INVITATION FOR BIDS

Via eProcurement System

IFB NO. 2027-15

ORGANIC OIL FOR BIOSOLIDS DUST SUPPRESSION SYSTEM

OPENING: SEPTEMBER 23, 2026 AT 11:00 A.M.

PRE-BID CONFERENCE: SEPTEMBER 9, 2026 AT 10:00 A.M.

BUYER: Rena A. Agee, CPPB

PHONE: 410-313-6381 EMAIL: ragee@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:ragee@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. 2027-15

Howard County, Maryland Page 2 of 6 Office of Procurement

Via eProcurement System

Rev. 7.16.24

SPECIFICATIONS

1 SCOPE: Howard County, Maryland (the “County”) seeks a qualified firm (the “Contractor”) to supply and deliver an organic oil product for use in the sludge drying process at the Little Patuxent Water Reclamation

Plant. The product will be used as a dust suppressant and processing aid to reduce airborne dust and improve material handling during the truck loading and spreading process of thermally dried biosolids.

2 PRE-BID CONFERENCE:

2.1 A pre-bid conference will be held at the Little Patuxent Water Reclamation Plant, Administration

Building Conference Room, 8869D Greenwood Place, Savage, Maryland 20763 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 of and ability to meet the County’s Equal Business Opportunity goals.

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 the offloading area/storage facility 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 AGREEMENT PERIOD: The Agreement period shall be for one year commencing on or about September

25, 2026, with a renewal option for five additional years in one-year increments, exercisable at the sole discretion of the County.

6 COOPERATIVE PURCHASE:

6.1 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.

mailto:purchasing@howardcountymd.gov

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6.2 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.

7 PRICE ADJUSTMENT:

7.1 Prices offered shall remain 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.

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

7.3 Requests for price adjustments must be accompanied by bona-fide manufacturer’s documents or price lists reflecting the changes. Increases shall be limited to the actual cost increase to the

Contractor. The County reserves the right to grant or deny the request for 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.

7.4 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.

7.5 In the event of any decrease in price either by the manufacturer or if the Contractor shall charge a lower price to other customers, the County shall be notified promptly and receive such decrease.

8 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.

9 ESTIMATED QUANTITIES: The County estimates it will need 30 totes annually. The estimated annual quantities stated are provided as a general guide for 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.

10 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:

10.1 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.

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

10.3 Worker's Compensation Insurance: Statutory coverage for Maryland jurisdiction, including

Employer's Liability coverage, with a limit of at least $100,000.

10.4 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.

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10.5 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.

10.6 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.

10.7 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.

10.8 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.

11 METHOD OF AWARD: The County intends to make a single award to the lowest responsive and responsible

Contractor meeting the specifications. The lead time for delivery may be considered as a factor for award.

12 BILLING AND PAYMENT:

12.1 The Contractor shall submit separate invoices for each Purchase Order issued. Invoices shall be sent to Little Patuxent Water Reclamation Plant, Administration Building, 8869D Greenwood Place, Savage, Maryland 20763. 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.

12.2 Each invoice shall include the following information:

12.2.1 Contractor’s name;

12.2.2 Address;

12.2.3 Federal tax identification number;

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

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

12.2.6 Contract line number;

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

12.2.8 Description of goods provided and/or services performed.

12.3 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.

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

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

12.6 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.

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

12.8 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.

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

13 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.

14 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.

15 WARRANTY: The Contractor warrants the organic oil supplied to be of the highest quality, complying with the specifications and free from all defects.

16 SAFETY DATA SHEETS (SDS): The Contractor shall provide a completed SDS, such as Occupational Safety and Health Administration Form OSHA-20 (latest revision) with their bid. The SDS shall be uploaded with the bid as a separate document. Failure to do so may be cause for rejection of bid.

17 TECHNICAL SPECIFICATIONS:

17.1 The organic oil supplied by the Contractor shall:

17.1.1 Effectively reduce airborne dust generated during the handling and processing of dried biosolids.

17.1.2 Be derived from organic, renewable, vegetable-based, or other non-petroleum sources.

17.1.2.1 The County’s preference is for Emerion® 3916 oil or comparable product.

17.1.2.2 The Contractor shall identify the product being supplied in the bid and include the SDS.

17.1.3 Be certified by the Organic Materials Review Institute (OMRI). A copy of the current OMRI certificate shall be uploaded with the bid.

17.1.4 Be free of hazardous contaminants or additives that could adversely affect biosolids quality, beneficial reuse, land application, or disposal.

17.1.5 Not contain petroleum-based oils, solvents, or other hazardous materials that would cause the final biosolids product to fail applicable federal, state, or local regulatory requirements.

17.1.6 Be pumpable and capable of being applied through the County’s existing oil injection or dust suppression system without excessive clogging, separation, or equipment fouling.

17.1.7 Have a stable composition and not become rancid or otherwise degrade during normal storage conditions.

17.1.8 Not adversely affect the operation of the sludge dryer, conveyors, storage silos, truck loading equipment, or associated dust collection systems.

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17.2 Deliveries:

17.2.1 The Contractor shall deliver the oil, FOB Destination by truck in 275-gallon totes, to the

Little Patuxent Water Reclamation Plant, 8900 Greenwood Place, Savage, Maryland 20763.

17.2.2 Regular delivery of the oil totes shall be scheduled between 8:00 a.m. and 3:00 p.m., Monday through Friday (except County holidays), unless otherwise arranged by the County.

17.2.3 The quantity of the totes delivered at any one time shall be determined by the County at the time the order is placed.

17.2.4 The Contractor shall be capable of making deliveries within three (3) working days after receipt of order.

17.2.5 Each delivery ticket shall include the following information:

17.2.5.1 Date of delivery;

17.2.5.2 Loading location;

17.2.5.3 Discharge location;

17.2.5.4 Quantity of totes delivered; and

17.2.5.5 Signature of the Contractor’s driver and the Chief, Bureau of Utilities, or his designee. Both parties shall retain a copy of each ticket.

17.2.6 The Contractor shall be responsible for any spills resulting from the failure of its or its subcontractor’s delivery equipment or from failure of attendant delivery personnel in the proper performance of their duties. Proper performance shall require attendant delivery personnel’s constant inspection and observation of unloading operations and knowledgeable response to problems or emergencies which would most commonly be expected to occur.

The County reserves the right to refuse any and all deliveries made with equipment that is poorly maintained.

17.2.7 The delivery trucks and totes shall be clean and free of residue that may contaminate the

Contractor’s product or impede the unloading process. It is the Contractor’s responsibility to verify the cleanliness of the transporting equipment before supplied by the Contractor and shall be clean and free from contamination material. The County may reject a load if the equipment is not properly cleaned. The Contractor shall observe the entire offloading operation at each delivery site and shall immediately report any spills caused during the offloading operations. The Contractor shall take immediate and appropriate actions to clean up any spilled oil. If the spill is not cleaned up, the County will hire a certified hazardous material handling company to clean up the spill, and the cost of such service will be charged to the Contractor and deducted from the amount due to the Contractor.