IFB-26085__2_Heating_Oil_and_Standard_Off-Road_Diesel_Supply_Service_Solicitation.pdf

IFB-26085 IFB Template Effective Date:

#2 HEATING OIL AND STANDARD OFF-ROAD DIESEL SUPPLY SERVICE 7/1/2025

200 EAST NORTH AVENUE

BALTIMORE, MD 21202

INVITATION FOR BIDS

#2 Heating Oil and Standard Off-Road Diesel Supply Service

IFB-26085

ISSUED BY: Procurement Office Baltimore City Public Schools 200 East North Avenue, Room 401 Baltimore, MD 21202 Attention: David Carr

IFB NUMBER: IFB-26085

RELEASE DATE: Monday, May 11, 2026

PRE-BID MEETING: Monday, May 18, 2026 @ 10:30 a.m., via

Microsoft Teams

QUESTIONS DUE: Tuesday, May 19, 2026 @ 4:00 p.m.

BID DUE DATE: Tuesday, June 2, 2026 @ 11:00 a.m.

BID OPENING: Tuesday, June 2, 2026 @ 12:00 p.m.

DIRECT INQUIRIES TO: David Carr

PH: 443-642-4016

FX: 410-545-6977

E-mail: dacarr@bcps.k12.md.us

Entities are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render an Entity’s Bid unacceptable and subject to rejection. Questions and inquiries may be addressed as outlined in Part II, Item 4 of this solicitation. Any exceptions to the Baltimore City Public Schools’ (“City Schools’”) terms and conditions are not binding unless they are negotiated and affirmatively deemed mutually agreeable by the Entity and City Schools in an executed Contract. City Schools is not required to negotiate changes to its terms and conditions.

mailto:dacarr@bcps.k12.md.us

IFB-26085 IFB Template Effective Date:

TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

2.0 BACKGROUND

3.0 SCOPE OF SERVICES

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-BID MEETING

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 TRAVEL REIMBURSEMENT

10.0 ELECTRONIC PAYMENT

11.0 IFB REVISIONS

12.0 SUBMISSION DEADLINE

13.0 BID OPENING

14.0 DURATION OF BID

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

17.0 INSURANCE

18.0 LIQUIDATED DAMAGES

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION BADGE ... 13

20.0 LIVING WAGE

21.0 BONDING… .................................................................. ………………………………………………14

22.0 TERMS AND CONDITIONS

23.0 BASIS OF AWARD

24.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

25.0 UNNECESSARILY ELABORATE BROCHURES

26.0 SERVICE LEVEL AGREEMENT

PART III: BID FORMAT

1.0 BID SUBMISSION

2.0 BID SUBMISSION FORMAT

PART IV: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

APPENDIX B - CITY SCHOOLS GENERAL ARTICLES

APPENDIX C - REFERENCES

APPENDIX D - NON-COLLUSION CERTIFICATE

APPENDIX E - DEBARMENT AFFIDAVIT

APPENDIX F - ANTI-BRIBERY AFFIDAVIT

APPENDIX G - ETHICS CERTIFICATION……………………………………………………………………50

APPENDIX H - EDGAR

APPENDIX I - BID FORM

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PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

This Invitation for Bids (“IFB” or “solicitation”) is soliciting Bids from qualified Entities for #2 heating oil and standard off-road diesel supply services.

For purposes of this IFB, the following definitions apply: “City Schools” refers to the Baltimore City Board of School Commissioners, which operates a system of public schools commonly known as the Baltimore City Public School System or Baltimore City Public Schools; “Entity” or “Bidder” means any qualified, reliable, and interested broker, vendor, bidder, consultant, contractor, manufacturer, and/or other entity that responds to this IFB, as well as the entity awarded a Contract or otherwise duly authorized by City Schools to provide Services in accordance with applicable Laws; “Contract” or “Agreement” refers to the legally enforceable Contract or agreement between City Schools and the Entity that is the successful Bidder responding to this IFB; “Services” or “Work” refers to the work, deliverables, products, goods, materials, equipment, and/or services required to be provided or performed by the Entity under the terms of the Agreement; “Law” or “Laws” refers to any applicable federal, state, and local laws, regulations and rules, as well as Baltimore City Board of School Commissioners policies and administrative regulations, which are available at this link: www.baltimorecityschools.org/board-policies; and “Bid” means a bid or submission to City Schools in response to this IFB.

2.0 BACKGROUND

City Schools serves the needs of public education in Baltimore City, covering approximately 77 square miles, with a residential population of more than 585,000. It is the fifth largest public school system in the State of Maryland. City Schools operates 162 schools and programs, which includes Pre-k, elementary, middle, and high schools as well as special education centers, charter, and alternative schools. The Central administration headquarters is located at 200 East North Avenue, Baltimore, Maryland.

City Schools is governed by the Baltimore City Board of School Commissioners which has 12 members (including a partially voting student member). Nine members of the Board are appointed by the Mayor of Baltimore City and two members are elected in a citywide election every four years along with the student commissioner who is elected by fellow high school students every year. The Chief Executive Officer reports directly to the Board.

City Schools currently has approximately 75,811 students, 8,961 employees and an annual operating budget of $1.39 billion.

Please visit the district’s website at www.baltimorecityschools.org for more information about the district.

3.0 SCOPE OF SERVICES

The intent of this contract is to establish an Entity(ies) to provide Baltimore City Public Schools with #2 Heating Oil and Standard Off-road Diesel Fuel Supply service at various Baltimore City Public Schools locations. Entity shall be licensed in the State of Maryland and in compliance with Federal, State of Maryland and Local law, codes and regulations.

http://www.baltimorecityschools.org/board-policies https://nam12.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.baltimorecityschools.org%2F&data=05%7C02%7CTMHutley%40bcps.k12.md.us%7Cf54d8c7de87d4700622408dd680c36ab%7C065bb2f46fe3414fa910f2886305c814%7C0%7C0%7C638781123841924294%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=wY8N25Y3qjvhwX9B%2BhtLTvgMN%2BxT2wGjOOpEajXjGww%3D&reserved=0

IFB-26085 IFB Template Effective Date:

As outlined in the Bid Form in Appendix I, the Entity shall provide # 2 Heating Oil and Standard Off-road Diesel Fuel Supply Services for Various Baltimore City Public Schools based on the daily OPIS (Oil Price Information Service) daily price average purchasing index for Baltimore, Maryland Daily Rack Average (Baltimore Harbor) in dollars ($) plus an Entity fee expressed in dollars ($)/gal (Bid Factor).

City Schools has three methods of delivery: Tank Wagon for small deliveries (under 3,000 Gallons), Tank Wagon for deliveries (from 3,000 to 7,000 Gallons) and Transport deliveries (minimum 7,001 Gallons). Entity must use the most cost-effective method of delivery based on the volume of delivery requested.

The Bid Factor shall include transportation cost, Entity’s operation and managements cost, profit and all other cost associated with the normal operation of this contract. City Schools will not pay to the Entity any other cost related for fulfillment of this contract except daily OPIS price and Entity’s mark-up Bid Factor.

City Schools’ intention under the Contract resulting from this solicitation is to purchase all its operating requirements of #2 Heating Oil and Standard Off-road Diesel Fuel from Entity(ies).

During the life of the Contract City Schools may ask selected Entity(ies) to supply some City Schools sites with Biofuel or equivalent. If Biofuel supply services will be required, Entity shall use the same price structure as for diesel fuel supplied under the Contract.

1. Summary of Work

A. Provide delivery of #2 Heating Oil and Standard Off-road Diesel Fuel to designated City Schools locations within 48 hours from acceptance of the telephone request or receipt of work order from City Schools Facilities Administrator. Delivery hours shall be from 5:00 a.m. to 4:00 p.m.

(Eastern Standard Time), Monday through Sunday.

B. Assist City Schools in monitoring Heating Oil and Standard Off-road Diesel Fuel inventory and restocking services to each physical location.

C. Entity shall be responsible for all #2 Heating Oil and Standard Off-road Diesel Fuel deliveries, transport costs, and carrier performance if an outside carrier is used.

D. Awarded Entity should have a minimum fleet of 10 vehicles to provide fuel.

E. Entity shall have access to fuel, staff, truck and be able to deliver 7 days a week.

F. Deliveries shall be made FOB destination directly to the building oil storage tank at each City Schools and/or office building location between the hours of 5:00 a.m. and 4:00 p.m., based on a mutually developed schedule by City Schools and the Entity. The schedule must be approved by the City Schools Facilities Administrator.

G. Delivery personnel must wear clearly visible identification and uniform.

H. Entity(s) shall send invoices for delivered fuel immediately after delivery to streamline the payment process.

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I. Delivery tickets shall indicate school location, the name of the delivery driver and include the volume of fuel delivered as well as the beginning and ending volume onsite. A summary invoice shall be provided to City Schools for payment monthly along with a spreadsheet of all deliveries in Microsoft Excel format.

J. Emergency delivery, if required, shall be made within four (4) hours after receipt of the request on a 24/7 basis to any City Schools site.

K. Entity shall provide and maintain the ability for City Schools to place orders 24 hours per day/seven days per week by phone/email and via City Schools Computerized Maintenance Management System (CMMS), Asset Essentials (A/E). Training for A/E will be available from the CMMS team as needed.

L. Orders placed via phone/email or A/E must be confirmed via email to the City Schools Facilities Administrator within 2 hours.

M. Entity shall provide monthly reports in Microsoft Excel to the City Schools Facilities Administrator. Reports shall be sent via email to:

jpcollins@bcps.k12.md.us and rpbachubhay@bcps.k12.md.us unless otherwise provided by City Schools.

N. The report shall include, but not be limited to:

i. Locations where fuel was delivered during the previous two weeks

ii. Date and time of each delivery

iii. Designation of fuel type

iv. Amount in gallons for each delivery

v. OPIS daily average for #2 Heating Oil/Standard Off-road Diesel price on date of delivery. Month and date must be included for cost verification.

vi. Entity’s bid factor (markup) that was listed on Bid Proposal sheet.

vii. Total delivered per gallon cost

viii. Total delivery cost for each location

ix. Accumulated total bi-weekly delivery cost for all City Schools locations.

x. Contract number, Entity name, purchase order number, bid factor

(markup), company contact person name, phone number and email.

2. Pricing

A. Entity(s) shall purchase #2 heating oil for City Schools at the “Spot” market based on a daily variable price tied to the OPIS daily average purchasing index for Baltimore, Maryland Daily Rack Average.

B. The bid factor (markup) cost per gallon shall include all items necessary to supply and deliver fuel, free of all charges over and above the contract, extended to four (4) decimal places.

C. The Bid Factor (markup) shall remain firm for the initial term of the contract.

3. Service Call Instructions

A. The awarded Entity will not be authorized to proceed with any service until a Purchase Order has been issued by City Schools. The Board shall mailto:jpcollins@bcps.k12.md.us mailto:rpbachubhay@bcps.k12.md.us

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have no obligation to pay for services before a purchase order has been issued by the Department of Procurement.

B. Due to the important nature of this contract, some services may require an immediate response. The Entity must respond in accordance with all given instructions. Failure to respond to an authorized emergency service call shall be considered unsatisfactory under this contract.

C. All service requests will be made by telephone/email/fax and Asset Essentials work order.

D. When authorized, the Entity shall proceed immediately and respond in accordance with the written request from the City Schools Facilities Administrator.

E. The Entity is required to only perform the services designated in the request. The City Schools Facilities Administrator must confirm any additional service in writing. The Entity shall not honor any request for services made by any other person. Payment shall be made only for services authorized by the City Schools Facilities Administrator or their duly authorized representatives.

F. The Entity is expected to maintain an adequate inventory of the required #2 Heating Oil and Standard Off-road Diesel.

G. The Entity shall comply with all requirements of access to information about hazardous and toxic substances law and regulations.

H. The Entity shall request Manufacturer Safety Data Sheets (MSDS) from their distributor, their degree of hazard, and toxicity. Copies of the MSDS must be forwarded to the Facilities Administrator/ Project Manager prior to beginning any service. The Entity should always have a copy in their possession.

I. City Schools shall not be charged any taxes for materials and supplies covered under this contract (See attached Tax exempt certificate).

J. Entity shall be responsible for all fuel discharge cleanup or remediation if necessary, at no charge to City Schools.

4. Environmental Protection

A. The services covered by this solicitation require the prevention of environmental pollution during all operations. For the purposes of this specification, environmental pollution is defined as the introduction of, and/or the presence of, chemical, physical, or biological elements or agents which adversely affect human health or welfare; unfavorably alter biological balances of importance to human life or affect other species of importance to man. The control of environmental pollution requires consideration of air, water, and land.

B. The Entity and their subcontractors shall comply with the following regulations in the performance of this contract:

i. Clean Air Act (CAA)

ii. Clean Water Act (CWA)

iii. Code of Maryland Regulations (COMAR) Title 09 and 26

IFB-26085 IFB Template Effective Date:

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iv. Comprehensive Environmental Response, Compensation and Liability Act (CERCLA, commonly known as Superfund)

v. Emergency Planning and Community Right-to-Know Act (EPCRA)

vi. Endangered Species Act

vii. National Environmental Policy Act (NEPA)

viii. Federal Insecticide, Fungicide, Rodenticide Act (FIFRA)

ix. Occupational Safety and Health Act (OSHA)

x. Oil Pollution Act, Pollution Prevention Act (PPA)

xi. Safe Drinking Water Act

xii. Toxic Substance Control Act (TSCA)

xiii. All other applicable local, state, and federal laws and regulations concerning environmental and safety requirements, as well as the specific requirements stated elsewhere in the contract specifications.

C. Should any state, federal, or installation regulators determine that the

Entity has or is creating a condition that may present an imminent and substantial danger to health or the environment, they have the authority to issue project cease-and-desist and/or termination orders without routing such notification through the City School Facilities Administrator. Such authority falls under the definition of "imminent hazard" as defined by OSHA, Resource Conservation and Recovery Act (RCRA), and other laws (see "APPLICABLE REGULATIONS" above). If so directed, the Entity shall comply immediately and notify the City Schools Facilities Administrator.

D. The statements above do not infer that the Entity should wait for City Schools Facilities Administrator and/or regulator notification before initiating corrective action for spills, leaks, fires, explosions, and/or accidents involving injuries. In the event of such incidents the Entity shall immediately notify the proper authority and implement corrective actions to prevent further injuries or damage to the environment. All costs incurred as the result of a Entity-caused spill, leak, fire, explosion, or other accident are the responsibility of the Entity.

E. Compliance with the provisions of this section by subcontractors shall be the responsibility of the prime Entity.

F. The Entity shall protect against the emission of hazardous substances into the air that may cause or contribute to air pollution and may reasonably be anticipated to endanger health, welfare and the environment.

G. Entity is responsible for all remediation and/or cleanup services as directed by MDE (Maryland Department of the Environment) involving discharge of oil that may require such attention.

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

Not Applicable

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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 IFB may contain trade secrets, which are confidential and proprietary. The winning Bidder agrees not to disclose or knowingly use any confidential or proprietary information of the Baltimore City Schools and/or third-party participant.

Entities are notified that City Schools has unlimited data rights regarding Bids submitted in response to this IFB. “Unlimited data rights” means that City Schools has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display publicly any information submitted by the Entity in response to this or any solicitation issued by City Schools. City Schools will exempt information that is confidential commercial or financial information of an Entity, as defined by the Maryland Public Information Act (“MPIA”), Title 4 of the General Provisions Article of the Maryland Annotated Code. It is the responsibility of the Entity to clearly identify each part of its Bid that is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with one-inch, bold face letters stating the words “confidential” or “proprietary”. The Entity agrees that any portion of the Bid that is not stamped as proprietary or confidential is not proprietary or confidential. As a condition for City Schools keeping the information confidential, the Entity must agree to defend and hold City Schools harmless if any information is inadvertently released. Each Entity must submit a proprietary and confidential redacted copy of its Bid to be used in responding to MPIA requests. However, and in accordance with the MPIA, Entities are hereby notified that every portion of the Bid may still be subject to disclosure under the MPIA.

2.0 TERM OF AGREEMENT

The anticipated term of the Contract that City Schools intends to award pursuant to this IFB shall be for Three (3) years from the date after Board approval with One (1), Two (2)-year renewal option to be determined at the sole discretion of City Schools, and subject to the termination provisions set forth in the attached City Schools General Articles (Appendix B).

The Entity awarded a Contract pursuant to this IFB may adjust its base Contract Bid prices for the Two (2)-year renewal period. Prices may not be adjusted during the initial Three

(3) year term. This permissible adjustment mechanism shall be tied to the change in the Consumer Price Index (“CPI”). The specific procedure for calculating the adjustment and implementing the resulting price change is described as follows:

At least ninety (90) days prior to the end of the current Contract year, an Entity may submit a request to adjust the Contract prices then in effect based upon a change in the CPI as described below. The U.S. Department of Labor, Bureau of Labor Statistics (“BLS”) (www.bls.gov), CPI, All Urban Consumers (Series ID: CUUR0000SA0) shall be used as the basis for a request to adjust prices.

In no event shall the price increase exceed 5% of the current Contract unit price. The adjustment shall be calculated, as a percent of the prior year annual index number increase. The percent is derived from the difference between the prior calendar year “Annual” index number as published in the BLS-CPI. The difference is expressed as a percentage of the prior calendar year prices. The Entity must submit with the request: a copy of the proposed renewal price schedule showing the current Contract prices; the http://www.bls.gov/

IFB-26085 IFB Template Effective Date:

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price adjustments as calculated using the BLS-CPI, All Urban Consumers (Series ID:

CUUR0000SA0); and, the proposed renewal Contract prices.

In the event the BLS discontinues the CPI Index, City Schools may consider a request from the Entity for a price adjustment based upon the most comparable successor index to the CPI, up to, but not to exceed, 5% for any renewal period.

Any request for price adjustments requires proof (actual invoices) of the increase(s) effect on the Entity’s costs.

3.0 PRE-BID MEETING

Entities are strongly encouraged to attend a virtual pre-Bid meeting scheduled for Monday, May 18, 2026 @ 10:30 a.m. EST. While attendance at the pre-Bid meeting is not mandatory, the information presented is informative. Additionally, interested Entities are strongly encouraged to submit questions prior to this meeting. All interested Entities are encouraged to attend in order to be better able to prepare an acceptable Bid.

The pre-bid meeting will be conducted via Microsoft Teams. Details are below:

https://teams.microsoft.com/meet/288361835905819?p=pSXWdzF7O9Ava8MQmR Call in Number: +1 443-961-1488 Conference ID: 638 949 799#

4.0 QUESTIONS AND INQUIRIES

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

To be given consideration, the questions must be received NOT LATER THAN Tuesday, May 19, 2026 @ 4:00 p.m. All questions shall be submitted in writing through eMMA.

Questions that are deemed to be substantive in nature will be answered only in writing, with both the question(s) and answer(s) posted on https://emma.maryland.gov. Unless expressly authorized by the Point of Contact, contact by Entities with any other City Schools employee regarding this solicitation until the Contract is awarded by the Board will be considered by City Schools as an attempt to obtain an unfair advantage and result in non-consideration of the Entity’s Bid.

5.0 POINT OF CONTACT

David Carr, Buyer Baltimore City Public Schools Office of Procurement 200 E. North Avenue Baltimore, MD 21202 Phone: 443-642-4016 E-mail: dacarr@bcps.k12.md.us

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

For purposes of the Contract awarded pursuant to this IFB, the City Schools Project Monitors are Jonathan Collins and Trina Narivanchik.

https://teams.microsoft.com/meet/288361835905819?p=pSXWdzF7O9Ava8MQmR https://emma.maryland.gov/

IFB-26085 IFB Template Effective Date:

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The Entity’s performance will be under the technical direction of the City Schools Project Monitor, who will be responsible for ensuring the Entity’s compliance with the requirements of the Contract to include managing the daily activities of the Contract, providing technical guidance to the Entity, and overall project scheduling and coordination. The Entity shall be accountable to the City Schools Project Monitor on all matters relating to the scope of Work.

7.0 CONTRACT TYPE

The Contract resulting from this solicitation will be a Requirements Contract.

8.0 PAYMENT TERMS

The prices, rates, and other compensation for Services performed is as described in the Agreement. When transportation or freight charges are billed to City Schools, a paid freight bill must accompany the invoice. Invoices received unaccompanied by such evidence will be paid only upon acceptance by City Schools. Cartage, handling, packaging, or boxing charges will not be allowed unless specifically so stated in the purchase order.

The Parties acknowledge and agree that the Entity’s invoices are to be submitted to City Schools in a timely manner, per the terms of a purchase order, after the Services have been provided to City Schools. If invoices are submitted more than one calendar year after the last date the Entity’s Services have been rendered or the last date when Services were accepted by City Schools, then City Schools shall have no obligation to pay for the stale invoices. City Schools shall have no obligation to pay for Services performed before City Schools approves the Agreement or after it terminates, in excess of the monetary amount of the Agreement, or prior to the issuance of a purchase order. The Entity shall comply with additional City Schools guidance regarding invoices, Bids, and quotes, available on the City Schools website (Quote and Invoice Guidance Document ).

The Entity’s invoices shall be approved for payment by the City Schools Project Monitor only after the City Schools Project Monitor is satisfied that the Entity is performing the Services and has prepared the invoice as required by the Agreement. Prior to approving any Entity invoices for payment, City Schools, through any authorized representative, has the right at all reasonable times to inspect, or otherwise evaluate, the Services performed or being performed at the premises on which it is being performed. If any inspection or evaluation is made by City Schools on the premises of the Entity or any of its subcontractors, the Entity shall provide and shall require its subcontractors to provide all reasonable facilities and assistance for the safety and convenience of City Schools representatives in the performance of their duties. All inspections and evaluations shall be performed so that they will not unduly delay the Services.

Within thirty (30) days after receipt of each invoice and accepting the Services, City Schools shall, except as provided in the Agreement, pay for the Services performed when approved by the City Schools Project Monitor. A payment schedule will be jointly developed between City Schools and the Entity. City Schools reserves the right to submit payment using an electronic payment method, such as credit card, Single Use Account, or Automated Clearing House. The Entity shall not assess City Schools with any additional charge, fee, or price for the use of these electronic payment methods.

Regardless of any other provisions of the Agreement, failure of the Entity to submit required reports when due or failure to perform or deliver acceptable Services will result in City Schools withholding or limiting payments under the Agreement until such time as https://core-docs.s3.us-east-1.amazonaws.com/documents/asset/uploaded_file/3843/BCPS/3989723/City_Schools_Quote_and_Invoice_Guidance_09.15.23.pdf

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City Schools determines that the Entity has met the performance terms as established by this Agreement, unless such failure arises pursuant to Article 7 (“Force Majeure”) of the City Schools General Articles and without the fault or negligence of the Entity. City Schools shall promptly notify the Entity of its intention to withhold or limit payment of any invoice submitted.

If at any time City Schools determines that a cost for which payment has been made is a disallowed cost, such as overpayment, City Schools shall notify the Entity in writing of the disallowance or claim for unallowable costs. City Schools shall also state the means of correction, which may be, but shall not be limited to, adjustment of any future claim submitted by the Entity by the amount of the disallowance, or to require repayment of the disallowed amount by the Entity.

The Entity shall fully comply with any Bid, payment, performance bond and/or other bonding or surety obligations as set forth in this IFB.

9.0 TRAVEL REIMBURSEMENT

N/A

10.0 ELECTRONIC PAYMENT

City Schools has the ability to process payments to contractors electronically using the CTX+ (“Corporate Trade Exchange”) payment format. The payment format will contain summarized information and will not provide details concerning each invoice amount included in the check total if the depositing bank does not accept CTX+ format. Entities must contact their bank in order to receive the CTX+ format and the depositing bank may charge a fee for this format. Entities need to discuss potential charges with their bank.

Please complete and submit the Authorization for Entity Payment - ACH form. Forms can be obtained by visiting the City Schools procurement website:

https://www.baltimorecityschools.org/procurement . City Schools will only process ACH forms for awarded Entities.

11.0 IFB REVISIONS

Should it become necessary to revise any part of this IFB, addenda will be posted on https://emma.maryland.gov. All addenda, amendments or changes issued shall be deemed received by the Entity, provided they are posted to eMaryland Marketplace Advantage or the City Schools website. Failure of any Entity to receive or acknowledge receipt of such addenda or interpretation shall not relieve any Entity from any obligations under this IFB as amended by all addenda. All addenda so issued shall become part of the Contract award.

12.0 SUBMISSION DEADLINE

Bid responses for this solicitation are being accepted solely online through eMaryland Marketplace Advantage https://emma.maryland.gov.

The Bid due date is Tuesday, June 2, 2026 by 11:00 a.m. Bids will be opened electronically in eMMA as soon as practicable after the deadline for the receipt of bids in the solicitation. Bid results will not be given by phone.

https://www.baltimorecityschools.org/procurement

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Bidders’ response shall be submitted as one (1) PDF and one (1) Excel file on-line to eMaryland Marketplace Advantage. Bids will not be accepted by fax, by postal mail, by electronic mail, or by hand delivery.

A late Bid, late request for modification, or late request for withdrawal shall not be accepted or considered. Any request for withdrawal or request for modification received at the place designated in the solicitation after the time and date set for receipt of bids is late.

Hard copy submissions will not be accepted. All Bids must be submitted electronically as one (1) PDF and one (1) Excel file. City Schools is not responsible for any technical problems that result from or that are related to electronic submission or the transmission of data through an electronic submission format.

13.0 BID OPENING

City Schools shall receive sealed Bids until the Bid due date and time indicated on the Bid front cover sheet and Part II, Section 12. At the time of the Bid opening (as directed on the front cover sheet), the Director of Procurement, or his/her designee, shall open all Bids timely received, read the amount of the Bids publicly, and record the Bids. A copy of the Bid tabulations will be made publicly available upon request. City Schools shall then review all Bids and analyze the results of the bidding process. A final recommendation for a Contract award shall be prepared for review and approval by the Baltimore City Board of School Commissioners (“Board”). Upon acceptance and approval of the Bid by the Board, the Board may in its discretion grant its approval for a Contract award subject to such conditions as it may deem appropriate. In some instances, the awarded Entity may be required to sign a formal Contract (see Appendix B) prior to the Board’s award of a Contract; however, no Contract is binding on City Schools unless and until ALL relevant parties have signed the Contract.

All bids shall be opened virtually in the presence of one or more witnesses. The amount of each bid, and such other relevant information as may be specified in the Invitation for Bid, together with the name of each bidder shall be recorded.

Bids shall be opened publicly via Microsoft Teams. Bid opening call in information is below.

Microsoft Teams Call in Information:

Bid Opening Date and Time: June 2, 2026 at 12:00 p.m.

Call in Number: +1 443-961-1488, 796853292# (Dial-in Number) Conference ID: 796 853 292# https://teams.microsoft.com/meet/224157002853525?p=6v5hm0XlnGDxqCPH3U Meeting ID: 224 157 002 853 525 Passcode: vZ6NX3CJ

14.0 DURATION OF BID

A Bid submitted in response to this solicitation is binding upon the Entity and is considered irrevocable for a minimum of 180 days following the closing date for receipt of initial Bids or the closing date for receipt of a best and final offer, if applicable.

https://teams.microsoft.com/meet/224157002853525?p=6v5hm0XlnGDxqCPH3U

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Unless otherwise indicated in DJA-RA 3-103, a Bidder shall not be allowed to withdraw its Bid after the Bid opening and if applicable, shall forfeit its Bid security.

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

During the MBE/WBE goal determination process, this solicitation was not assigned M/WBE goals pursuant to City Schools Administrative Regulation DJA-RA, Procurement, pertaining to Minority and Women’s Business Enterprises (MBE/WBE Requirements).

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

eMaryland Marketplace Advantage (https://emma.maryland.gov) is the primary site for

City Schools to transmit solicitations over $100,000.00. This website also serves to publish any addenda, associated materials, Entity/Bidder questions and City Schools’ responses, and other solicitation related information.

Notices of solicitations are also posted on our website www.baltimorecityschools.org in accordance with the Maryland Annotated Code, State Finance and Procurement Article § 13-103 Competitive Sealed Bids, Article § 13-104 Competitive Sealed Bids, and Article § 13-107 Sole Source Procurements.

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

17.0 INSURANCE

Insurance requirements are set forth in Article 20 of the attached City Schools General Articles (Appendix B). The Entity shall submit with their Bid a Certificate of Insurance that complies with § 19-116 of the Insurance Article, Maryland Annotated Code. The Baltimore City Board of School Commissioners should be named as Additional Insured on the Entity’s insurance and named as Certificate Holder. The Entity’s insurance shall be effective at time that the Entity submits its Bid. If the Certificate of Insurance contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. The Insurance Certificate shall meet the insurance coverage required by Article 20 of the attached City Schools General Articles.

18.0 LIQUIDATED DAMAGES

In the event the vendor fails to provide gymnasium renovation and repair services, City Schools may assess liquidated damages in the amount of $250.00 per day.

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION

BADGE

Depending upon the type of services that the Entity performs and the Entity’s access to students and/or student records, the Entity’s (and its subcontractor’s) employees may be required to submit to a criminal background check and fingerprinting. Also, such employees may be required to obtain a photo identification badge. A full statement of http://www.baltimorecityschools.org/

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these requirements is set forth in Article 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”) of the City Schools General Articles (Appendix B).

20.0 LIVING WAGE

21.0 BONDING

22.0 TERMS AND CONDITIONS

City Schools plans to enter into a contractual agreement with the Entity, subject to these IFB General Terms and Conditions and the Special Conditions for this IFB (Appendix A).

The Contract between City Schools and the Entity shall include the City Schools General Articles (Appendix B), unless modified in writing by City Schools.

In the event of conflict between the City Schools General Articles (Appendix B) and these General Terms and Conditions or the Special Terms and Conditions (Appendix A), the City Schools General Articles shall take precedence.

In the event of a conflict between this IFB and any of the terms and conditions proposed by any Entity or incorporated in any acknowledgement of Contract awarded to the successful Entity, then, and in such event, the terms and conditions stated herein shall take precedence, unless modified in writing by the Director of Procurement.

Any exceptions to City Schools’ terms and conditions are not binding unless they are: (i) negotiated and deemed mutually agreeable by the successful Entity and City Schools;

and (ii) memorialized in a binding agreement between the successful Entity and City Schools. Bids must clearly identify any variances from, or exceptions or objections to: (i) the specifications in this IFB; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). In the absence of any response to the contrary, City Schools will conclude that the Entity agrees to and will hold the Entity strictly accountable to City Schools for: (i) the specifications in this IFB; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Bid. In particular, the following provisions are non-negotiable: (i) the Special Terms and Conditions (Appendix A); and (ii) the provisions set forth in the following Articles in the City Schools General Articles (Appendix B)—Articles 5 (“Entity’s Responsibilities”), 6 (“Subcontractors”), 10 (“Termination”), 11 (“Non-Appropriation”), 12 (“Disputes”), 13 (“Integrity, Ethics, and Conflicts of Interest”), 14 (“Publication and Publicity”), 15 (“Data Collection and Confidential Information”), 16 (“Intellectual Property”), 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”), 19 (“Indemnification and Liability”), 20 (“Insurance”), 21 (“Order of Precedence”), 23 (“Governing Law and Jurisdiction”), 24 (“Entire Agreement”), 25 (“Successors and Assigns”), 26 (“Guarantee”), and 27 (“Notice”). In addition, any deviation by the awarded Entity, without prior documented approval, will be grounds for rejection of the Services or of any goods, and/or equipment when delivered.

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23.0 BASIS OF AWARD

Notice of the intent to award the Contract will be provided with reasonable promptness by written notice from the Director of Procurement, or his/her designee, to the lowest responsible and responsive Entities whose Bid meets the requirements and criteria set forth in this IFB. City Schools reserves the right to award to more than one bidder.

24.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

Entities shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the Entity is in Good Standing with the Department of Assessments and Taxation of Maryland and/or registered to do business in the State of Maryland. The Maryland Certificate of Good Standing must be issued no later than sixty (60) days prior to the Bid Due Date. If the Certificate of Good Standing contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. Certificates of Status may be obtained online by visiting the following website: https://egov.maryland.gov/BusinessExpress/

This requirement applies to both Domestic and Foreign (out of state) Entities. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201 at 888-246-5941, to determine and apply for the appropriate documentation.

25.0 UNNECESSARILY ELABORATE BROCHURES

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective Bid are not desired and may be construed as an indication of the Entity’s lack of cost consciousness. Elaborate artwork and expensive visual and other presentation aids are neither necessary nor wanted.

26.0 SERVICE LEVEL AGREEMENT

THE REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY.

https://egov.maryland.gov/BusinessExpress/

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PART III: BID FORMAT

1.0 BID SUBMISSION

The Entity’s Bid shall be submitted as one (1) file in the PDF format and one (1) file in the Excel format shown solely online through eMaryland Marketplace Advantage https://emma.maryland.gov

Entities shall submit the following:

• Bid Submission

2.0 BID SUBMISSION FORMAT

Bids are to be accompanied by a brief transmittal letter prepared on the Entity’s letterhead and signed by an individual who is authorized to commit the Entity to the Services and requirements in the IFB and Bid. This transmittal letter shall identify the IFB Number and Name and shall include:

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

2. The Entity’s Federal Tax Identification Number or Social Security Number.

3. A brief statement of the Entity’s understanding of the Work to be done, the commitment to perform the Work within the time period, and a statement of why the firm believes it is best qualified to perform the engagement.

4. A statement that the Bid is a firm and irrevocable offer for a period of one-hundred eighty (180) days.

5. Acknowledgement of all Addenda to this IFB.

TAB B. TABLE OF CONTENTS

TAB C. EXPERIENCE AND CAPABILITIES

The Entity shall provide information on past and current experience with rendering services similar in size and scope to those in this IFB. This description shall include:

1. Summary of the Services offered including: the number of years the Entity provided these Services; the number of clients and geographic locations the Entity currently serves, etc. and has served; and, if a past customer, why the Entity is no longer providing services.

2. Organizational chart of the Entity showing: the major components of the unit(s) that will be performing the requirements of the Contract; where the management of the Contract will fall within the organization; and what resources will be available to support this Contract in primary, secondary, and back-up roles.

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3. Name all key personnel who will perform Work under the Contract and include each individual’s resume. Include work history, educational background and indicate the proposed role/function of each individual.

4. At least five (5) recent references from its customers who are capable of documenting the following: a) the Entity’s ability to manage similar Contracts, b) the quality and breadth of Services provided by the Entity under similar Contracts (see Appendix C).

5. Fleet Information – Entity should have a minimum fleet of 10 vehicles to provide fuel.

TAB D. FISCAL INTEGRITY/FINANCIAL STATEMENTS

1. The Entity shall include in its Bid completed audited financial statements including the auditor’s notes, for its last two fiscal years. If the Entity has not had its financial statements audited by an independent accounting firm, the Entity must submit such un-audited financial statements as it has. Some acceptable methods include but are not limited to one or more of the following:

a. Recently audited (or best available) financial statements

b. Lines of credit - must be verifiable and includes LOC amount.

c. Evidence of a successful financial track record

d. Evidence of adequate working capital

2. The Entity shall identify any claims filed by or against the Entity during the past five

(5) years. For each claim, please provide: case caption including case number, court in which the matter was filed, a summary of the allegations, and resolution, if applicable. The failure to provide accurate information may be determined to be a material breach of any future agreement or Contract with City Schools.

TAB E. FORMS

Entity shall provide and execute all of the following or their Bid may be found non-responsive:

1. Certificate of Status (State of Maryland Certificate of Good Standing issued by the Department of Assessments and Taxation);

2. Completed W9 (a blank form is available at: http://www.irs.gov/pub/irs-pdf/fw9.pdf);

3. Certificate of Insurance that complies with §19-116 of the Insurance Article, Maryland Annotated Code;

4. Completed Non-Collusion Certificate (Notarized & Sealed) (Appendix D);

5. Completed Debarment Affidavit (Notarized & Sealed) (Appendix E);

6. Completed Anti-Bribery Affidavit (Notarized & Sealed) (Appendix F);

7. Completed Ethics Certification (Notarized & Sealed) (Appendix G);

8. Completed Education Department General Administrative Regulations (“EDGAR”) Certifications (Appendix H); and

9. Completed Bid Form (Appendix I).

http://www.irs.gov/pub/irs-pdf/fw9.pdf

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

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PART IV: APPENDICES

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APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

These Special Terms and Conditions shall apply unless otherwise noted in General Terms and Conditions attached to individual Bid request. It shall be the Entity’s sole responsibility to ensure it is compliant with all applicable Laws that may impact any Contract awarded pursuant to this IFB. City Schools shall bear no responsibility for monitoring the Entity’s compliance with Laws. If the Entity fails to maintain legal compliance, City Schools may find said Entity in default.

1. GENERAL BID REQUIREMENTS

a. AUTHORIZED DEALERS: Only authorized dealers may submit a Bid for requested equipment. At the discretion of City Schools, a certificate, executed by the manufacturer, may be requested stating that the Entity is an authorized agent of the manufacturer and is duly authorized to service and maintain the equipment.

b. INSPECTIONS: After Bid award, City Schools reserves the right to have inspectors on the premises of the manufacturer during the process of manufacture of any products being furnished under this IFB for as long as may be considered necessary by City Schools. All expenses of the inspectors shall be borne by City Schools. The presence of the inspectors at the site of manufacture of the products shall not relieve the awarded Entity 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 City Schools, 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 schools, offices, or to any designated warehouse or warehouses in Baltimore City, Maryland, whichever is specified, in quantities to be determined subsequent to the Bid opening. There are approximately 200 schools and offices in City Schools.

d. SINGLE PRICE: Unless otherwise specified in the General Terms and Conditions attached to this IFB, the Entity will not be allowed to offer more than one price on each item, even though the Entity may feel that it has two or more types or styles that will meet specifications. The Entity must determine which to offer. If the Entity should submit more than one price on any item, all prices for that item will be rejected.

e. AGGREGATE BIDS: Where provision is made on the Bid form for bidding items on an individual, group or aggregate basis, the award will be made on whichever basis is in the best interest of City Schools. When an aggregate Bid is requested, the unit prices for each item shall be identified in the Bid response. The unit prices in an aggregate Bid should be consistent with the total quoted price for an aggregate price Bid. No Bid or a combination of items will be permitted except as noted in the General Terms and Conditions.

f. MINIMUM REQUIREMENTS: Whenever mention is made of any article, material, or workmanship to be in accordance with Laws (including, but not limited to, building codes, underwriter's code, A.S.M.E.