HQPLMB29SB_IFB.pdf

Plumbing Services at SHA HQ Complex Solicitation #: HQPLMB29SB / BPM058990 IFB Document

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STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

PLUMBING SERVICES AT SHA HQ COMPLEX

IFB NUMBER: HQPLMB29SB / BPM058990

ISSUE DATE: WEDNESDAY, SEPTEMBER 23, 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 Plumbing Services at SHA HQ Complex

Solicitation Number: HQPLMB29SB / BPM058990

IFB Issue Date: Wednesday, September 23, 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

HQPLMB29SB / BPM058990

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, October 02, 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, October 02, 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, October 01, 2026 at 3:00 pm.

Questions Due Date and Time:

5 days prior to bid opening: Wednesday, October 14, 2026 by 3:00 pm Local Time

Bid Due (Closing) Date and Time: Wednesday, October 14, 2026 by 3:00 pm Local Time

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Public Bid Opening Date, Time, and Location

Wednesday, October 14, 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: Two (2) years / twenty-four (24) months

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 maintain a current and active State of Maryland Master Plumber

License. The State of Maryland Master Plumber License shall be submitted at the time of bid submission.

B. The Contractor shall maintain a current and active State of Maryland Business

License to operate in Maryland. The current and active State of Maryland Business License shall 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 plumbing business and have available a minimum work force of two (2) State of Maryland licensed commercial journeyman plumbers with a minimum of five (5) years of commercial plumbing experience. The documentation of contractor’s qualifications of license and commercial experience shall be submitted at the 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 mailing address.

F. The Contractor shall also employ plumber’s helpers to assist in various tasks.

G. The Contractor shall submit three (3) references at the time of bid submission that includes a contact name, contact address, contact telephone number, and the business name of at least three businesses for which the contractor provided commercial plumbing services within the preceding twenty-four (24) months. The references may be checked prior to contract award. Any negative responses received may result in disqualification of the contractor’s bidding packet.

H. 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, UASCE, FCWA, MOSH, OSHA, NFPA, and other relevant governmental agencies.

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I. The Contractor shall be expected to perform the required plumbing 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

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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”): of providing licensed plumbers for plumbing repairs, installation, maintenance, and remodeling services on an as needed basis at the Maryland State Highway Administration Headquarters (MD SHA HQ) Complex located at 707 N Calvert St and 211 E Madison St, Baltimore, MD 21202 for a period of twenty-four (24) months 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 plumbing services per this scope of contractor services/scope of work shall be deemed non-responsive, and the bid shall not be considered.

This scope of contractor services/scope of work describes the requirements of providing licensed plumbers for plumbing repairs, installation, maintenance, and remodeling serves on an as needed basis at the Maryland State Highway Administration Headquarters Complex (MD SHA HQ Complex) located at 707 N Calvert Street and 211 E Madison Street, Baltimore, MD 21202 for a period of twenty-four (24) months or total payments as established by the winning bid, whichever comes first.

This scope of contractor services/scope of work will establish hourly rates and material costs.

Quantities listed are estimates and are only given for the purpose of bid evaluation. The quantities do not indicate the actual amount that will be spent since such expenditures will depend upon requirements that will develop during the contract period.

Plumbing services, repairs, and maintenance of all plumbing systems will be conducted in the 707 N Calvert St building and the 211 E Madison St building. Plumbing services include, but are not limited to, emergency response, possible design, installation, maintenance, reconditioning, troubleshooting, or repair that may be required at SHA HQ Complex. The Contractor shall be expected to perform the required plumbing services from verbal requests, instructions, and or descriptions.

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In general, the work involved will include, but not limited to installation, repairs, or modifications to water, sewer, and drain lines; cleaning and unclogging of drains and sewer lines from 1” to 6”; installation, repairs, or modifications on a variety of bathrooms, kitchens, and lab fixtures including sinks, showers, toilets, urinals, hot water heaters, well pumps, holding tanks, water fountains, and drains; installation and repairs to gas pipes, pipe installation, and heat tape; and installation and testing of backflow preventers. This is not an all-inclusive list; other types of repairs and services may be required.

2.3 Contractor Responsibilities and Tasks

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 worked performed under the contract.

The Contractor shall maintain an adequate stock of industry-standard supplies, parts, and tools necessary for performing commercial plumbing work at all times. 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 plumbing work while engaged in said performance.

At the request of either party to the contract and prior to the initiation of work, a conference may be held for the purpose of identifying and clarifying the specific methods and materials to be employed.

The Contractor shall provide qualified plumbers to perform various duties as directed by the Administration’s Contract Manager or Authorized Representative. The Contractor shall provide “not to exceed” estimates on all work. All work shall be approved by the Administration’s Contract Manager or Authorized Representative.

A normal work crew will consist of one (1) state licensed commercial plumber. On complicated work assignments, additional plumbers or helpers may be used if pre-approved by the Administration’s Contract Manager or Authorized Representative. A licensed commercial journeyman plumber shall be required to be on-site at all times either performing the work or overseeing the work of a plumber’s helper. The State of Maryland 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.

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 7:00 AM and 5:00 PM, Monday through Friday. After notification for request of a routine service, the Contractor shall provide a schedule for the needed service within 48 hours.

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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.

Holiday on call Service response will be paid at two (2) times the routing hourly rate as specified on The Price Form. 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.

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

The Contractor may be required to do emergency service repairs at times other than normal working hours. Emergency services shall be performed by a licensed plumber. The Contractor shall be available on a twenty-four (24) hour basis for such emergency work, three hundred sixty-five (365) days per year. The Contractor shall provide a contact name and a monitored twenty-four (24) hours phone number for emergency services at the time of bid submission.

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 of 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.

All work shall comply with federal, state, county, and local codes, laws, rules, and regulations.

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

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The Contractor 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 perform on-site inspections at any time during the work.

The Contractor shall be responsible for purchasing and obtaining all necessary permits before work is started. The Contractor is also responsible for contacting and obtaining utility markings from Miss Utility if applicable.

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

The Contractor shall maintain a stocked service truck with materials, tools, ladders, and equipment to provide plumbing services as described in this scope of contractor services/scope of work.

The Contractor shall provide drain/sewer line cleaning services to be paid at the same hourly rate as an authorized service call.

The Contractor shall complete a detailed service report on company’s letterhead or complete the SHA HQ OOM Vendor Work Order daily indicating the date, locations, arrival time, departure time, name of qualified 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 Order without the approval of the Administration’s Contract Manager or Authorized Representative. Each service report or SHA HQ OOM Vendor Work Order shall be signed by the qualified technician and signed by the Administration’s Contract Manager or Authorized Representative. A copy of the service report or SHA HQ OOM Vendor Work Order 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 when verifying 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 Order detailing/describing the work performed. Failure to follow these procedures may result in breach of contract and said contract may be terminated. The Administration’s Contract Manager or Authorized Representative shall provide a list of contact names and phone numbers for reporting arrival and departure times for on-site services upon contract award.

A copy of the completed service report on company’s letterhead or completed SHA HQ OOM Vendor Work Order 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.

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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 require additional training of Contractor’s employees at no cost to the Administration.

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 Subcontractor shall be permitted to work under the contract without the written approval of the Administration’s Contract Manager. Any subcontracted work must be preapproved by the Administration’s Contract Manger.

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 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. No minimum show-up time shall be paid under the contract.

All parts and or materials used by the Contractor shall be billed to the Administration 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 $100.00 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) 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/materials without the proper documentation attached to the Contractor’s original invoice.

Any specialized equipment that is rented by the Contractor for use on repairs and or services that is intended to be billed as a direct charge must be included on The Price Form and shall be charged to the Administration 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 or receipt for specialized equipment that is rented by the Contractor for use on repairs and or services shall accompany the invoice or receipt 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.

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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 keep the work area clean and free of materials, debris, accumulated waste or rubbish, and Contractor’s equipment used to complete the services at all times 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 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.

Parts furnished under the contract 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 materials and or parts 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.

Parts furnished by the Contractor shall be new and shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material.

Manufacturers’ warranties shall apply to new parts 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 work site.

The Contractor shall guarantee all work included in the contract against any defects in workmanship and shall satisfactorily correct, at no cost to the 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’s 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 write the arrival time when reporting to the work site and write the departure time when leaving the complex for the day. The Contractor shall not be paid if there is no written record of dates and times in the CONTRACTOR’S SIGN-IN LOG.

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When signing out (write the departure time), the Contractor shall give a completed service report on company’s letterhead or completed SHA HQ OOM Vendor Work Order detailing/describing the work performed that day to the Administration’s Contract Manager or Authorized Representative. The documents shall be signed by the Contractor and the Administration’s Contract Manager or Authorized Representative. The documents shall be part of the Administration’s records and used when verifying 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 Order detailing/describing the work performed. A copy of the completed service report on company’s letterhead or completed SHA HQ OOM Vendor Work Order 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.

INSURANCE REQUIREMENTS

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 shall be provided 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 Procurement Officer and Administration’s Contract Manager with the 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 Procurement Officer. Such copies of the Contractor’s current certificate of insurance shall contain at minimum the following:

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• 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 the insurance carrier to provide 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 Administration’s Contract Manager receive 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 of Maryland 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 the Administration for redoing the work.

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

CONTRACT MANAGER

The Administration’s Contract Manager is Chris Gallo, who can be reached by phone at 410- 582-5572, or by email at cgallo@mdot.maryland.gov The Administration’s Contract Manager may appoint other 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 The Price Form.

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

The invoice for services 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 the Maryland Department of Transportation’s fiscal year-end close requirements.

mailto:cgallo@mdot.maryland.gov

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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

• A unique invoice number

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

• Details of services performed

• Date of services

• Work time

• Number of man hours

• Labor rates

• Parts and or materials charges (when applicable)

• Equipment rental fees (when applicable)

• Subtotals for different category of charges

• A total amount due

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

• Copies of service reports or SHA HQ OOM Vendor Work Order

Invoices shall be sent to the following address:

Maryland State Highway Administration Facility Operations Division 707 N. Calvert Street, C-LL2 Baltimore, MD 21202

SHA HQ Complex 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.

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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 and active State of Maryland Master Plumber License

• Current and active State of Maryland Business License

• The documentation of contractor’s qualifications of license and commercial experience

• Current W9

• Three (3) references

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

IFB for Maryland State Highway Administration Page 18 of 25

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

IFB for Maryland State Highway Administration Page 19 of 25 that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

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.

IFB for Maryland State Highway Administration Page 20 of 25

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 Contract awarded pursuant to it are not authorized to be conducted by electronic means; any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy. Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract Monitor.

4.3 Pre-Bid Conference

If a Conference will be held, the date, time, and location is indicated on the Key Information Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend to facilitate better preparation of their Bids.

To assure adequate accommodations at the Conference, please email the completed Attachment 2 for those expected to attend the Conference to the Procurement Officer no later than the time and date indicated on the Key Information Summary Sheet. In addition, if there is a need for sign language interpretation or other special accommodations due to a disability, please notify the Procurement Officer at least five (5) Business Days prior to the Conference date. Reasonable efforts will be made to provide such special accommodation. If the Conference is in person, attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.4 Questions

All questions, including concerns, shall identify in the subject line the Solicitation Number and Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

4.4.1 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for IFB amendments and posted on eMMA.

4.4.2 The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the State unless it issues an amendment to the solicitation in writing.

4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR

21.05.02.10. Bids received after that date will not be considered. Requests for an extension of this date or time shall not be granted.

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

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Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

4.6 Receipt, Opening and Recording of Bids

Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder. Bids shall be opened publicly at the time, date and place designated in the Key Information Summary Sheet. The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of Bid opening.

4.7 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved.

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

4.8 Revisions to the IFB

4.8.1 All revisions to the IFB before the due date for Bids will be published in an addendum to the IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the Procurement Officer to have obtained this IFB. It is the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

4.8.2 Bidders shall acknowledge in the Bid the receipt of all addenda to this IFB issued before the Bid due date.

4.8.3 Failure to acknowledge receipt of an addendum…