC28SB / BPM059539

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

Pre-Bid Conference:

Friday, November 06, 2026 at 10:00 am Local Time at SHA HQ Complex, 707 N Calvert St, Baltimore, MD 21202. All parties are to use the HUNTER STREET entrance.

See Section 4.3 for additional details.

Scheduled Site Visit

Friday, November 06, 2026 at 10:00 am Local Time at SHA HQ Complex, 707 N Calvert St, Baltimore, MD 21202. All parties are to use the HUNTER STREET entrance.

To attend the site visit, please contact the Procurement Officer via Email no later than Thursday, November 05, 2026 at 10:00 am.

Questions Due Date and Time:

Five (5) days prior to bid opening on Wednesday, November 18, 2026 at 3:00 pm Local Time

Bid Due (Closing) Date and Time: Wednesday, November 18, 2026 at 3:00 pm Local Time

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Public Bid Opening Date, Time, and Location

Wednesday, November 18, 2026 at 3:00 pm Local Time Maryland State Highway Administration 7491 Connelley Drive, OOM Library 3rd floor Hanover, MD 21076

MBE/DBE

Subcontracting Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged Business Enterprise (DBE) subcontract participation goal of zero percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

VSBE

Subcontracting Goal:

This solicitation includes a VSBE participation Goal of zero percent.

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids: Multiple or alternate Bids will not be accepted.

Contract Type: Fixed Price

Contract Duration: One (1) year

Primary Place of Performance:

Maryland State Highway Administration Headquarters Complex 707 N Calvert St and 211 E Madison St Baltimore, MD 21202

SBR Designation: Yes

Federal Funding: No

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

A. The Contractor shall have a current and active State of Maryland Master Electrician License.

The current State of Maryland Master Electrician License and any Journeyman and Apprentice license of workers that the Contractor intends to use onsite must be submitted at the time of bid submission. The Master Electrician with Maryland licensing must be a full-time employee of the Contractor or the owner of the company. All onsite electrical work shall be accomplished by either the licensed Master Electrician or a licensed Journeyman under the direction and supervision of the Master Electrician. All helpers involved with any onsite electrical work shall be licensed Apprentices and shall have perform all work under the direct, in-person, supervision of either the licensed Journeyman or Master Electrician.

Payroll records to verify employment or other records to verify company ownership shall be submitted at the time of the bid.

B. The Contractor shall have a current and active State of Maryland Business License to operate in Maryland. The current and active State of Maryland Business License must be submitted at the time of bid submission.

C. Please refer to The Comptroller of Maryland’s website at https://marylandtaxes.gov/business/types-of-business-licenses.php for TYPES OF BUSINESS LICENSE that is applicable to the Contractor’s company/firm. The applicable business license shall be submitted at the time of bid submission.

D. The Contractor shall have five (5) years of experience in the commercial electrical industry and have available a minimum work force of two (2) State of Maryland licensed commercial journeyman electricians with a minimum of five (5) years of experience in the commercial electrical industry. The Contractor shall also employ electrician apprentices with a minimum of one (1) year of experience in the commercial electrical industry and or electrician's helpers to assist in various tasks. The Contractor shall provide documentation of license and commercial experience for electricians at time of bid submission.

E. The Contractor shall submit a current W9 at the time of bid submission that includes the business name, mailing address, federal identification, and remit to address if different from the mailing address.

F. The Contractor shall submit at least three (3) references with the bid on the contract reference form for which the Contractor provided commercial electrical services within the preceding two (2) months. The submitted references may be checked prior to award. Any negative responses received may result in the Contractor’s submitted bid being disqualified.

G. The Contractor shall be fully qualified to legally provide the services detailed in this scope of contractor services/scope of work within the State of Maryland. All applicable Federal, State, County, and local statutes, laws, and regulations must be followed by all parties when performing work related services under the signed contract. This requirement includes, but is not limited to, the standards established by the MDE, EPA, USACE, FCWA, MOSH, OSHA, NFPA, and other relevant governmental agencies.

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H. The Contractor shall be expected to perform the required electrical services from verbal requests, instructions, and or descriptions at the below locations that are not limited to:

• State Highway Administration Headquarters Complex

707 N. Calvert Street Baltimore, Maryland 21202

211 E. Madison Street Baltimore, Maryland 21202

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland (“State”): To provide qualified licensed electricians for electrical repairs, installation, maintenance, replacement, emergency response, possible design, reconditioning, diagnostic, troubleshooting, remodeling services on all electrical systems on an as-needed basis that may be required at the Maryland State Highway Administration Headquarters (SHA HQ) located at 707 N. Calvert St., Baltimore, MD 21202 and 211 E. Madison St, Baltimore, MD 21202 for a period of one (1) year or total payments as established by the winning bid, whichever comes first.

It is the State’s intention to obtain goods and services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.1.2 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background and Purpose

The intent of this scope of contractor services/scope of work is for the successful bidder to be the Contractor performing the services under a signed contract. Any bids submitted by contractors with the intent to subcontract the stated services per this scope of contractor services/scope of work shall be deemed non-responsive, and the bid shall not be considered.

To provide qualified licensed electricians for electrical repairs, installation, maintenance, replacement, emergency response, possible design, reconditioning, diagnostic, troubleshooting, remodeling services on all electrical systems on an as-needed basis that may be required at the Maryland State Highway Administration Headquarters (SHA HQ) located at 707 N. Calvert St., Baltimore, MD 21202 and 211 E. Madison St, Baltimore, MD 21202 for a period of one (1) year or total payments as established by the winning bid, whichever comes first.

In general, the work involved may include, but is not limited to, installation, repairs, or modification to electrical systems; remodeling; office build out; emergency service; load studies; service and distribution; replacement of ballasts, lamps, receptacles, outlets; locate faulty wiring to repair wire or rewire; and provide and install conduit, wiring, junction boxes, motors, fixtures and electrical equipment to repair or replace existing and or new installations. This is not an all-inclusive list as other types of repairs and services may be required.

This scope of contractor services/scope of work will establish hourly rates. Quantities listed are estimates only and are only given for bid evaluation. They do not indicate the actual amount that will be spent since such expenditures will depend upon the requirements that develop during the contract period.

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2.3 Contractor Responsibilities and Tasks

SERVICE REQUIREMENTS

The Contractor shall comply with all terms and conditions of the contract documents.

The Contractor shall furnish all labor, supervision, miscellaneous parts, equipment, tools, transportation, and methods of communication for work performed under the contract.

The Contractor shall maintain an adequate stock of industry-standard supplies, parts, and tools necessary at all times for performing commercial electrical work. The Contractor shall also furnish and maintain a work vehicle equipped with an adequate stock of industry-standard supplies, parts, and tools necessary for performing commercial electrical work while engaged in said performance.

The Contractor shall provide qualified electrical mechanics to perform various duties as directed by the Administration’s Contract Manager or Authorized Representative. All onsite electrical work shall be accomplished by either the licensed Master Electrician or a licensed Journeyman under the direction and supervision of the Master Electrician. All helpers involved with any onsite electrical work shall be licensed Apprentices and shall have perform all work under the direct, in-person, supervision of either the licensed Journeyman or Master Electrician. All licenses for any Journeyman and Apprentices must be presented to SHA prior to working onsite.

A normal work crew will consist of one (1) licensed commercial journeyman electrician. When required by law, all work shall be inspected by a licensed master electrician. On complicated work assignments, additional mechanics or helpers may be used if pre-approved by the Administration’s Contract Manager or Authorized Representative. The licensed commercial journeyman electrician shall be required to be on-site always either performing or overseeing the work of an electrician’s apprentice and or helper. The Administration reserves the right to require the Contractor to have a helper or secondary individual on all assigned tasks. Lack of adequate staff/personnel is not acceptable justification for failing to provide service.

The Administration reserves the right to limit the number of Contractor’s employees performing the work as required. The Administration at its discretion may limit any Contractor’s employees from performing services, require temporary or permanent removal of the Contractor’s employees from work being performed, or requires additional training of the Contractor’s employees at no cost to the Administration.

No travel time shall be paid by the Administration, which means travel time to and from the job site is considered incidental to the other pay items and no additional compensation shall be allowed.

Except for emergency service, all work shall be performed between the hours of 6:30 AM and 5:00 PM, Monday through Friday excluding State recognized holidays. The Contractor shall be on call to perform emergency maintenance services requirements outside the normal, regular workday. After notification for request of a routine service, the Contractor shall provide a schedule for the needed service within 48 hours.

All services requested outside of the normal, regular service workday shall be considered EMERGENCY after hour services and shall be charged at overtime rates as specified on The Price Form that are not to exceed one and half (1 ½ ) times the routine hourly rate as specified on The Price Form.

No work shall be permitted on Saturdays, Sundays, or Holidays without the permission of the Administration’s Contract Manager or Authorized Representative.

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The State recognized holidays are New Years’ Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth/National Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

The Contractor may be required to do emergency service repairs at times other than normal business hours. Emergency services shall be performed by a licensed journeyman electrician. The Contractor shall provide a contact name and a monitored twenty-four (24) hours number for emergency services at bid submission. The Contractor shall be available on a twenty-four (24) hours, three hundred sixty-five (365) days per year basis to respond to emergency notifications.

The Administration’s Contract Manager or Authorized Representative shall notify the Contractor of the type of service call, routine or emergency, at the time of the call.

The Contractor shall respond to routine service repair calls within forty-eight (48) hours after notification. Failure to respond within forty-eight (48) hours may result in breach of contract and said contract may be terminated.

The Contractor shall respond to emergency service calls within three (3) hours after notification.

Failure to respond within three (3) hours may result in breach of contract and said contract may be terminated.

The Contractor shall provide "not to exceed” estimates for services to be performed prior to the services being performed unless waived by the Administration’s Contract Manager or Authorized Representative. The estimates must be received within twenty-four (24) hours after initial service call or site visit. The estimates must outline detailed information, such as the description of services and itemized list of repair parts required to complete the job. Failure to supply estimates PRIOR to services being performed may result in a breach of contract and said contract may be terminated. All work shall be approved by the Administration’s Contract Manager or Authorized Representative prior to any services being performed.

The Contractor shall complete a detailed service report on company’s letterhead or complete the SHA HQ OOM Vendor Work Form daily indicating the date, locations, arrival time, departure time, name of qualified electrical technician(s) performing the work, helper’s name if applicable, a brief description of services performed or to be performed, and any parts and or materials used for the services. Note: No lunch or material acquisition time shall be included on the completed service report on company’s letterhead or the completed SHA HQ OOM Vendor Work Form without the approval of the Administration’s Contract Manager or Authorized Representative. Each service report or SHA HQ OOM Vendor Work Form must be completed, signed by the qualified electrical technician, and signed by the Administration’s Contract Manager or Authorized Representative. A copy of the service report or SHA HQ OOM Vendor Work Form shall be given to the Administration’s Contract Manager or Authorized Representative daily. The documents shall be part of the Administration’s records and used to verify payments. The Contractor shall not be paid if there is not a completed service report on company’s letterhead or completed SHA HQ OOM Vendor Work Form detailing/describing the work performed. Failure to follow these procedures may result in breach of contract and said contract may be terminated.

A copy of the completed service report on company’s letterhead or completed SHA HQ OOM Vendor Work Form detailing/describing the work performed shall accompany the Contractor’s original invoice when submitted for payment. Payments shall not be made without the proper documentation attached to the Contractor’s original invoice.

All work shall be performed per the standards of the electrical industry and to the complete satisfaction of the Administration’s Contract Manager or Authorized Representative. The Contractor

IFB for Maryland State Highway Administration Page 9 of 24 shall work until each service request is completed, and when necessary, respond to multiple requests for services at the same time. The Administration’s Contract Manager or Authorized Representative can perform on-site inspections at any time during the work.

All work shall comply with Federal, State, county and local codes, laws, rules and regulations and to the complete satisfaction of the Administration’s Contract Manager or Authorized Representative.

All work performed under the contract shall be done in accordance with the Maryland Department of Transportation (MDOT) State Highway Administration’s (SHA) specifications entitled, “Standard and Supplemental Specifications for Construction and Materials” of the latest version/revision available at https://www.roads.maryland.gov/mdotsha/pages/Index.aspx?PageId=122 or additions thereto, Maryland Department of Transportation General Conditions for Maintenance Contracts, and the Special Provisions included in the invitation for bid (IFB) documents. In case of discrepancy between the Special Provisions and all other provisions contained in the contract, the Administration’s Contract Manager or the SHA Procurement Officer will be the sole authority as to the proper procedures to follow.

The Contractor shall meet all Federal EPA, OSHA, and MDE guidelines in the performance of work and proper handling and disposal of waste and or contaminated materials. The Administration’s Contract Manager or Authorized Representative shall not receive any materials, products, or chemicals that may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet when received.

The Contractor shall be responsible for obtaining all necessary permits before the service is started.

The Contractor shall also be responsible for contacting and obtaining utility markings from Miss Utility if applicable.

All materials and installations shall comply with the latest editions of the codes, laws, and ordinances of Federal, State, and local governing bodies and authorities having jurisdiction.

The Contractor shall provide only electrical products and materials that are listed and labeled by Underwriters Laboratories Inc. (UL).

In every installation where regulations of BGE (Baltimore Gas & Electric Company) apply, compliance with BGE’s regulations shall be mandatory and any costs involved including BGE’s fees or charges shall be included on the Price Form. All design, equipment, and materials specified by design shall comply with all applicable acts, laws, rules, and regulations in the latest editions of following organizations:

• National Electrical Code (ANSI/NFPA 70)

• Life Safety Code (NFPA 101)

• National Electrical Safety Code (NESC-ANSI C2)

• American National Standards Institute (ANSI)

• National Fire Protection Association (NFPA)

• Institute of Electrical and Electronics Engineers (IEEE)

• Insulated Cable Engineers Association (ICEA).

• National Electrical Manufacturers Association (NEMA)

• Illuminating Engineering Society (IES)

• Underwriters Laboratories Inc. (UL)

• Occupational Safety and Health Administration (OSHA) Americans with Disabilities Act

(ADA)

https://www.roads.maryland.gov/mdotsha/pages/Index.aspx?PageId=122

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WORK SCHEDULING, RATES, PROCEDURES

No work shall be initiated under this scope of work/scope of contractor services until a specific contract has been executed.

No sub-contractors shall be permitted to work under the contract without the consent of the Administration’s Contract Manager or Authorized Representative. Any subcontracted work must be preapproved by the Administration’s Contract Manager. Such approval will only be granted for nonelectrical services ancillary to the work included in this scope of contactor services/scope of work and in the IFB.

No minimum number of hours shall be paid per show-up on-site under this scope of work/scope of contractor services. The Administration shall pay only for work performed. Any work performed outside of this scope of work/scope of contractor services including emergency work shall not be paid if not preapproved by the Administration’s Contract Manager.

Man-hours paid under the contract shall be only for productive hours at the job site. Time spent for transportation of workers, lunch, material acquisition, handling, and delivery or for movement of Contractor owned or rental equipment is not chargeable directly but is overhead and shall be included in the hourly rate for basic labor on The Price Form.

All parts and or materials used by the Contractor shall be billed to SHA at actual cost to the Contractor plus the percentage added to the actual cost of parts and or materials purchased by the Contractor. The percentage amount shall not exceed ten percent (10%). The Administration has the option to purchase directly any individual parts and or materials for the service and or repair that exceeds $200.00 in cost. The contract is not an exclusive contract. The Administration reserves the right to separately bid out labor, parts, and or supplies for any job as determined by the Administration’s Contract Manager or Authorized Representative. A copy of the Contractor’s source invoice(s) or receipt(s) for all parts and or materials used for repairs and or services shall accompany the invoice(s) to be reimbursed. Payments shall not be made for any parts/material without the proper documentation attached to the Contractor’s original invoice.

Any specialized equipment that is rented by the Contractor for use on a project and is intended to be billed as a direct charge must be included on the Price Form and shall be charged to SHA at actual cost to the Contractor plus the percentage added to the actual cost of the specialized equipment rented by the Contractor. The percentage amount shall not exceed ten percent (10%). A copy of the Contractor’s source invoice(s) or receipt(s) for specialized equipment that is rented by the Contractor for use on a project for repairs and or services must accompany the invoice(s) to be reimbursed.

Payments shall not be made for any specialized equipment that is rented without the proper documentation attached to the Contractor’s original invoice.

The Contractor’s stocked items do not qualify for markup and shall be specified on the Contractor’s invoice as stocked items.

The Contractor shall leave the work area clean and free of materials, debris, accumulated waste or rubbish, and Contractor’s equipment to the satisfaction of the Administration’s Contract Manager or Authorized Representative. The Contractor shall be responsible for removal and disposal of all debris and defective materials resulting in performance of the service in strict accordance with all applicable regulations, codes, laws, and ordinances. If the Contractor does not clean area upon completion, the penalties and fines applicable by law to clean the area shall be deducted from the Contractor's invoice as liquidated damages.

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Parts furnished under the contract by the Contractor shall be new, shall be the latest improved models in current production as offered to commercial trade, and shall be of quality material. Manufacture warranties shall apply to new material and materials provided. The Contractor shall provide the Administration’s Contract Manager or Authorized Representative with all manufacturers' warranty documents upon completion of installation and prior to leaving the job site.

The Contractor shall guarantee all work included in the contract against any defects in workmanship and shall satisfactorily correct, at no cost to Administration, any such defect that may become apparent within a period of one year after completion of work. The warranty period shall commence upon date of acceptance by the Administration Contract Manager or Authorized Representative.

SIGN-IN SIGN-OUT PROCEDURES

The Contractor shall contact the Administration’s Contract Manager or Authorized Representative upon arrival and departure of on-site services.

The Contractor and all representatives of the Contractor’s company shall use the HUNTER STREET entrance to access the 707 N Calvert St and 211 E Madison buildings. Upon arrival, the Contractor and all representatives of the Contractor’s company shall use the CONTRACTOR’S SIGN-IN LOG at the SHA HQ Complex Security Desk to record arrival time when reporting to the work site and departure time when leaving the Complex for the day. The Contractor shall not be paid if there is not written record of dates, times, and hours in the CONTRACTOR’S SIGN-IN LOG.

The Contractor shall complete a detailed service report on company’s letterhead or complete the SHA HQ OOM Vendor Work Form daily indicating the date, locations, arrival time, departure time, name of qualified electrical technician(s) performing the work, helper’s name if applicable, a brief description of services performed or to be performed, and any parts and or materials used for the services. Note: No lunch or material acquisition time shall be included on the completed service report on company’s letterhead or the completed SHA HQ OOM Vendor Work Form without the approval of the Administration’s Contract Manager or Authorized Representative. Each service report or SHA HQ OOM Vendor Work Form must be completed, signed by the qualified electrical technician, and signed by the Administration’s Contract Manager or Authorized Representative. A copy of the service report or SHA HQ OOM Vendor Work Form shall be given to the Administration’s Contract Manager or Authorized Representative daily. The documents shall be part of the Administration’s records and used to verify payments. The Contractor shall not be paid if there is not a completed service report on company’s letterhead or completed SHA HQ OOM Vendor Work Form detailing/describing the work performed. Failure to follow these procedures may result in breach of contract and said contract may be terminated.

A copy of the completed service report on company’s letterhead or completed SHA HQ OOM Vendor Work Form detailing/describing the work performed shall accompany the Contractor’s original invoice when submitted for payment. Payments shall not be made without the proper documentation attached to the Contractor’s original invoice. Failure to follow these procedures may result in breach of contract and said contract may be terminated

When signing out (recording departure time), the Contractor or qualified technician shall contact the Administration’s Contract Manager or Authorized Representative to turn in the completed and signed service report or SHA HQ OOM Vendor Work Form that details the work performed that day to the Administration’s Contract Manager or Authorized Representative. The documents shall be part of the Administration’s records and used to verify payment. Failure to follow these procedures may result in breach of contract and said contract may be terminated.

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The Contractor shall not be paid if there is no written record of the actual dates, times, and hours recorded in the CONTRACTOR’S SIGN-IN LOG. The Contractor shall not be paid if there is not a completed and signed service report on company’s letterhead and or completed SHA HQ OOM Vendor Work Form detailing/describing the work performed.

A copy of the completed services report on company’s letterhead or completed SHA HQ OOM Vendor Work Form shall be submitted with the Contractor’s invoice. Payments shall not be made without the proper documentation attached to the Contractor’s original invoice. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees. The Administration shall provide a list of contact names and phone numbers for reporting arrival and departure times on jobs for each service request as scheduled upon contract award.

INSURANCE REQUIREMENT

The Contractor shall at its own cost and expense take out and carry in effect through the term of the contract a policy or policies of insurance with a reputable insurance company that is financially sound and authorized to conduct business in the State of Maryland and upon whom process in any suit or action or other proceeding in the courts of the State of Maryland or of the United States may be served insuring the Contractor against all liability for injuries to persons (including wrongful death) and damages to property caused by the Contractor’s use and occupancy or otherwise caused by the Contractor’s activities and operations. The Contractor shall maintain liability insurance for One Million Dollars ($1,000,000). The documentation is to be provided to the Administration at the time of bid submission.

The Contractor shall maintain Commercial General Liability Insurance with limits sufficient to cover losses resulting from, or arising out of, Contractor action or inaction in the performance of the contract by the Contractor, its agents, servants, employees, or subcontractors, but no less than a Combined Single Limit for Bodily Injury, Property Damage, and Personal and Advertising Injury Liability of $1,000,000 per occurrence and $3,000,000 aggregate.

The Contractor shall maintain Automobile and/or Commercial Truck Insurance as appropriate with Liability, Collision, and Personal Injury Protection (PIP) limits no less than those required by the State where the vehicle(s) is registered but in no case less than those required by the State of Maryland.

The Contractor shall maintain Employee Theft Insurance with minimum limits of $1,000,000 per occurrence.

Within five (5) business days of recommendation for contract award, the Contractor shall provide the Administration’s Contract Manager or Authorized Representative with current certificates of insurance and shall update such certificates from time to time but no less than annually in multi-year contracts, as directed by the Administration’s Contract Manager. Such copy of the Contractor’s current certificate of insurance shall contain at minimum the following:

• Workers’ Compensation: The Contractor shall maintain such insurance as necessary and/or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act.

The Maryland State Highway Administration shall be listed as an additional insured on the policies except for Worker’s Compensation Insurance. All insurance policies shall be endorsed to include a clause that requires that the insurance carrier provides the Administration’s Procurement Officer and Administration’s Contract Manager by certified mail not less than 45 days’ notice of any non-renewal, cancellation, or expiration. In the event the Administration’s Procurement Officer and

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Administration’s Contract Manager receives a notice of non-renewal, the Contractor shall provide the Administration’s Procurement Officer and Administration’s 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.

UNSATISFACTORY WORK

In the event the work performance of the Contractor is unsatisfactory, the Contractor will be notified by the Administration’s Contract Manager or Authorized Representative and be given seven (7) calendar days to correct the work. There shall be no cost to Administration’s for redoing the work.

The Contractor must guarantee to make adjustment of defective product(s), if any, and the State net price shall be the basis of such adjustment.

CONTRACT MANAGER

The Administration’s Contract Manager for the contract is Chris Gallo, who can be reached by phone at 410-582-5572, or by email at cgallo@mdot.maryland.gov The Contract Manager may appoint other employees to serve as the Administration’s Authorized Representatives to serve in an identical capacity for the duration of the contract.

PAYMENT

All authorized service calls for labor, parts, and or materials shall be paid according to the hourly rates listed on the completed Price Form.

The invoice terms shall be net thirty (30) days upon receipt of completed correct invoice.

The invoice for service and or repairs shall be submitted within fifteen (15) calendar days from the date of service. Any work performed at the end of June shall be submitted no later than July 5th to comply with MDOT's fiscal year end requirements.

All invoices shall include the following information. 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.

• Company name

• Complete remittance address

• Company telephone number

• Contact person

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

• Invoice date

• An unique invoice number

• SHA assigned BPO number (blanket purchase order) or contract number

• Details of services performed

• Itemized date of services

• Location of services

• Work time

• Number of man hours for each category of labor

• Labor rates mailto:cgallo@mdot.maryland.gov

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• Parts and or material charges (when applicable)

• Equipment rental fees (when applicable)

• Sub totals for different category of charges

• A total amount due

• Copies of activity report/service tickets/service report/work order and or SHA HQ OOM

Vendor Work Form

• Copies of invoices or receipts for any parts, materials, and or rental equipment listed for reimbursement (when applicable)

Invoices shall be sent to the following address:

Maryland State Highway Administration Office of Maintenance Facility Operations Division 707 N Calvert St, C-LL2 Baltimore, MD 21202

MD SHA is exempt from Maryland Sales Taxes and Use Taxes by Exemption Certificate Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. No tax price shall be included on the invoice.

All invoices under $5,000.00 may be charged to the State Corporate Purchasing Card.

BASIS OF AWARD

The unit prices quoted are required for establishing a unit cost for each service and providing a grand total for the purpose of evaluating bids. The award will be based upon the lowest grand total bid and be awarded to the lowest responsive and responsible bidder for the services required.

This scope of contractor services/scope of work does not commit the State to award a contract. The contents of the bid may become contractual obligations if a contract ensues. Failure of the Contractor to honor the obligations stated in this scope of contractor services/scope of work may result in termination for default.

2.4 Supplemental Category of Work Requirements and Responsibilities Submittals with Bid:

• Current State of Maryland Master Electrician License

• Current State of Maryland Journeyman License

• Current State of Maryland Apprentice License

• Payroll records to verify employment or other records to verify company ownership

• Current and active State of Maryland Business License

• Documentation of license and commercial experience

• Current W9

• Three (3) references

• Contact name and a monitored twenty-four (24) hours number

• Current Workman’s Comp and Liability Insurance

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

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

3.2 End of Contract Transition

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

3.3 Invoicing

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

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

A. Contractor name and address;

B. Remittance address;

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

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

H. State assigned (Blanket) Purchase Order number(s);

I. Goods or services provided;

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and labor hour or time and material items shall clearly identify each item as either fixed price, and labor hour, or time and material billing.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

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Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.3.1 Invoice Submission Schedule

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

A. For items of work for which there is one-time pricing (see Attachment B –The Price Form), those items shall be billed in the month following the acceptance of the work by the State.

B. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the 10th business day of the month following the end of the invoice period.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 Problem Escalation Procedure

No later than ten (10) Business Days after notice of recommended award or after the date of the Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

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

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

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

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

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

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

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

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

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State which may be allowed by the Contract or applicable law.

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3.5 Payments by Electronic Funds Transfer

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

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA DX10Form20150615.pdf.

3.6 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract; Section 31 “Prompt Pay Requirements” Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

3.7 Conflict of Interest Affidavit and Disclosure

The Bidder shall complete and sign the Conflict of Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid. By submitting a Conflict of Interest Affidavit and Disclosure, the Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR 21.05.08.08.

3.8 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

3.9 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and Services (EPPs)

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

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

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3.10 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

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

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

B. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

3.10.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

3.10.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

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

3.10.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid Conference (Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any…