IFB - BPM053315 -Risteau - final.pdf

Janitorial Services at Mary E. W. Risteau

District Court & Multi-Service Center

Solicitation #: BPM053315

IFB Document

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STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

(DGS)

INVITATION FOR BIDS (IFB)

JANITORIAL SERVICES AT MARY E. W. RISTEAU

DISTRICT COURT & MULTI-SERVICE CENTER

IFB NUMBER: BPM053315

ISSUE DATE: OCTOBER 7, 2026

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the

Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve

Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an

Amendment on eMMA.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

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MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION: KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance - Janitorial Services at Mary E. W. Risteau

District Court & Multi-Service Center

Solicitation

Number:

BPM053315

IFB Issue Date: October 7, 2026

IFB Issuing

Office:

Department of General Services (DGS or the "Department")

Procurement

Officer:

Jonicia Tucker

301 W. Preston Street

Baltimore, MD 21201

Email:

Phone Number:

Jonicia.tucker1@maryland.gov

(410)767-8199

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number: BPM053315

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice

Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

In Person - Pre-

Bid Conference:

October 15, 2026, at 10:00 AM Local Time, at the Mary E. W. Risteau building, located at 2 S. Bond Street, Bel Air, Maryland 21014.

Please email Jonicia.tucker1@maryland.gov to let us know whether or not you plan to attend the in-person pre-bid conference, as it is not mandatory to attend.

Scheduled Site

Visit

October 15, 2026, at 11:00 AM Local Time.

mailto:Jonicia.tucker1@maryland.gov

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Site Visit Location: Mary E. W. Risteau Building, located at 2 S. Bond

Street, Bel Air, Maryland 21014.

To attend the site visit, please contact the Procurement Officer via

Email no later than October 14, 2026.

Questions Due

Date and Time:

October 22, 2026, at 3:30 PM Local Time.

Bid Due (Closing)

Date and Time:

October 29, 2026, at 4:00 PM Local Time.

Please email Jonicia.tucker1@maryland.gov if you do not plan to bid on the contract.

MBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) subcontract participation goal of 5% of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement. The overall MBE subcontract participation goal includes the following subgoals, which have been established for this procurement:

Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 4 for information about the MBE program and goals.

VSBE

Subcontracting

Goal:

This solicitation includes a VSBE participation Goal of 0%.

Refer to Exhibit 1 for information on how goal setting was determined. Also, refer to Appendix 5 for information about the VSBE program and goals.

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract

Duration:

Five (5)- year base period with no renewal options.

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Primary Place of

Performance:

Mary E. W. Risteau District Court & Multi-Service Center:

2 S. Bond Street, Bel Air, Maryland 21014.

SBR Designation: Yes

Federal Funding: No

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Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Security Requirements

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.11 Maryland Healthy Working Families Act Requirements

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.13 Insurance Requirements

3.14 Electronic Transaction Fee

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

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4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

A. The successful Bidder must have a minimum of three (3) years of successful janitorial service performance comparable in scope, type, size, magnitude, and complexity as required in the IFB.

The Bidder must provide references that can substantiate this experience timely upon the request of the Procurement Officer.

B. Please submit with the online bid response at least three (3) and no more than five (5) references of companies or organizations for which the bidder provided comparable scope, type, size, magnitude, and complexity to those specified in these specifications. References must be made for services provided within the past five (5) consecutive years. Each reference must include the following:

1. Name, address, email address, phone number and contact person

2. Name and location of reference

3. Term dates and length of contract

4. Size and type of facility (to include net square footage)

5. Type and complexity of services provided

6. Amount of janitorial personnel

7. Contract value

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a Contract between the successful Bidder and the State of Maryland

(“State”)

2.1.2 This is a single award IFB.

A Contract award does not ensure a Contractor will receive all or any State business under the

Contract.

2.2 Background and Purpose

The specifications in this section pertain to the Mary E. W. Risteau District Court & Multi-Service

Center located at 2 S. Bond Street, Bel Air, Maryland 21014, which is managed by the authority of the Department of General Services, an agency of the State of Maryland. The 140,000 sq. ft. Facility was built in 1983 and provides office space for several other agencies.

The intent of this Contract is to provide orderly, continuous, and consistent janitorial services in strict conformance with the methods and conditions specified herein.

2.2.1 General Requirements

2.2.1.1 The Contractor shall furnish all labor, equipment, and required supplies to provide janitorial services in accordance with the terms, conditions, and specifications.

2.2.1.2 The list below contains the number of units that pertain to the performance of the daily, weekly, bi-weekly, monthly, bi-monthly, and annual cleaning of this Facility. All mechanical rooms, electrical rooms, any areas used exclusively for building maintenance, and any garage areas are excluded from this Contract. The net cleanable square footage of this Facility is 87,593.

Description # of Units

Sq. Ft. Carpet 67,388

Sq. Ft. Resilient Tile 8,453

Sq. Ft. Quarry Tile 7,818

Sq. Ft. Restroom (36) 3,000

Windows (sq. ft. of Glass) 6,933

All square footage and unit counts are approximate. It is the Bidder's responsibility to verify the above.

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2.2.2 Hours When Work may be Performed

2.2.2.1 The Contractor shall provide janitorial services between 5:00 p.m. and 11:00 p.m. Monday through Friday, except State holidays, to perform all daily tasks. Weekly, bi-weekly, monthly, bi-monthly, and annual janitorial tasks may be performed within that time frame, or on State holidays and weekends, with prior approval from the Contract Monitor or designee.

2.2.3 Holiday Schedule

2.2.3.1 State holidays for which services will not be required by the Contractor shall be:

A. New Year’s Day

B. Birthday of Dr. Martin Luther King, Jr.

C. Columbus Day

D. Presidents Day

E. Memorial Day

F. Juneteenth

G. Independence Day

H. Labor Day

I. Veterans’ Day

J. Thanksgiving Day

K. American Indian Heritage Day

L. Christmas Day

2.2.3.2 And all other additional days authorized by the Governor, plus official general election holidays.

2.2.3.3 The Department shall not be billed for days on which services are not provided.

2.2.4 Emergency Conditions

2.2.4.1 Should an emergency condition requiring immediate attention exist (such as flooding of a particular section of the building), the Contractor shall divert his/her force or whatever part thereof as directed by the Building Manager or designee as necessary from their normal assigned duties to meet the condition. When these employees are no longer required for the special work, they shall be directed to return to their normal duties, and the Contractor shall not be penalized for neglecting the normal daily work that would otherwise have been performed during the interval.

2.2.5 Weather Closings

2.2.5.1 Whenever State employees are excused early because of heavy snow accumulation or hazardous driving conditions due to some other weather conditions, the Contractor must make every reasonable effort to provide janitorial services, particularly if the occurrence is on a Friday or is a day preceding a holiday.

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2.2.5.2 Should the Contractor be unable to provide janitorial service to the building, they must notify the Contract Monitor or designee that the service will not be provided. The Contractor shall not receive payment for the daily task not performed because of the Facility being closed. Missed services may be provided on weekends or holidays if authorized by the

Contract Monitor, so the tasks are completed prior to the next Working Day. The State will not pay a higher rate for rescheduled services.

2.2.6 Provision of a Full-Time Janitor (Day Porter)

2.2.6.1 The Contractor shall provide one (1) janitor between the hours of 7:00 a.m. and 4:00 p.m., Monday through Friday, who will work under the direct supervision of the Facility’s

Maintenance Supervisor.

2.2.6.2 The full-time janitor shall inspect the public and private restrooms on a regular basis as set by the Facility’s Maintenance Supervisor. The full-time janitor will be responsible for the cleaning or restocking of the restrooms as needed.

2.2.6.3 The full-time janitor is responsible for cleaning any floor soiled by weather or accidents during duty hours.

2.2.6.4 The full-time janitor is responsible for cleaning employee lounges or vending areas after

2:00 p.m., ensuring that all food and scraps have been properly disposed of and that all trash from these areas is bagged and removed to the dumpster.

2.2.6.5 When not engaged in the above, or under assignment from the Facility’s Maintenance

Supervisor, the full-time janitor may perform any of the daily tasks as directed by the

Contractor.

2.2.6.6 Failure of the full-time janitor to work between 7:00 a.m. and 4:00 p.m. will result in a reduction to the Contractor’s monthly invoice, equal to the number of hours of nonperformance multiplied by the hourly rate supplied by the Contractor.

2.2.7 On-Site Supervisor

2.2.7.1 The Contractor shall provide an on-site supervisor who will represent the Contractor in all matters concerning the Contract.

2.2.7.2 The on-site supervisor shall be available by phone at any time the janitors are performing work, including weekends and holidays.

2.2.7.3 The on-site supervisor will make himself /herself available to the Contract Monitor or designee, daily between the hours of 4:30 p.m. and 5:00 p.m. for the purpose of obtaining instructions or becoming informed about deficiencies in the janitorial work or any other reason the Maintenance Supervisor or designee should wish to confer with the on-site supervisor.

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2.2.7.4 Failure of the on-site supervisor to be present at any time janitorial work is performed will result in reductions from payment to the Contractor equal to the hours the supervisor was not present multiplied by the hourly rate supplied by the Contractor as specified on the IFB.

2.2.7.5 The Contractor shall provide the on-site supervisor with a copy of these specifications and the appropriate schedules and standards.

2.2.7.6 The on-site supervisor is responsible for presenting to the Facility’s Maintenance Supervisor or designee a schedule of dates and times when the annual tasks will be accomplished. This schedule must be presented no later than 30 calendar days following the first day of service under the Contract.

2.2.7.7 Failure of the on-site supervisor to provide the Maintenance Supervisor or designee with the schedule of annual cleaning tasks in accordance with the previous section shall result in reductions from payment to the Contractor at the rate of .0001 of the annual Contract prices for each day over 30 that the schedule has not been presented.

2.2.7.8 The on-site supervisor shall be accountable for the behavior of all the Contractor's personnel assigned to this Contract.

2.2.8 Conduct of Contractor Personnel

2.2.8.1 The Contractor must ensure that all personnel performing work under this Contract conduct themselves in a professional, courteous, and orderly manner always and comply with all applicable laws, facility rules, security requirements, and State policies.

2.2.8.2 The Contractor is solely responsible for the supervision, training, and discipline of its personnel. Nothing in this Contract shall be construed as the State exercising direct supervision or control over Contractor personnel.

2.2.8.3 Prohibited Conduct

Contractor personnel must not, while performing work under this Contract:

A. Remove, damage, or misuse State property or the personal property of others.

B. Access desks, file cabinets, records, or storage areas without express authorization.

C. Use State equipment, telephones, or systems except as authorized for Contract performance.

D. Be under the influence of alcohol, illegal drugs, or controlled substances not prescribed to the individual.

E. Engage in disruptive, unsafe, or unprofessional behavior, including gambling or horseplay.

F. Sleep while on duty.

G. Take photographs, recordings, or videos within State facilities without prior written authorization.

H. Use tobacco or nicotine products except in areas specifically designated by the facility.

I. Prop open secured doors or otherwise compromise facility security; or

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J. Engage in any activity that materially interferes with Contract performance or facility operations.

2.2.8.4 The State reserves the right to require the immediate removal of any Contractor personnel whose conduct reasonably determines the State to be unacceptable or inconsistent with

Contract requirements. Removal of personnel does not relieve the Contractor of its obligations under this Contract.

2.2.8.5 Should the State find any janitor undesirable under this Contract, the Contract Monitor or designee shall immediately notify the Contractor's representative verbally, followed by a written notification to the Contractor that the janitor is undesirable. The Contractor shall be responsible for the conduct of that janitor and liable for any action or inaction of that janitor while performing work under this Contract.

2.2.9 Security and Registration of Contractor’s Employees

2.2.9.1 The Contractor's employees are required to be registered with the Building Management office prior to those employees’ performing services under this contract. Registration shall consist of the Contractor completing a 3" x 5" identification card for each of the employees assigned to this Contract. The 3" x 5" identification cards will be supplied by the

Maintenance Supervisor or designee.

2.2.9.2 The 3" x 5" identification card will require the Contractor to provide the following employee information: name, address, telephone number, employee's signature, and a 2" x 1 ½" picture of the employee.

2.2.10 Daily Sign-In and Sign-Out of Contractor's Employees

2.2.10.1 All of the Contractor’s janitorial personnel are required to sign in and out of the Facility each day that services are provided. The security guard on duty will verify the time logged in and out for all personnel.

2.2.11 Supplies Furnished by the State

2.2.11.1 The State shall furnish all paper hand towels, toilet paper, and hand soap. These supplies shall be stocked in janitorial closets by State personnel. Records of usage of these supplies will be maintained by the State. The Contractor will be held accountable for any excessive usage of these supplies.

2.2.12 Service to be Supplied by the State

2.2.12.1 The State will supply the Contractor with light, heat, electrical power, and hot and cold water for the cleaning of the Facility. (Note: Hot water temperature is regulated by the

State's energy guidelines and cannot be increased above the current guideline temperature.)

2.2.12.2 The State will provide janitorial closets for the housing of the Contractor's equipment and supplies. The closets will be supplied with locks to safeguard the Contractor's property.

These closets must be maintained in a clean, neat, and orderly condition by the Contractor.

Keys to the janitorial closets will be the responsibility of the contractor. Should the

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Contractor lose these or any other building keys, he shall be responsible for the cost of replacing or re-keying the locks so affected.

2.2.12.3 The State will supply dumpsters outside for the final disposal of trash collected in the building. The Contractor shall deposit all trash collected in the building in the receptacle provided and ensure that all lids, doors, or other openings to the receptacle are closed and latched.

2.2.13 Supplies, Materials, Equipment, and Utilities

2.2.13.1 The Contractor Shall:

A. Furnish all supplies, materials, and equipment necessary for the performance of the work of this Contract unless otherwise specified herein. Fifteen (15) days prior to the starting date of the Contract, the Contractor must submit to the Contract Monitor or designee a list giving the name of the manufacturer, the brand name, and the intended use of each of the materials that the Contractor proposes to use in performance of the work.

B. Not using any material which the Contract Monitor or designee determines would be unsuitable for the purpose, or harmful to the surfaces to which applied, or to any other part of the Facility, its contents, or equipment.

C. All housekeeping supplies in support of this Contract must be compliant with the

Maryland Green Purchasing Committee's Specifications for Environmentally Preferable

Janitorial Supplies and purchased from Blind Industries and Services of Maryland

(BISM) to the extent they are available. BISM designates compliant products as 'green'.

Additional information may be obtained directly from BISM. As this is a mandatory

Contract requirement, failure to comply will be considered a default. A copy of the specifications will be provided to BISM to ensure compliance.

D. Furnish all necessary cleaning equipment, including power-driven floor scrubbing machines, polishing machines, industrial-type vacuum cleaners, etc., required for the performance of the work of this contract. This equipment must be of the size and type customarily used for work of this kind and must be approved by the Building Manager or designee.

E. Ensure that each piece of equipment delivered to the Contract site for use under this

Contract is serially numbered and appropriately identified with a plate affixed thereon.

The Contractor must furnish the Contract Monitor or designee with a list of all equipment delivered to the Facility, including the corresponding serial numbers. On a schedule established by the Contract Monitor or designee, an inventory is to be made of the equipment. The purpose of the inventory is to ensure that all equipment is in operating condition and that the quantity and quality agreed upon at the award of the contract are the same. The Contractor shall accompany the designated State employee conducting the inventory. It is the responsibility of the contractor to provide only those items approved at the beginning of the Contract. Further, all equipment should always https://dgs.maryland.gov/Documents/DCE%20-%20Green%20Purchasing/Specs/Janitorial%20Supplies%20and%20Services/Janitorial%20Supplies%20Specification.pdf https://dgs.maryland.gov/Documents/DCE%20-%20Green%20Purchasing/Specs/Janitorial%20Supplies%20and%20Services/Janitorial%20Supplies%20Specification.pdf

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F. In conjunction with the Contract Monitor or designee, an inventory of all the materials and equipment on hand during the final month of the contract period shall be performed, along with the development of a list of all materials and equipment that have been paid for by the State. Any materials remaining at the termination of the Contract that have been paid for by the State will remain the property of the State.

2.2.14 Janitorial Tasks

2.2.14.1 The Facility must be cleaned at the frequency and to the standards detailed in these specifications. The Contract Monitor or designee determines whether the tasks have been performed and that the performance is in accordance with the standards set forth in these specifications. Failure to perform a task, or to perform it to the specified standard, will result in a reduction of the contractor's monthly invoice in accordance with IFB Section 2.2.16.1.

The Contractor may appeal the Contract Monitor or designee determination in accordance with IFB Section 2.2.17.

A. TASK: D-1 Empty trash/recycle cans and remove trash/recycle

FREQUENCY: Daily

LOCATIONS: Lobbies, general offices, executive offices, judge's chambers, conference rooms, courtrooms, corridors, lounges, restrooms

STANDARDS:

1. Trash and recycling are removed from all cans and moved to the dumpsters.

2. All small loose trash is placed in large plastic bags and deposited in the dumpster provided. Large plastic bags are closed and tied and are free from holes, which would allow trash or liquids to escape.

3. Dumpster doors are left closed and latched.

4. All emptied trash cans have liners that are free of soil and stains caused by liquids, coffee grounds, food, garbage, or any other substance that creates an odor or will adhere to other trash to the side of the liner.

5. All items marked as "trash" should be removed, and boxes should be broken down prior to placement in the dumpster.

B. TASK: D-2 Clean all interior glass and mirrors

FREQUENCY: Daily – Main entrances, lobby area

Weekly – Offices

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LOCATIONS: Entrances, lobbies, general offices, executive offices, judge's chambers, courtrooms, corridors, lounges, restrooms

1. Glass shall be free of smears, smudges, fingerprints, and be uniform in appearance without residue or haze.

C. TASK: D-3 Spot cleaning building surfaces

FREQUENCY: Daily on an as-needed basis

LOCATIONS: Lobbies, general offices, executive offices, judges’ chambers, conference rooms, corridors, lounges, restrooms

1. All vinyl, painted, and ceramic tile walls and restroom partitioning shall be free of smudges, smears, marks, dirt, fingerprints, or other soil. Surfaces will be free of detergent residue, streaks, film, or haze.

D. TASK: D-4 Clean and disinfect water fountains

LOCATIONS: Lobbies, corridors, lounge

1. All water spots, dirt, smudges, smears, film, and haze are removed from water fountains.

2. Stubborn stains shall be removed with no damage done to the surface of water fountains.

E. TASK: D-5 Spot clean lobby and courtroom furniture

LOCATIONS: Lobbies, courtrooms, corridors, lounges

1. All dirt, dust, smudges, smears, and fingerprints shall be removed from furniture.

Furniture shall exhibit clear shine free of residue or haze.

F. TASK: D-6 Refill paper towels, toilet tissue and liquid hand soap

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LOCATIONS: Restrooms, judge’s chambers, employees’ lounges, and *holding cells

1. All paper towel dispensers shall be filled to ¾ capacity, and paper towels are dispensed easily and correctly from the dispenser.

2. All toilet paper dispensers shall have at least ½ roll of toilet paper, and rolls are properly installed in dispensers.

3. All hand soap dispensers shall be filled. The soap dispenser shall be accessed properly and the dispenser restored to proper operating condition.

*Toilet paper only in holding cells

G. TASK: D-7 Clean and disinfect basins, toilets, urinals and sanitary napkin depositories

LOCATIONS: Public and private restrooms, judge's chambers, holding cells

1. Basins, counter tops, and plumbing disinfected and free of stains, dirt, hair, smudges, smears, and water spots. Chrome fixtures or pipe shined.

2. Toilets and urinals disinfected and free of stains, dirt, hair, smudges, smears, water spots encrustation, and rust. Toilet seats free of stains, dirt, hair, smudges, smears, and water spots on both top and bottom surfaces.

3. Sanitary Napkin Depositories emptied, disinfected, and are free of dirt, hair smudges, smears, water spots, encrusted rust, and odor. Exterior of depositories are free of smears, film, and haze. Contents of depositories bagged in plastic bags, plastic bags tied and deposited in dumpsters.

H. TASK: D-8 Dust mop followed by wet mop all ceramic tile, quarry tile, brick, terrazzo and resilient tile floors

FREQUENCY: Daily – Main entrance, lobby areas

Weekly – All other areas

LOCATIONS: Lobbies, tiled corridors, tiled lounges, stairwells, tiled elevator floors, restrooms, and tiled reception areas

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1. All dirt, melting compounds, dust, and trash removed from floors.

2. No dirty water or cleaning solution residue or mop marks shall be visible on floors.

3. All corners and areas adjoining vertical walls or stairs shall be free of dirt, dust, trash, dirty water residue, cleaning solution residue, and wax buildup.

4. All quarry tile floors will be maintained using a maintenance system design specifically for quarry tile. It should be maintained in accordance with the manufacturer's instructions for the maintenance system. Such system must be approved, in advance, by the Multi-Service Center Manager.

I. TASK: D-9 Spot clean carpet stains

FREQUENCY: Daily on a necessary basis

LOCATIONS: All carpeted areas

1. Carpet is to be free of stains, spots, or marks of any kind that can be removed by carpet cleaners.

J. TASK: W-1 Dust all horizontal surfaces

FREQUENCY: Weekly

LOCATIONS: Judge's chambers, general offices, executive offices, lobbies, corridors, lounges, conference rooms, and courtrooms

1. All window ledges, desks, file cabinets, storage cabinets, wooden furniture, venetian blinds, and all other horizontal surfaces are to be free of dust and trash.

K. TASK: W-2 Dust vertical surfaces

LOCATIONS: Judge's chambers, courtrooms, executive offices, general offices, lounges, conference rooms, lobbies, and corridors

1. All dust removed from all vertical surfaces in the above areas.

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L. TASK: W-3 Buffing all tile floors, (terrazzo, resilient, VCT and quarry)

FREQUENCY: Bi-weekly (every other week)

LOCATIONS: Lobbies, tiled corridors, tiled lounges, stairwells, tiled elevator floors, and tiled reception areas

1. Floors are to have an even high-gloss sheen, free of any buffing or swirl marks, and present a uniform appearance.

M. TASK: W-4 Vacuum all carpeted areas

LOCATIONS: Judge’s chambers, general offices, executive offices, carpeted corridors, carpeted reception areas, carpeted lounges, conference rooms, and courtrooms

1. Carpets are to be free of all dirt, dust, paper clips, and small pieces of paper or other trash.

2. Furniture is to be returned to its original position.

N. TASK: W-5 Vacuum floor mats

FREQUENCY: Weekly as needed

LOCATIONS: Lobbies, corridors, lounges, stairwells, and elevator floors

1. All dirt, dust, and trash removed from floor mats.

2. Floor mats returned to their original positions.

O. TASK: BI-M-1 Waxing all tile floors (terrazzo, resilient, VCT, and quarry )

FREQUENCY: Bi-monthly (every other month)

LOCATIONS: All resilient tile floors in lobbies, elevators, corridors, lounges, reception areas, and stairwells

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1. Resilient tile evenly waxed and buffed to a high gloss.

2. Floor has no buffing marks or swirls and presents a uniform appearance.

3. No waxy residue or buildup in corners or areas of floor adjoining vertical walls or stairs.

P. TASK: A-1 Refinish all resilient tile floors

FREQUENCY: Annual (once a year)

LOCATIONS: Resilient floor areas in lobbies, corridors, lounges, reception areas, elevators, and stairwells

1. All old wax removed from resilient tile floors.

2. All wax stripping solutions removed from the floor and surrounding wall areas.

3. New wax applied evenly and buffed to high gloss.

A. No traces of dirt or marks on tile surfaces.

2.2.15 Add Alternates

2.2.15.1 A. TASK: AA-1 Clean and shampoo carpeting

LOCATIONS: All carpeted areas of the building

STANDARDS:

1. Carpet is to be free of all dirt, stains, shampoo residue, or other soil that can be removed through proper cleaning.

2. Carpet presents a uniform appearance.

3. Furniture is restored to its original position.

B. TASK: AA-2 Clean all exterior windows and glass walls

LOCATIONS: Throughout the exterior of the Facility

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1. Windows are free of dirt and streaks both inside and outside.

2. Glass presents a uniform appearance.

C. TASK: AA-3 Clean venetian blinds

LOCATIONS: Throughout the Facility

STANDARDS:

1. Venetian blind slats are free of dirt, dust, and streaks.

2. Blinds are hung correctly and returned to original positions.

D. TASK: AA-4 Clean all lighting fixtures

LOCATIONS: All lighting fixtures throughout the building

STANDARDS:

1. Interior reflectors free of dirt, dust, and streaks.

2. Interior diffusers or globes free of dirt, dust, and streaks.

3. Fluorescent tubes cleaned and free of dirt, dust, and streaks.

4. Lighting fixtures reassembled in their proper operating conditions.

2.2.16 Reductions for Non-Performance or Failure to Meet Standards

2.2.16.1 The following reductions shall be used in adjusting the Contractor’s invoice when the

Contractor fails to perform any task required in these specifications or performs any task below the standards as required in these specifications.

A. First Occurrence – written documentation notice from the Contract Monitor to the

Contractor

B. Second Occurrence – written documentation and deduction of 1/60th of monthly invoice amount.

C. Third Occurrence – written documentation and deduction of 1/30th of monthly invoice amount.

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2.2.16.2 Reductions for “No Shows” may be based on the normal number of Contractor’s personnel assigned to the building multiplied by the hours normally worked by the Contractor.

2.2.16.3 Reductions for work below the standards may be made if, after the second documented notification, the Contractor has not corrected the deficiency, and State workers are assigned to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task multiplied by the hour/hours required for State workers to perform the task.

2.2.16.4 Reductions for non-performance may be made if the task was not done, and State workers must be assigned immediately to perform the task. Reductions will be based on the hourly wage of the State employee assigned to perform the task multiplied by the hour/hours required for State workers to perform the task.

2.2.16.5 The referenced conditions (examples) may result in Termination of Contract for Default by the Procurement Officer.

2.2.17 Disputes Arising from Reductions

2.2.17.1 Should the Contractor dispute the validity of a reduction determination made by the Contract

Monitor or designee, it may appeal the reduction to the Superintendent within seven (7) days of receiving notice of the reduction.

2.2.17.2 The Superintendent will review the reduction and make a written determination as to its validity within seven (7) days of the receipt of the appeal from the Contractor.

2.2.17.3 Should the Contractor disagree with the decision of the Superintendent, the Contractor may appeal the Superintendent’s decision to the Assistant Secretary for Facilities Operations and

Maintenance, Annapolis Public Buildings and Grounds, 29 St. John's Street, Annapolis, Maryland 21401, within seven (7) days of the receipt of the decision.

2.2.17.4 The Assistant Secretary for Facilities Operations and Maintenance shall review all documentation, evidence, and arguments of the Contractor and the Contract Monitor or designee and make a written determination as to the validity of the reduction within seven

(7) days of receiving the appeal from the Contractor.

2.2.18 Workforce Planning

2.2.18.1 The Contractor should supply to the State, within 30 days after award of the Contract, the following information:

A. Total weekly man-hours for the provision of daily and weekly tasks.

B. Total monthly man-hours for the provision of the monthly task.

C. Total annual man-hours for the provision of once a year tasks.

2.2.19 Contractor’s Employees

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2.2.19.1 The Contractor shall require all employees to wear distinctive work clothing for ready identification and ensure that every employee is in the proper attire on the date an employee first enters on duty. A below-the-waist work smock is acceptable. Any color or color combination, as approved by the Contract Monitor or designee may be used. Employees will be required to dress neatly commensurate with the tasks being performed.

2.2.19.2 All the Contractor's employees must wear approved identification badges when in or on

State property. The Contract Monitor or designee shall periodically verify passes with employees.

2.2.19.3 Contractor’s employees must SIGN IN and SIGN OUT of the State building with the security person on duty every time they enter or leave the building.

2.2.19.4 Personnel employed by the Contractor shall be capable employees qualified in this type of work.

2.2.19.5 The Contractor’s supervisors shall be fully and adequately trained and have a minimum of two years’ experience in cleaning supervision sufficient in scope to meet the approval of the

Contract Monitor or designee. Background information verifying the supervisor's experiences will be provided to the Contract Monitor or designee by the Contractor ten (10)

Working Days prior to the start of the Contract.

2.2.19.6 The Contractor shall employ, always, the quantity and quality of supervision necessary for both effective and efficient management of cleaning operations. All supervisors shall have intimate knowledge of the various cleaning tasks, equipment, and materials to properly train and direct cleaners in their individual tasks and to maintain and control an effective inspection and follow-up program.

2.2.19.7 The Contractor shall not hire State employees for work in the State buildings.

2.2.20 State’s Right to Reject or Remove Janitorial Staff

2.2.20.1 The Contractor agrees that upon request of the Contract Monitor or designee, they will immediately remove any of their employees who failed to meet the requirements of the specifications.

2.2.20.2 Automatic rejection: The Contractor is advised that it takes approximately seven (7) to ten

(10) Working Days to clear an applicant for this position. Any applicant who has not been cleared through a background check before assignment here will be automatically rejected from service at this Facility, and the Contractor held fully accountable for this employee’s behavior while on duty at this Facility.

2.2.21 Replacement of Janitorial Staff

2.2.21.1 The Contractor must furnish a qualified replacement within one (1) hour of notification of the need for replacement. Qualified replacements shall be thoroughly familiar with the duties and responsibilities of a janitor at this Facility or must be instructed by the

Contractor’s supervisor at the Facility in such a manner as to ensure that the janitor is

IFB for Department of General Services Page 23 of 44 thoroughly familiar with all duties and responsibilities of that assignment. The supervisor must remain at the Facility to supervise the new janitor’s activities for at least one (1) hour after the end of such training to ensure that the new janitor is able to perform the full range of duties in a professional manner.

2.2.22 Work Scheduling

3.2.1.1 To facilitate contract administration and inspection by the Building Manager or Maintenance

Supervisor, the Contractor shall:

A. Five (5) days prior to the Contract starting date, submit in writing to the Contract Monitor or designee the name of the on-site supervisor authorized to act for the contractor in every detail for the janitorial cleaning services.

B. Prior to the commencement of the Contract, the Contract Monitor or designee will confer with the Contractor and review the total specification requirements, total workload, and the cleaning methods proposed by the Contractor.

2.2.23 Cleaning In Secured Areas

2.2.23.1 Access to areas to be cleaned will be controlled by the Contract Monitor or designee or the security contractor.

2.2.24 Deferred Maintenance

2.2.24.1 The Contract Monitor, or any authorized superior above the building supervisor's position, may defer any task, alternate task, or requirement of the Contract if this person, or persons, deem it in the best interest of the State to do so. This act may be initiated by verbal notice to the Contractor, followed by a written order, and may be implemented at any time during the term of this Contract.

2.2.25 Inspection and Approval of Work

2.2.25.1 The State will demand strict conformance to the standards at the frequency specified. The

Contract Monitor or designee will inspect all completed work and will ascertain that the tasks have been satisfactorily accomplished.

2.2.26 Bid Prices

2.2.26.1 The Base Bid shall be monthly for each year for the provision of all janitorial services as described in this IFB. This price includes all daily, weekly, bi-weekly, monthly, bi-monthly, and annual tasks, to the standards set forth, including all supplies, equipment, wages, overhead, and profit for the entire Term of Contract.

IFB for Department of General Services Page 24 of 44

2.2.26.2 All Add-Alternate prices must include prices per service for all annual Add-Alternates to the standards set forth, including all supplies, equipment, wages, overhead, and profit for the entire term of the Contract.

2.3 Security Requirements

2.3.1 Employee Identification

2.3.1.1 Each person who is an employee or agent of the Contractor or subcontractor shall always display his or her company ID badge while on State premises. Upon request of authorized

State personnel, each employee or agent shall provide additional photo identification.

2.3.1.2 At all times at any facility, the Contractor’s personnel shall cooperate with State site requirements that include, but are not limited to, being prepared to be always escorted, providing information for badge issuance, and always wearing the badge in a visible location.

2.3.2 Information Technology

2.3.2.1 Contractors shall comply with and adhere to the State IT Security Policy and Standards.

These policies may be revised from time to time, and the Contractor shall comply with all such revisions. Updated and revised versions of the State IT Policy and Standards are available online at: www.doit.maryland.gov – keyword: Security Policy.

2.3.2.2 The Contractor shall not connect any of its own equipment to a State LAN/WAN without prior written approval by the State. The Contractor shall complete any necessary paperwork as directed and coordinated with the Contract Monitor to obtain approval by the State to connect Contractor-owned equipment to a State LAN/WAN.

2.3.3 MBE Reports

If this solicitation includes an MBE Goal, the Contractor and its MBE subcontractors shall provide the following MBE Monthly Reports based upon their commitment to the goal:

(a) Attachment D-4, the MBE Participation Prime Contractor Paid/Unpaid MBE Invoice

Report by the 10th of the month following the reporting period to the Contract Monitor and the MBE Liaison Officer.

(b) Attachment D-5, the MBE Participation Subcontractor Paid/Unpaid MBE Invoice Report by the 10th of the month following the reporting period to the Contract Monitor and the

MBE Liaison Officer.

2.2.34 SOC 2 Type II Audit Report

2.3.3.1 A SOC Type II Report is not a Contractor requirement for this Contract.

2.3.4 End of Contract Transition

http://www.doit.maryland.gov/

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2.3.4.1 The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the

State. Transition and will be provided in a prompt and timely manner, shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of

Transition, and shall be for a period of at least 60 days. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the

State.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

3.2 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

3.3 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor’s name and address.

B. Remittance address.

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate.

D. Invoice period (i.e. period during which services covered by invoice were performed).

E. Invoice date.

F. Invoice number.

G. State assigned Contract number.

H. State assigned (Blanket) Purchase Order number(s).

I. Goods or services provided.

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and labor hour or time and material items shall clearly identify each item as either fixed price, and labor hour, or time and material billing.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

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The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of

Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.3.1 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

A. For items of work for which there is one-time pricing (see eMMA Pricing tab), those items shall be billed in the month following the acceptance of the work by the

State.

B. For Items of work for which there is monthly pricing (see eMMA Pricing tab), those items shall be billed on or before the 15th day of the month following the end of the invoice period.

C. Invoices are to be sent directly to the address listed below:

Department of General Services

Accounts Payable

301 W. Preston Street, Room 1309

Baltimore, MD 21201

Or dgs.accountspayable@maryland.gov

D. Please note the type of service and the month the service is for on the invoice. The

Contract Monitor or designee will review the invoice and any necessary reductions which must be made in accordance with these specifications. Should the Contractor's invoice not include all necessary reductions, the invoice will be reduced by the amount of the non-included reductions and processed for payment. The Contractor will be notified of the reductions made and supplied with copies of documentation supporting those reductions.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

MBE liquidated damages are identified in Exhibit 2 - Sample Contract.

3.4.2 Liquidated Damages other than MBE

Liquidated damages other than MBE are identified in Exhibit 2 – Sample Contract.

This section is inapplicable to this IFB.

3.4.3 Problem Escalation Procedure

mailto:dgs.accountspayable@maryland.gov

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No later than ten (10) Business Days after notice of recommended award or after the date of the

Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a

Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information

B. The process for establishing the existence of a problem;

C. Names, titles, and contact information for progressively higher levels of personnel in the Contractor’s organization who would become involved in resolving a problem;

D. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP;

E. Expedited escalation procedures and any circumstances that would trigger expediting them;

F. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State;

G. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

H. A process for updating and notifying the Contract Monitor of any changes to the PEP.

I. The PEP must be updated within ten (10) Business Days after any change in circumstance which changes the PEP but not less than annually within ten (10)

Business Days after the start of each Contract year .

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the

State which may be allowed by the Contract or applicable law.

3.5 Work Orders

The Blanket Purchase Order (BPO) issued because of this solicitation, and any…