IFB 2027-14 Specifications.pdf

INVITATION FOR BIDS

Via eProcurement System

IFB NO. 2027-14

SNOW & ICE REMOVAL AT BUS STOPS

OPENING: OCTOBER 28, 2026 AT 11:00 A.M.

PRE-BID CONFERENCE: OCTOBER 1, 2026 AT 10:00 A.M.

BUYER: Michael V. Decker, CPPB PHONE: 410-313-6375 EMAIL: mdecker@howardcountymd.gov

HOWARD COUNTY, MARYLAND

OFFICE OF PROCUREMENT

AND CONTRACT ADMINISTRATION

6751 Columbia Gateway Drive, Suite 226, Columbia, MD 21046 https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration mailto:mdecker@howardcountymd.gov https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration

Invitation For Bids No. 2027-14

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Via eProcurement System Rev. 7.16.24

SPECIFICATIONS

1 SCOPE: Howard County, Maryland (the “County”) seeks a qualified firm (the “Contractor”) to furnish snow and ice removal services at select bus stops within the County.

Work is limited to select bus stops as well as sidewalks and walkways adjacent to or near RTA bus stops. To minimize disruptions to services provided to the public, it is essential to provide high quality, prompt and ongoing snow and ice removal services at select RTA bus stops within the County. The County shall establish a priority of completion listing for RTA bus stops included in the snow and ice removal contract in an efficient and timely manner.

1.1 The Contractor shall provide labor and equipment services on a per site as-needed basis.

1.2 Deicing materials for non-roadway surfaces will be provided by the Contractor on an as needed basis.

1.3 The Contractor shall provide Calcium Magnesium Acetate (CMA) as a deicing material for all sidewalks, stairways, landings, plazas, and walkway areas; salt is not to be used in any of these areas.

1.3.1 Each November, the price per bag of deicing material will be established based on the anticipated market price for the season with a 10% markup by the Contractor added for handling cost. This pricing will remain firm throughout the season barring any unforeseen spike in deicing material pricing.

1.3.2 For each snow/ice event, the Contractor will state on their invoice the number of bags of deicing material used at each of the sites for which they are responsible.

1.3.3 The Contractor shall ensure that all personnel will be equipped with all necessary personal protective equipment, appropriate to the type of work being performed under the contract.

All personal protective safety equipment shall be provided by and at the expense of the Contractor.

1.4 Prior to the start of each winter weather season each labor crew supervisor shall thoroughly familiarize themselves with the sidewalks and walkways of each bus stop to which they are assigned.

1.4.1 Any damages to County property caused by the Contractor shall be the responsibility of the Contractor for repair or replacement cost.

1.5 The Contractor shall broadcast ice melt salt evenly across the bus stops at a distribution rate which facilitates melting of snow and ice yet is not excessive or causes clumping of ice melt.

1.5.1 At the County Project Managers discretion, the Contractor may be directed to pretreat

RTA stops with ice melt.

1.6 The Contractor shall remove all snow and ice from the bus stops, sidewalks, landings, and walkways of each bus stop using snow blowers and shovels.

1.6.1 All surfaces are to be cleared completely, edge to edge.

1.6.2 Built up ice accumulations are to be removed by chipping and shoveling when and if necessary, with no damage caused to the underlying surface.

1.6.3 Removed snow shall not block drainage or be placed on shrubbery or equipment, or in such

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1.6.4 The Contractor shall apply ice melt product Calcium Magnesium Acetate (CMA) immediately following removal of snow/ice from walking surfaces.

1.6.4.1 Product shall be applied using spreaders, handheld or wheeled, and at an application rate recommended by the manufacturer.

1.6.4.2 Ice melt shall not be overly applied to any surface and any spills or clumped areas shall be cleaned up immediately and the product distributed evenly on the walking surface.

1.6.4.3 At the County Project Manager’s discretion, the Contractor may be directed to pretreat bus stop adjacent walking surfaces with ice melt product.

2 PRE-BID CONFERENCE:

2.1 A pre-bid conference will be held virtually via WebEx on the date and time specified to discuss objectives and answer questions relating to this solicitation. Contractor’s attendance is not required but is strongly encouraged. Additionally, attendance may facilitate the Contractor’s understanding and ability to meet the County’s Equal Business Opportunity goals. Please see PlanetBids for the meeting link.

2.2 It is recommended that Contractors read the solicitation prior to attending the conference and bring a copy to the conference.

2.3 Please confirm attendance by selecting the RSVP button at the Pre-Bid Meeting Information section in the eBidding system.

2.4 If there is a need for language interpretation and/or other special accommodations, please advise purchasing@howardcountymd.gov so that reasonable efforts may be made to provide special accommodations.

3 SITE VISIT: Each Contractor bidding shall completely satisfy themselves as to the exact nature and existing conditions of select RTA bus stops within the County and requirements of the specifications for extent and quality of work to be performed. Failure to do so shall not relieve the Contractor of its obligation to carry out the provisions of the Agreement.

4 INQUIRIES AND ADDENDA:

4.1 The Buyer in the Issuing Office is the sole point of contact for this solicitation. Questions must be submitted in the eProcurement system by the date and time specified.

4.2 Addenda to solicitations often occur prior to the bid opening, sometimes within a few hours of the opening. It is the potential Contractor’s responsibility to visit the Office of Procurement and Contract Administration eProcurement website to obtain Addenda. Addenda, when issued, must be acknowledged in the eProcurement system.

5 CONTRACTOR’S QUALIFICATIONS:

5.1 Contractors must be engaged in snow and ice removal services and must have been actively engaged in snow and ice removal services for a period of no less than five years. The experience of owner(s) may be imputed to a newly formed company/contractor provided the owner(s) has/have at least five years of demonstrated experience of reliability and meets the criteria set forth herein.

5.2 The County reserves the right to inspect the Contractor's equipment and to perform such investigations as may be deemed necessary to ensure that competent personnel and management will be utilized in the performance of the Agreement.

mailto:purchasing@howardcountymd.gov

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5.3 In accordance with Howard County Code Sec. 4.117 (a) (4), the quality of performance of previous contracts or services shall be considered in determining the lowest responsive and responsible bidder. Quality of performance may be determined through contracts or services provided to the County or to other entities. Quality of performance to other entities will be determined from reference checks when references are required. The determination of quality performance includes the Contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction and the Contractor’s businesslike concern for the interests of the customer. The County reserves the right to reject any bid deemed not responsible or non-responsive.

6 AGREEMENT PERIOD: The Agreement period shall be for one year commencing on or about December 1, 2026, with a renewal option for five additional years in one-year increments, exercisable at the sole discretion of the County.

7 COOPERATIVE PURCHASE:

7.1 The County reserves the right to extend all of the terms, conditions, specifications, and unit or other prices of any Agreement resulting from this solicitation to any and all public bodies, subdivisions, school districts, community colleges, colleges, and universities including non-public schools. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The Contractor agrees to notify the issuing body of those entities that wish to use any Agreement resulting from this solicitation and will also provide usage information, which may be requested.

7.2 The County assumes no authority, liability, or obligation, on behalf of any other public or non-public entity that may use any Agreement resulting from this solicitation. All purchases and payment transactions will be made directly between the Contractor and the requesting entity. Any exceptions to this requirement must be specifically noted in the bid response.

8 PRICE ADJUSTMENT:

8.1 Prices offered shall be firm against any increase for one year from the effective date of the Agreement. Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify the Issuing Office in advance of any requested price changes.

8.2 Requests for price adjustments must be submitted to the Issuing Office, not the User Agency.

8.3 The County may entertain requests for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 5% increase on the current pricing, whichever is lower. (For purposes of this section, “Consumer Price Index” shall be the Mid-Atlantic Consumer Price Index-All Urban Consumers (CPI-U), Baltimore-Columbia-Towson, MD, All Items, Not Seasonally Adjusted, as published by the United States Department of Labor, Bureau of Labor Statistics.) All written requests shall be issued to the Office of Procurement and Contract Administration and such requests shall include detailed justification for the price adjustment as well as all countermeasures developed by the Contractor to offset cost increases. The County reserves the right to grant or deny the request for a price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.

8.4 If a price increase is requested following Agreement renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is granted, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.

9 NON-EXCLUSIVITY: Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the Contractor. The contract shall not restrict the County from acquiring similar, equal or like goods and/or services from other entities or sources.

10 ESTIMATED QUANTITIES: The estimated annual quantities stated are provided as a general guide for

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Via eProcurement System Rev. 7.16.24 bidding and are not guaranteed. Actual quantities may be more or less than those estimated. The County reserves the right to add, change or delete items as deemed necessary.

11 INSURANCE: The Contractor will be required to purchase and maintain during the life of the Agreement, including any subsequent renewal terms, Commercial General Liability Insurance, Automobile Liability Insurance, and Worker's Compensation Insurance with limits of not less than those set forth below:

11.1 Commercial General Liability Insurance: Combined Single Liability limits of $1,000,000 each occurrence and $1,000,000 aggregate naming “Howard County, Maryland, its officials, employees, agents and volunteers” as Additional Insured and “Howard County, Maryland” as Certificate Holder.

11.2 Automobile Liability Insurance: Combined Single Liability limit of $1,000,000 any one accident.

11.3 Worker's Compensation Insurance: Statutory coverage for Maryland jurisdiction, including Employer's Liability coverage, with a limit of at least $100,000.

11.4 The Contractor shall assure that all subcontractors or independent contractors performing services in accordance with this solicitation carry identical insurance coverage as required of the Contractor, either individually or as an Additional Insured on the policies of the Contractor. Exceptions may be made only with the approval of the County. The Contractor shall indemnify the County for any uninsured losses relating to contractual services involving subcontractors, including workers' compensation claims.

11.5 The Contractor shall provide the County with Certificates of Insurance within ten days of award notification, naming “Howard County, Maryland, its officials, employees, agents and volunteers” as Additional Insured and “Howard County, Maryland” as Certificate Holder. Failure to provide the certificates as required shall result in rejection of award by the County. Such certificates shall provide that the County be given at least 30 days prior written notice of any cancellation of, intention to not renew, or material change in such coverage.

11.6 The providing of any insurance required herein does not relieve the Contractor of any of the responsibilities or obligations assumed by the Contractor in the Agreement awarded or for which the Contractor may be liable by law or otherwise.

11.7 Failure to provide and continue to enforce such insurance as required above shall be deemed a material breach of the Agreement and shall operate as an immediate termination thereof.

11.8 Failure to comply with this requirement at any time during the initial term and any subsequent renewals may be sufficient cause for termination for default.

12 METHOD OF AWARD: The County intends to make a single award to the lowest responsive and responsible Contractor meeting the specifications.

13 WORK SCHEDULE: This solicitation is on an as-needed basis and as such there are no established work hours. This is a weather-dependent service with no guarantee that services will be required in any winter season covered by the resulting contract. The Contractor shall commence snow and ice removal within 24 hours of the cessation of the snow/ice event upon the accumulation of 4-inches of snow or upon notification by the County. The Contractor shall revisit stops cleared 24 hours after the initial removal of snow and ice in order to ensure stops are not reburied.

14 BILLING AND PAYMENT:

14.1 The Contractor shall submit separate invoices for each Purchase Order issued. Invoices shall be sent to the Department of County Administration, Office of Transportation, 3430 Court House Drive, Ellicott City, Maryland 21043. Invoices in the proper form and approved by the County shall be paid by the County within 30 days of receipt. Invoices without the necessary information may be returned for correction prior to payment.

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14.2 Each invoice shall include the following information:

14.2.1 Contractor’s name;

14.2.2 Address;

14.2.3 Federal tax identification number;

14.2.4 Contract number, if applicable (i.e., 44XXXXXXXX);

14.2.5 Purchase Order number (i.e., 2XXXXXXXXX);

14.2.6 Contract line number;

14.2.7 Unit price and extended price (unit price must match a contract line); and

14.2.8 Description of goods provided and/or services performed.

14.3 The County reserves the right to make payments on Visa procurement cards when orders are placed using procurement cards as indicated in the Purchase Order Terms and Conditions, Method of Ordering. Contractors are not permitted to charge the County additional fees over and above their bid prices to process payments on procurement cards.

14.4 The County reserves the right to make payments via electronic funds transfer (a.k.a. ACH).

14.5 Delivery tickets signed by authorized County personnel shall accompany invoice, if applicable.

14.6 Payment shall be made after delivery and upon receipt of proper invoice from Contractor and authorization by the head of the department or their designee.

14.7 All amounts, costs, or prices referred to herein shall be United States of America currency.

14.8 The proper form of County invoices requires that the necessary information be included on all invoices. Invoices without the necessary information may be returned for correction prior to payment. The County reserves the right to approve invoices, in its sole discretion, and to request such detail and additional information as the County, in its discretion deems appropriate.

14.9 All pricing shall be quoted as FOB Destination, Inside Delivery.

15 EXCEPTIONS: If the Contractor cannot meet the terms, conditions and/or specifications of the IFB, the Contractor must furnish a statement on company letterhead giving a complete description of any exceptions to the terms, conditions, and specifications. Failure to furnish the statement shall mean that the Contractor agrees to all terms, conditions, and specifications. Exceptions taken do not obligate the County to change the terms, conditions and/or specifications. Exceptions to the terms and/or conditions may be sufficient cause for rejection of the Contractor’s response. The County will not consider any exceptions to the terms, conditions and specifications after the solicitation closing date and time.

16 SITE CONDITIONS: The submission of a bid shall be considered representation that the Contractor has carefully investigated all conditions which affect or may, at some future date, affect the performance of the work or services covered by the solicitation, the entire area to be serviced as described in the solicitation and that the Contractor is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed, and equipment and materials to be furnished. The Contractor shall also be familiar with all Federal, State, and County laws, all codes, and ordinances of the County which in any way affect the performance of the work, or persons engaged or employed in the work, or the materials and equipment used in the work.

17 DEFINITIONS:

17.1 TIER 1 STOP: Consists of an ADA pad and sidewalk connection.

17.2 TIER 2 STOP: Consists of a shelter, ADA pad, and sidewalk connection.