IFB 032-22 Bid Water Sampling.pdf

IFB 032-22 Bid Water Sampling 1 | Page

INVITATION FOR BID (IFB)

Bid Water Sampling

ISSUED BY: Purchasing & Supply Services

Attention: Vera Jones, Contract Specialist

IFB NUMBER: IFB 032-22 (Refer On All Correspondence)

RELEASE DATE: May 12, 2022

PRE-BID MEETING: N/A

QUESTIONS AND INQUIRIES: May 19, 2022 (1:00PM)

BID DUE DATE: June 2, 2022 (2:00PM)

ORAL PRESENTATIONS: N/A

DIRECT INQUIRIES TO: Vera Jones Phone: 301.952.6525 Fax: 301.952.6726 E-mail: vera2.jones@pgcps.org diane.forde@pgcps.org

BID DOCUMENTS

The bid documents may be obtained by:

1. Downloading the document from the Prince Gorge’s County Public School Board’s website at:

www.pgcps.org or clicking on the following link: https://offices.pgcps.org/purchasing/bids.aspx

2. Access solicitations on eMaryland Marketplace @ https://ebidmarketplace.com/

3. Contact the Purchasing Department at 301-952-6560.

4. Visiting the Purchasing Department between the hours of 9:00 AM and 4:00 PM, Monday through

Friday, excluding holidays. The Purchasing Department is located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, MD 20772-9983.

Bidders are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation, doing so may render a Bidder’s bid unacceptable and subject to rejection.

Questions and inquires maybe addressed as outlined in Part II, Item 4 of this solicitation. All questions must be in writing and directed to the Contract Specialist specified above. Failure to adhere to this requirement may subject the bidder to immediate disqualification.

Board of Education of Prince George’s County 13300 Old Marlboro Pike, Room 20

Upper Marlboro, MD 20772 mailto:vera2.jones@pgcps.org mailto:diane.forde@pgcps.org http://www.pgcps.org/ https://offices.pgcps.org/purchasing/bids.aspx

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TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-BID MEETING (N/A)

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT TECHNICAL CONTACT

6.0 CONTRACT MONITOR/BOARD SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 INVITATION FOR BID (IFB) REVISIONS

10.0 BID OPENING

11.0 SUBMISSION DEADLINE

12.0 DURATION OF BID

13.0 DEVIATIONS

14.0 MINORITY BUSINESS ENTERPRISE PROGRAM

15.0 E_COMMERCE

16.0 INSURANCE

17.0 LIQUIDATED DAMAGES – N/A

18.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS

19.0 RESTRICTIONS ON EMPLOYEE ASSIGNMENTS

20.0 OFFEROR RESPONSIBILITIES

21.0 BONDING (N/A)

22.0 TERMS AND CONDITIONS

23.0 BASIS OF AWARD

24.0 OPTION TO RENEW CONTRACT PERIOD

25.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

26.0 PERSONALLY IDENTIFIABLE INFORMATION (PII)

27.0 COVID-19 Vaccine

PART III: BID SUBMISSION REQUIREMENTS

PART IV SCOPE OF WORK

PART VI: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

APPENDIX B - NON-COLLUSION CERTIFICATE

APPENDIX C - DEBARMENT AFFIDAVIT

APPENDIX D - ANTI-BRIBERY AFFIDAVIT

APPENDIX E - CERTIFICATE OF INSURANCE COVERAGE

APPENDIX F – PRICING CONFIRMATION

APPENDIX G - ADDENDA ACKNOWLEDGEMENT

APPENDIX H - MBE DOCUMENTS

APPENDIX I - REFERENCES

APPENDIX J – LETTER OF INTENT TO APPLY

ATTACHMENT A - BID COST FORM

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PART I: SCOPE OF WORK

1.0 INTRODUCTION

This Invitation for Bid (IFB) is soliciting bids for Bid Water Sampling.

2.0 BACKGROUND

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. It is the second largest public school system in the State of Maryland. The Board operates 240 facilities over a ten-mile radius, which includes Pre-k, elementary, middle, and high schools as well as special education centers and alternative schools.

The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

The Board currently has approximately 132,000 students, 19,600 employees and an annual operating budget of $2.2 billion.

3.0 SCOPE OF WORK

The BOARD requests bids for Bid Water Sampling. The specifications are contained in the

Invitation for Bid. Responses submitted must meet or exceed all requirements. Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.

4.0 NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage. The Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/items listed in the price schedule submitted.

CONTRACTORS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any contractor or vendor which has submitted a bid or proposal. Before including consideration of the legal dispute as a factor, the Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

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PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or proprietary information of the Board and/or third party participant.

Bid submissions are subject to the Maryland Public Information Act (Education Article, Maryland Annotated Code, §10-611, et seq.). In accordance with the Act, certain information is subject to public disclosure. Please be advised that should you deem any portion of your bid as confidential or proprietary, it must be conspicuously indicated on those portions so deemed. However, and in accordance with the Act, you are hereby notified that every portion may still be subject to disclosure under the Act.

2.0 TERM OF AGREEMENT

The anticipated terms of this contract shall be three (3) years from date of award. The bidder warrants that prices for the bid under this IFB are not higher than prices currently extended to any other governmental agency for the same product or service.

Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional one (1) year periods.

3.0 PRE-BID MEETING (N/A)

A pre-bid meeting is NOT scheduled.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Supplier orally.

Questions shall be submitted in writing via email to vera2.jones@pgcps.org and diane.forde@pgcps.org. To be given consideration, the questions in WORD format NO LATER THAN May 19, 2022, 1:00 p.m., EST.

Questions that are deemed to be substantive in nature will be responded to in the form of an addendum and posted on PGCPS website www1.pgcps.org/Purchasing and www.emarylandmarketplace.com. Please do not submit question in PDF format.

● Questions Due May 19, 2022

● Addendum Posted May 23, 2022

5.0 POINT OF CONTACT TECHNICAL CONTACT

Vera Jones, Contracts Specialist Alex Baylor Purchasing Office Building Services

E-mail: vera2.jones@pgcps.org (Do Not Contact Mr. Baylor) diane.forde@pgcps.org mailto:Diane.Forde@pgcps.org http://www.emarylandmarketplace.com/

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6.0 CONTRACT MONITOR/BOARD SUPERVISION

The Contractor’s performance will be under the direction of the Contract Specialist /Requesting Department who will be responsible for ensuring contractor’s compliance with the requirements of this contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Contractor shall be accountable to the end users on all matters relating to the scope of work.

7.0 CONTRACT TYPE

The contract resulting from this solicitation will be a fixed-price contract for the initial term of the contract.

8.0 PAYMENT TERMS

The Contractor shall submit an invoice detailing the product or services provided and the actual costs incurred. Payment shall be in accordance with line item price on the purchase order and made within Net 30 days upon receipt of invoice.

The Board reserves the right to reduce or withhold contract payment in the event the Contractor does not provide the Department with all required deliverables within the timeframe specified in the contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

9.0 INVITATION FOR BID (IFB) REVISIONS

Should it become necessary to revise any part of this IFB, addenda will be posted on PGCPS www.pgcps.org/purchasing and www.emarylandmarketplace.com. All addenda, amendments or changes issued shall be deemed received by bidder provided they are posted to eMaryland Marketplace or the Board website. Failure of any bidder to receive or acknowledge receipt of such addenda or interpretation shall not relieve any bidder from any obligations under this IFB as amended by all addenda. All addenda so issued shall become part of the award.

10.0 BID OPENING

NOTE: DUE TO COVID-19 PANDEMIC RESTORATIONS, BID OPENINGS WILL NOT BE OPEN

TO THE PUBLIC. SEE ABOVE SECTION 11.0 SUBMISSION DEADLINE FOR INSTRUCTIONS

ON ELECTRONIC SUBMISSIONS.

The Board shall receive sealed bids until the bid due date indicated on the bid front cover sheet and Section II.10. At the time of the bid opening (as directed on the front cover sheet and in Section II.10), the Contract Specialist or designee shall open all bids received, and record all responses.

Due to the bid openings not being opened, publicly a copy of the bid tabulations will be made available to all interested vendors, upon written request submitted to: vera2.jones@pgcps.org and diane.forde@pgcps.org.

Please refer to PGCPS website and eMaryland Marketplace Advantage for updates and details on bid opening.

11.0 SUBMISSION DEADLINE

In order to be eligible for consideration, proposals must be received via eMarylandMarketPlace Advantage NO LATER THAN June 2, 2022, at 2:00PM. Offerors are also required to mail the http://www.pgcps.org/purchasing

IFB 032-22 Bid Water Sampling 6 | Page original proposals and shall allow sufficient carrier delivery time to ensure timely receipt of their proposal in the Office of Purchasing & Supply Services prior to the deadline. Any proposals received in the Purchasing Office after the submission deadline, will be returned unopened.

Delivery to the Board’s mailroom, lobby, etc. shall not constitute delivery to the Purchasing Office.

Purchasing is located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, Maryland 20772.

12.0 DURATION OF BID

A bid submitted in response to this solicitation is binding upon the bidder and is considered irrevocable for a minimum of 120 days following the closing date for receipt of initial bids.

13.0 DEVIATIONS

All bids meeting the intent of the invitation will be considered for award. Bidders who are deviating from the terms and/or conditions shall list such and explain fully on a separate sheet to be submitted with its bid. The absence of such a sheet shall indicate that the bidder has taken no exception and shall be held responsible for performing in accordance with the terms and conditions as stated herein.

14.0 MINORITY BUSINESS ENTERPRISE PROGRAM

A. The Board of Education of Prince George’s County Administrative Procedure No. 3325

(attached) is applicable and will be part of the Bid Requirements. Forms to be used by all bidders for the applicable procedure will be attached to each response. The “Minority Business Enterprise Utilization Affidavit, Attachment 1” MUST BE submitted AT THE TIME OF BID OPENING. Failure to adhere to the guidelines outlined in this procedure, may result in your firm being ruled non-responsive and may jeopardize any future awards.

B. The contractor or supplier who provides materials, supplies, equipment, service and construction for this project shall attempt to achieve the minimum overall MBE goal of 15% of the total dollar value of the contract for this project from certified minority business enterprises (MBE), either directly or indirectly. The respondent agrees that this amount of the contract will be performed by certified minority business enterprises.

C. Only those businesses registered in the Purchasing. I Supplier database and listed in the Minority Business Enterprise Office directory for the Board of Education of Prince George’s County as a certified minority vendor at the time of any respective proposal opening, shall be recognized as a “Certified Minority Business.” If not listed, evidence of acceptable certification from the Maryland Department of Transportation (MDOT), Prince George’s County Government, Supplier Development & Diversity Division (SDDD) and/or Washington Metropolitan Area Transit Authority (WMATA) must be provided to the Board’s Purchasing Office prior to any respective proposal opening.

D. The Board of Education of Prince George’s County strongly encourages its Contractors to maximize the use of qualified locally based minority and women owned business within the geographical boundaries of Prince George’s County. The respondent or proposer should be able to verify, through documentation that good faith efforts were engaged to maximize the use of qualified local minority and women owned businesses in Prince George’s County.

Documentation of good faith efforts may be required to be submitted in the sealed proposal or proposal packet on the date and at the time due for the respective proposal or proposal submittal. Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required under the law to report the violation.

Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required the law to report the violation.

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LOCAL MBE INITIATIVE: In accordance with Prince George’s County Schools goals promoting minority and locally based purchases, if all other factors are equal, priority shall be given to a locally based firm. "Locally based firm" in this instance refers to a company or firm with a primary business address located within the geographical boundaries of Prince George’s County.

MINORITY BUSINESS ENTERPRISE PROGRAM – PROHIBITIONS: State Law HB 389 and SB 611, Prime Contractors are prohibited by law from including a certified MBE in a bid or proposal without requesting, receiving, or obtaining the MBE’s authorization. The contractor must also use the MBE’s services to perform the contract. In addition, the contractor may not pay the MBE solely for the use of its name in the bid or proposal.

Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required under the law to report the violation.

15.0 E_COMMERCE

eMaryland Marketplace Advantage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fho mepage is the primary site for the Board to transmit solicitations over $25,000. This website also serves to publish any addenda, associated materials, Offeror/Offeror questions and The Board’ responses and other solicitation related information.

Notices of solicitations are also posted on the PGCPS website https://www.pgcps.org/purchasing/proposals.aspx in accordance with State Finance and Procurement Article 13-103 Competitive Sealed proposals, Article 13-104 Competitive Sealed Proposals, and Article 13-107 Sole Source Procurements.

The eMaryland Marketplace law became effective on June 1, 2008, and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s e-commerce website eMaryland Marketplace Advantage (eMMA).

Bidders wishing to do business with the BOARD are asked to register with the Purchasing Department. The successful bidder must be an active vendor in Oracle to receive Purchase Orders and Payment. Instructions on how to register are detailed on the Purchasing website @ http://www.pgcps.org/isupplier/.

Prince George’s County Public Schools does not discriminate in educational programs, activities or employment on the basis of race, color, national origin, sex, age, religion or disability. Bidders will be required to comply with all applicable requirements pertaining to fair labor, state and local government.

All Offerors are required to register with eMaryland Marketplace Advantage, so that the award notice can be properly published.

16.0 INSURANCE

All Offerors shall complete and sign the attached Certificate of Insurance with their technical proposal per the attached insurance requirement form (See Appendix G).

17.0 LIQUIDATED DAMAGES – N/A

The successful respondent accepts this contract with the understanding that should they fail to complete the work/delivery in an acceptable manner and in the time stated, shall be subject to the payment of liquidated damages as stated in the bid document.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://www.pgcps.org/purchasing/bids.aspx http://www.pgcps.org/isupplier/

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18.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS

Employees Having Direct Contact with and/or Uncontrolled Access to Students:

A. Any and all current and future employees of the Offeror who have direct contact with students must have a fingerprinting and criminal background check conducted by the Maryland Criminal Justice Information System (CJIS) and the FBI, a Child Protective Services clearance conducted by the Prince George’s County Department of Social Services, and complete the SafeSchools training module – Prince George’s County Child Abuse: Mandatory Reporting and any other required training as appropriate.

B. All background checks must be completed 15 business days prior to beginning work in and around PGCPS property or engaging in any authorized activities involved PGCPS students. The background checks must be completed by the Fingerprinting Office in the Sasscer Administrative Building or by the PGCPS satellite fingerprinting offices located in Prince George’s County. No person may begin working in PGCPS until 15 days after completing the background clearance process (fingerprint and CPS) and required online training through SafeSchools.

C. Prior to initiating any work at a school building, current and future employees, Offerors, subOfferors, agents, volunteers, outsourced temporary staff, consultants and instructors of the Offeror must sign in and sign out via the Raptor Visitor Management System, which requires a copy of their government issued identification.

D. Pursuant to Md. Education Code Ann. §6-113.2 (Code), a Offeror of a Board of Education who provides a services to a school or the students of a school shall meet the requirements set forth for screening its employees assigned to work at a school site to determine whether such employees have a history of child sexual abuse and/or sexual misconduct. Offeror shall be solely responsible for completing the screening set forth in the Code, shall maintain records of employee screenings, and shall make such records available to PGCPS upon request.

19.0 RESTRICTIONS ON EMPLOYEE ASSIGNMENTS

Offerors are prohibited from assigning the following persons from working at a PGCPS location:

A. Registered sex offenders (Maryland Code, Criminal Procedure Article Section 11-722) B. Individuals convicted of a crime involving third or fourth degree sexual offence under sections 3-307 or 3-308 of the Criminal Law Article; child sexual abuse under Section 3- 602 of the Criminal Law Article; a crime of violence as defined in Section 14-101 of the Criminal Law Article; or comparable offenses in another state. (Annotated Code of Maryland, Education Article Section 6-113)

C. Individuals identified as an alleged abuse or neglecter following completion of a Child Protective Services investigation with a finding of “indicated” child abuse or neglect.

20.0 OFFEROR RESPONSIBILITIES

A. The Offeror agrees to provide the designated PGCPS representative with a list of all current employees and an immediate update of changes in personnel, employees, Offerors, subcontractors, agents, volunteers, outsourced temporary staff and any instructors.

All correspondence should include the following information as applicable:

i. title of the project

ii. school/office

iii. solicitation number

iv. contract number; and

v. PGCPS representative/project manager

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21.0 BONDING (N/A)

Bidders may be required to submit a bid bond in the amount of five percent (5%) as determined by the BOARD and specified in the IFB, to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that may exceed $100K. (COMAR 21.06.07.10)

The Bond must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

PERFORMANCE AND LABOR BOND

The successful respondent may be required to submit a performance and/or labor bond, Cashier’s or Certified Check in the amount of one hundred percent (100%) as determined by the BOARD and specified in the IFB, of all phases of the contract to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that exceeds 100K. (COMAR 21.06.07.10) The Board reserves the right to request performance and labor bond.

The Bond, Cashier’s or Certified Check must be made in favor of the BOARD OF EDUCATION OF

PRINCE GEORGE’S COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

Checks in the amounts stated above will be accepted in lieu of the performance bond and payment bond only upon prior approval of the Purchasing Director. If checks are approved for acceptance in lieu of either bond, they should be in the same amount as these bonds, they should be separate checks, and they should clearly designate the purpose (i.e.; performance or labor). Checks, if submitted, will be deposited in the Board non-interest bearing bank account(s). Upon successful completion of the contract, check(s) will be drawn upon the Board's bank account(s) for the full amounts of both checks.

This requirement may be modified in General Conditions attached to a bid. Bonds must be approved by surety companies that are in the most current Circular 570, Surety Companies Acceptable on Federal Bonds as issued by the U.S. Treasury, Bureau of Government Finance Operations, Division of Banking and Cash Management, Washington, D.C. 20011. If a bonding company is used that is not on the most current Circular 570, the vendor will be contacted to obtain a bond from an approved surety company, and resubmit it to the Purchasing Director within ten (10) working days after the approval of the bid by the Board. Upon receipt and approval of the performance bond and/or payment bond or the checks, an official purchase order will be issued and a contract initiated where appropriate.

22.0 TERMS AND CONDITIONS

Any contract entered into in connection with this solicitation shall be subject to these General Terms and Conditions except as otherwise modified herein.

It shall be the Offeror’s sole responsibility to insure they are compliant with all applicable federal, state, and city laws, rules, ordinances, statutes, etc., that may impact this contract. The Board shall bear no responsibility for monitoring the Offeror’s compliance with said legal requirements. If the Offeror fails to maintain legal compliance, The Board may find said Offeror in default.

In the event of conflict between the General Terms and Conditions and any part or portion of the Special Conditions (Appendix A), these General Conditions shall take precedence.

In the event of conflict between this solicitation any of the General Terms and Conditions proposed by any Offeror, or incorporated in any acknowledgement of contract awarded to the successful

Offeror, then, and in such event, the terms and conditions stated herein shall take precedence unless modified in writing by the Director of Purchasing & Supply Services Prince George’s County Public Schools.

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23.0 BASIS OF AWARD

Contract(s) shall be awarded to the qualified, lowest responsible and responsive bidder(s) offering the lowest bid price on the total lump sum.

Pricing shall remain firm for the initial term of the agreement.

24.0 OPTION TO RENEW CONTRACT PERIOD

A. Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional one (1) year periods.

B. The Board expects all vendors to provide year over year cost reductions recommendations.

C. Price decreases are acceptable at any time, need not be verifiable, and are required should the contractor/producer/processor/manufacturer experience a decrease in costs associated with the execution of the contract.

D. Price adjustments from the contractor/producer/processor/manufacturer for any/all items may be considered at renewal. The request is subject to approval by the Contracting Officer. The request must be submitted in writing at least sixty (90) days prior to the renewal term and shall be accompanied by supporting documentation.

E. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality to another customer, or advertise special discounts or sales, at a price below those quoted within the contract, the lowest discounted prices shall be offered to Prince George’s County Public Schools.

25.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

Offeror shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the Offeror is in Good Standing with the Department of Assessment and Taxation of Maryland and/or registered to do business in the State of Maryland.

Certificates of Status may be obtained online at http://www.dat.state.md.us.

This requirement applies to both Domestic and Foreign (out of state) Offerors. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

26.0 PERSONALLY IDENTIFIABLE INFORMATION (PII)

Personally Identifiable Information includes any information that can be associated with or traced to any individual, including an individual’s name, address, telephone number, e-mail address, credit card information, social security number, or other similar specific factual information, regardless of the media on which such information is stored (e.g., on paper or electronically) and includes such information that is generated, collected, stored or obtained as part of this Agreement, including transactional and other data pertaining to users. The parties will comply with all applicable privacy and other laws and regulations relating to protection, collection, use, and distribution of Personally Identifiable Information. In no event may PII be sold or transferred to third parties, or otherwise provide third parties with access thereto. If there is a suspected or actual breach of security involving Personally Identifiable Information, the parties will notify each other within twenty-four (24) hours of a management-level employee becoming aware of such occurrence.

27.0 COVID-19 Vaccine

And Testing Requirements And On-Site Programming By Non-PGCPS Employees

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Effective September 13, 2021, or at any time during the term of this Contract in which services commence by any intern, volunteer, vendor, contractor or employee of Partner (referred to herein as “Partner’s staff”), PGCPS will require proof of vaccination against Covid-19 or weekly proof of a negative Covid-19 test [with results obtained within seventy-two (72) hours] each Monday for unvaccinated Partner’s staff who are providing services on-site at a PGCPS facility.

A. Unless otherwise stated and to the extent possible, Partner’s services shall be rendered virtually during the term of this Contract or until such time that PGCPS authorizes in-person services by Partner.

B. In the event Partner’s services must be provided at a PGCPS site (not virtually):

1. Partner’s staff shall be required to provide confirmation of vaccination to the designated

PGCPS Point of Contact (i.e. principal/designee or responsible department/office representative) who is responsible for ensuring that the scope of services are completed.

2. Partner’s staff shall be required to submit a list or other documentation of all Partner’s staff who are vaccinated prior to the initiation of services. During the term of the Contract, Partner shall be responsible for supplementing this list for any new Partner staff assigned to provide services under this Contract prior to the Partner’s staff’s start date of services.

3. Unvaccinated, staff providing services at a PGCPS site must present proof of a negative Covid-19 test taken within seventy-two (72) hours to the designated PGCPS Point of Contact (i.e. principal/designee or responsible department/office representative) who is responsible for ensuring that the scope of services are completed. Contractor shall be responsible for providing results from pharmacies and labs that are accredited to administer Covid-19 testing. Results obtained from home Covid-19 testing kits will not be accepted and shall not meet the requirements of this Contract.

4. Partner shall be required to submit a list or other documentation of all Partner’s staff who tested negative by the close of business each Monday. If Monday is a holiday, then the list or other documentation must be submitted on the next day in which schools are open by close of business. This requirement shall continue each week during the term of this Contract.

5. PGCPS will not be responsible for testing Partner’s staff. Failure to provide proof of negative results will bar Partner’s staff from providing in-person services at a PGCPS site until such time as the information is presented.

C. Partner shall inform its PGCPS Point of Contact via phone call or email immediately upon being informed that any of its staff are unavailable to provide onsite services for any day(s) in which they are unable to present a negative Covid-19 test.

D. In the event a non-PGCPS staff tests positive for Covid-19, Partner shall inform the PGCPS Point of Contact immediately but no later than 24 hours after receiving notification of a positive Covid-19 test from the non-PGCPS employee.

The Parties agree that all other terms and conditions of the Agreement shall remain in full force and effect and shall only be amended in writing, signed by both parties.

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PART III: BID SUBMISSION REQUIREMENTS

1.0 GENERAL FORMAT

Submission of the bid response is required via electronic portal, eMaryland MarketPlace Advantage as well as one (1) original hardcopy and one (1) hardcopy submittal is required and must be mailed to our office. Only bids that are submitted via eMMA will be utilized during the evaluation process. Bids that are not submitted via this portal will be ruled non-responsive.

It is the Respondent’s responsibility to submit their bids on time via the electronic portal. It is also the

Respondent’s responsibility to ensure the proposal has been uploaded properly on eMMA. Therefore, it is recommended that Bidders become familiar with this portal as well as the submission process prior to the due date and time of this solicitation. Any questions regarding how to submit bids via the electronic portal shall be directed to eMMA.

PGCPS reserves the right to request proof of submission of the bid response submitted via the electronic portal.

1. Vendors must mail bids, one (1) original hardcopy and one (1) hardcopy submittal, shall allow sufficient carrier delivery time to ensure timely receipt of their proposal in the Office of Purchasing & Supply Services prior to the deadline. Any proposal received in the Purchasing Office after the submission deadline, will be returned unopened. Delivery to the Board’s mailroom, lobby, etc. shall constitute delivery to the Purchasing Office located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, MD 20772-9983.

Bid submission shall be labeled on the outside of each submitted package with the following:

● Bidder’s name and business address;

● Bid Due Date/Time for receipt of Bids, and

● Invitation for Bid (IFB) number and Title

2. eMaryland Marketplace Advantage:

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

NOTE: Vendors/Bidders/Proposers will be required to submit hard copies with original signatures.

Each bid must include a Transmittal Letter and Table of Contents. All pages must be numbered consecutively from beginning to end and separated by tabs as described below:

1. TRANSMITTAL LETTER (TAB A): Bids are to be accompanied by a brief transmittal letter prepared on the bidder’s letterhead, and signed by an individual who is authorized to commit the Bidder to the services and requirements in the IFB. This transmittal letter shall include:

a. The name, title, address, telephone number, and electronic mail address of the person authorized to bind the bidder to the contract, who will receive all official notices concerning this IFB.

b. The bidder’s Federal Tax Identification Number or Social Security Number.

2. FISCAL INTEGRITY (TAB B): Bidder shall submit a State of Maryland Certificate of Good Standing or other filing verifying the bidder is in Good Standing with the Department of Assessments and Taxation of Maryland. Certificates of Status may be obtained on line at http://www.dat.state.md.us. This requirement applies to both Domestic and Foreign Bidders (out of state). Foreign entities should contact the State Department of https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage http://www.dat.state.md.us/

IFB 032-22 Bid Water Sampling 13 | Page

Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

3. FORMS (TAB C): (include the following)

a. Certificate of Status (State of Maryland Certificate of Good Standing with the Department of Assessments and Taxation) Is this the same as above?

b. Completed Non-Collusion Certificate (Notarized) (Appendix B)

c. Completed Debarment Affidavit (Notarized) (Appendix C)

d. Completed Anti-Bribery Affidavit (Notarized) (Appendix D)

e. Completed Certificate of Insurance (Appendix E)

f. Completed Pricing Confirmation (Appendix F) (If Applicable)

g. Completed Addenda Acknowledgement form (Appendix G)

h. Completed MBE Documents (Appendix H) (If Applicable)

i. References (Appendix I)

j. Letter of Intent to Apply (Appendix J)

4. ADDITIONAL DOCUMENTS (TAB D):

a. Qualifications statement and Resumes

b. Bid Cost Form (Attachment A): Bidders shall enter all information requested on the Excel electronic spreadsheet provided with this solicitation. Bidders shall submit all pricing in the Excel Bid Form. Do not submit in pdf.

Failure to provide any of the requested information or documents in this solicitation may render the bid non-responsive.

IFB 032-22 Bid Water Sampling 14 | Page

PART IV SCOPE OF WORK

1.0 OVERVIEW

The specifications that follow are being offered to qualify and select contractor(s) to provide drinking water sampling for the Prince George’s County Public Schools. Water sampling is to be conducted at all schools on municipal water supply. The Award Bidder shall furnish all materials, supervision, labor, equipment and other facilities necessary and proper to properly provide these services in accordance with the specifications.

2.0 SCOPE OF WORK

The company should plan to visit the assigned school at least twice to complete each needed category of testing. For each category of testing, the first visit is to verify the sample fixtures are appropriately barcoded, and install a barcode if necessary. Company shall flush the fixture so that the water will have been stagnant for at least 8 hours, but not more than 18 hours. The flush must be accomplished after the occupant use of the building is completed.

The second visit is to take the actual sample on the following day and which must be accomplished at least 8 hours after the flushing, but not more than 18 hours. The timing of the flushing and sampling is intended to comply with the MDE regulations. Actual sample collection is not permitted over weekends, holidays, Mondays, day after a holiday, or summer break. PGCPS will make every effort to provide access to facilities starting at 6:00 am Tuesday - Friday. Facilities will be available after the school day has ended (approximately 4 pm till approximately 10 pm Monday — Thursday) for fixture flushing.

A. Bidders shall agree to the following:

1. They will bring 6-10 extra sample bottles to each site to cover any locations omitted from the list that are identified in the field.

2. The first draw round of water sampling will be taken per the Maryland Department of the

Environment protocol (i.e., after pipes remain unused for the proper amount of overnight time.)

3. Vendors will submit all paperwork, without signature, to the PGCPS Project Coordinator, who will forward it to Maryland Department of the Environment.

4. A five (5) day turn-around time for the lab to complete the analysis and then report to the vendor.

a. Follow up sampling should be completed within five business days of the receipt of the initial sample results for those fixtures with results equal to or greater than the 5 parts per billion (ppb)

5. Identify the devices for maintenance coffee supply as "other (OT)" and not TL.

6. There are three categories of testing: (1) initial first-draw sampling, (2) flush sampling, and

(3) post-remediation sampling.

7. Vendor must provide a lead in water (LIW) database system and associated equipment for the inventorying and sampling of drinking water outlets. The system must have the following capabilities:

a. Barcode reading

b. Track progress real-time

c. Generate Microbac Chain of Custody (COC)

d. Generate PGCPS reports

e. Generate MDE Laboratory results reporting school spreadsheets (initial, flush, and post remediation)

f. Web accessible

g. Export data and generate queries

IFB 032-22 Bid Water Sampling 15 | Page

8. PGCPS contracted laboratory for lead in water testing is Microbac Laboratories, Inc., located at 2101 Van Deman Street, Baltimore, MD 21224. Microbac has a courier service available for sample pickup at contractor’s expense

Overview of Initial Sampling:

a. Confirm all primary drinking water outlets and barcodes to be sampled. Create and update LIW system records as needed.

b. Newly constructed areas (new schools or additions) will need initial barcodes to be affixed to primary drinking outlets and recorded in the LIW system.

c. Flush faucets and bubblers for 1 minute, and water fountains with reservoir tanks for 5 minutes the day before sampling to provide an 8-18-hour stagnation period.

d. Initial first-draw sample is collected in a 250 mL labeled sampling bottle from the cold water tap. Sample bottles will be provided by the laboratory. COC forms will be generated by the contractor.

e. Samples are to be delivered to the laboratory with completed COC.

f. Sample locations will be identified on school floor plans provided by PGCPS.

Overview of Flush Sampling:

a. Flush sampling must be completed within 5 days of the vendor receiving initial sample results.

b. Flush faucets and bubblers for 1 minute, and water fountains with reservoir tanks for 5 minutes the day before sampling to provide an 8-18-hour stagnation period.

c. Flush sample is collected in a 250 mL labeled sampling bottle after the cold water tap has been run for at least 30 seconds. Sample bottles will be provided by the laboratory.

COC forms will be generated by the contractor.

d. Samples are to be delivered to the laboratory with completed COC.

e. Sample locations will be identified on school floor plans provided by MCPS.

Overview of Post-Remediation Sampling:

a. Post-remediation sampling must be completed within 5 days of vendor receiving

b. Notification of completed remedial actions.

c. Flush faucets and bubblers for 1 minute, and water fountains with reservoir tanks for 5 minutes the day before sampling to provide an 8-18-hour stagnation period.

d. Post-remediation sample is collected in a 250 mL labeled sampling bottle from the cold water tap. Sample bottles will be provided by the laboratory. Chain of custody (COC) forms will be generated by the contractor.

e. Samples are to be delivered to the laboratory with completed COC.

9. Submittals to be delivered to PGCPS

a. The analytical data will be compiled into two reports for each facility for each category of sampling. Each report will summarize and describe results and recommendations and identify fixture compliance status.

b. The first report will include the following:

• The results of the lead testing and the corresponding sample location(s) descriptions;

• A summary of federal and state drinking water standards relative to lead;

• An explanation of the health effects of lead;

• The sources of human exposure to lead, including drinking water;

• The steps consumers can take to reduce exposure to lead in drinking water;

• PGCPS Lead in Water contact information;

• A statement referring parents to their child’s heath care provider should they have

IFB 032-22 Bid Water Sampling 16 | Page concerns regarding their child’s health;

• Remediation plan of action

• Any additional requirements per MDE regulations

c. The second report will include all the details of the first report plus a detailed map of the facility showing locations where samples were taken as well as the laboratory report and completed chain of custody.

d. The reports will be provided electronically. The reports should be submitted to PGCPS no later than 5 business days after receiving laboratory data, and before noon on the last MCPS business day of a week.

e. In addition to the reports above, following MDE documents need to be completed

• MDE Laboratory Results Reporting spreadsheet for each school. This file will be provided electronically within 5 days of receipt of laboratory data.

• Page 1 of the MDE Sample Collection form and provide electronically to PGCPS no later than 5 days of receipt of laboratory data.

• Page | of the MDE Sample Summary Certification form and provide electronically to PGCPS no later than 5 days of receipt of laboratory data.

• Page 1 of the MDE Remedial Plan of Action form for each elevated outlet and provided electronically to PGCPS no later than 5 days of

• receipt of laboratory data.

• Page 1 and 2 of the MDE Completion of Remediation form and

• provided electronically to PGCPS no later than five days of receipt of laboratory data.

f. Separate report will be required for post-remediation testing and provided

B. PGCPS shall agree to provide:

1. Access as early as 3 A.M.

2. Keep bidder updated with changes in contact information for entry

3. Provide a list of all devices by school with floor plans prior to the start of testing.

4. Provide specification on Bottle Fillers (when to sample)

3.0 SUPPORTING DOCUMENTATION FOR WATER SAMPLING

The following items will be provided to awarded qualified contractor(s):

A. Report Viewer File by School with each Site within School Identified with a Unique Identification Number

B. Address List C. School Year Calendar D. School Contact List by Area E. School Public School Construction (PSC) # and Cost Center # F. MDE Lab Results Report Form G. MDE Lead Sample Summary Certification H. MDE Sample Collection Instructions

4.0 SAMPLING PROTOCOL

The Maryland Department of the Environment (MDE) has specified the sampling protocol and in addition is requiring very specific formats for data collection and reporting. The MDE forms and sampling requirements are enclosed and must be completed as required.

PGCPS recognizes that the protocol has significant time restrictions for such items as water dwell time and days. As such, the successful vendor(s) must be capable of meeting these requirements, for both MDE protocol and PGCPS school day purposes. It is anticipated that very early morning sampling will be necessary. By law, no sampling may occur on a Monday or after other days where school was not in session (e.g. the day after holiday).

IFB 032-22 Bid Water Sampling 17 | Page

5.0 PROPOSED TIMELINE

PGCPS successfully applied for timing waivers for our schools to allow sufficient time to collect samples and submit for testing according to the required protocols. Although PGCPS has until the end of the 2022- 23 school year (June 30, 2023) to collect and analyze data, it is the intent of this solicitation to utilize one or more vendors to accomplish all initial sample collections from August – December 2022 and to be able to report on results shortly thereafter. Bidder will provide a timeline for completion in their technical proposal.

6.0 ADDITIONAL INFORMATION

MDE has specified the following designated locations and two letter identifications which must be sampled if they are present and operable:

A. Drinking fountains (DF) B. Ice making machines (IM) C. Kitchen sink (KS) D. Sinks in Home Ee/Life skills (HE)- note these will only occur at middle and high schools E. Teacher's lounge sinks (TL) F. Nurse's office/Health room sink (NO) G. Special Ed room sinks (SE) H. Other(OT)

Samples must also be collected at sinks with a "bubbler" type fountain outlet. However, please note that PGCPS is in the process of permanently removing from service such locations.

Therefore, the number of the “bubbler” sinks/fountains to be sampled, is still being determined.

7.0 QUALIFICATIONS STATEMENT (MINIMUM QUALIFICATIONS)

The work is to be designed and executed by a company that employs professionals with experience specific to lead in water testing in schools; the company should be very familiar with current lead in water testing regulations in the state of Maryland. Most of the methodology for sampling and reporting for this project is based on the US EPA’s 3Ts for Reducing Lead in

Drinking Water in Schools and Child Care Facilities and current criteria described by the

Maryland Department of the Environment (MDE) Lead in Drinking Water—Public and

Nonpublic Schools, Title 26, Subtitle 16 Lead, Chapter 07.

There is a minimum of four (4) years’ experience required of a company providing this type of service to PGCPS.

IFB 032-22 Bid Water Sampling 18 | Page

PART VI: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

These Terms and Conditions shall apply unless otherwise noted in General Terms and Conditions attached to individual bid request. It shall be the Contractor’s sole responsibility to insure they are compliant with all applicable federal, state, and county laws, rules, ordinances, statutes, etc., that may impact this contract. The Board shall bear no responsibility for monitoring the Contractor’s compliance with said legal requirements. If the Contractor fails to maintain legal compliance, The Board may find said Contractor in default.

1. INVITATION TO BID

a. The Board of Education of Prince George’s County (“The Board”) invites all interested and qualified vendors to submit sealed bids for the procurement of goods and services in accordance with directions specified in the attached General Terms and Conditions and these Special Terms and Conditions

b. DEFINITIONS: For the purpose and clarity of this document only, "The Board" will mean the Board of Education of Prince George’s County. Also, for the purpose and clarity of this document, “Bidder" will mean any reliable and interested broker, vendor, contractor, and/or manufacturer that want to bid on this contract.

2. GENERAL BID REQUIREMENTS

a. AUTHORIZED DEALERS: Only authorized dealers may bid on requested equipment. At the discretion of The Board, a certificate, executed by the manufacturer, may be requested stating that the Bidder is an authorized agent of the manufacturer and is duly authorized to service and maintain the equipment.

b. INSPECTIONS: After Bid award, The Board reserves the right to have inspectors on the premises of the manufacturer during the process of manufacture of any products being furnished under this bid for as long as may be considered necessary by The Board. All expenses of the inspectors shall be borne by The Board. The presence of the inspectors at the site of manufacture of the products shall not relieve the Awarded Bidder of responsibility for faulty workmanship of materials that may be discovered at any time after delivery and prior to final acceptance in accordance with the specifications. In case of factory inspection of items being manufactured for The Board, every facility shall be afforded inspectors by the manufacturers for the pursuance of their work.

c. TYPES OF PURCHASES: These specifications are intended to cover the various types of purchases of equipment, materials, supplies, or services as shown to any or to each of the various public schools, offices, or to any designated warehouse or warehouses in Prince George’s County, Maryland, whichever is specified, in quantities to be determined subsequent to the bid opening.