IFB_D707009727SB_ PUMP HOUSE C MAINTENANCE & SERVICE.pdf

PUMP HOUSE C MAINTENANCE & SERVICE

Solicitation #: D707009727SB IFB Document

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STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

PUMP HOUSE C MAINTENANCE & SERVICE

IFB NUMBER D707009727SB

ISSUE DATE: 12/09/2025

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.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance - Pump House C Maintenance & Service

Solicitation Number:

D707009727SB

IFB Issue Date: 12/09/2025

IFB Issuing Office:

State Highway Administration (SHA) D7 FREDERICK

Procurement Officer:

Darion Branham 5111 Buckeystown Pike Frederick MD 21704 The sole point of contact for purposes of this IFB is the Procurement Officer’s Designee, Charles Triesh Jr.

Email:

Phone Number:

ctriesh@mdot.maryland.gov

301-624-8184

Bids are to be sent to:

eMMA, only electronic bids are accepted.

Submit on emma.maryland.gov under Solicitation number

D707009727SB_ PUMP HOUSE C MAINTENANCE & SERVICE

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

https://emma.maryland.gov/

Pre-Bid Conference:

12/18/2025 10:00 am Local Time, at 1001 East South Street Frederick, MD 21702

See Section 4.3 for additional details.

Scheduled Site Visit

12/18/2025 10:00 am Local Time, at 1001 East South Street Frederick, MD 21702

To attend the site visit please contact ctriesh@mdot.maryland.gov no later than 3:00 pm on 12/16/2025.

Questions Due Date and Time:

12/23/2025 by 3:00 pm Local Time https://emma.maryland.gov/

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Bid Due (Closing) Date and Time:

01/06/2026 12:00 pm Local Time

Public Bid Opening Date, Time, and Location

01/06/2026 12:00 pm Local Time 5111 Buckeystown Pike Frederick MD 21704 and Room DOE Office

MBE/DBE

Subcontracting Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged Business Enterprise (DBE) subcontract participation goal of zero percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

VSBE

Subcontracting Goal:

This solicitation includes a VSBE participation Goal of zero percent.

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: Fixed Price

Contract Duration:

1 Year (12 month) base period with 0 option periods.

Expiration Date 01/31/2027

Primary Place of Performance:

PUMP HOUSE C – FREDERICK, MD

1001 East South Street Frederick MD 21702

SBR Designation: Yes

Federal Funding: No

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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 Bidder shall have three (3) years of experience providing commercial electrical services within the preceding 24 months similar to the scope of this Invitation for Bid (IFB).

Required Documentation: The Bidder shall provide with its Bid three or more references from the past five years that collectively are able to attest to the Bidder’s required years of experience in providing.

B. The Bidder shall provide with its Bid "Attachment E Reference Checks" with three or more references filled out.

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(s) and the State of Maryland (“State”):

2.1.2 The Maryland Department of Transportation, State Highway Administration is soliciting bids for the Maintenance and repairs at Pump House C located at 1001 East South Street Frederick MD 21702. The work under this contract shall include, but not be limited to, furnishing of all services and any other equipment necessary to satisfactory execute and compete the project in full compliance with the contract requirements. Duties to be performed are Heating & Ventilation, Janitorial Services, Interior Painting, Any and all other services necessary for the proper maintenance, building and pumping System, Electrical systems, Site lighting and Plumbing and utilities at pump house.

It is the State’s intention to obtain goods and services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.2 Background and Purpose

General responsibilities of the contractor for maintenance and operation of the mechanical, electrical, plumbing and structural systems of the building including labor and materials within the scope of the following definitions of work:

• Maintenance-work required to ensure dependable and proper operation of Building systems for their designated purposes and expected life cycle.

• Routine Maintenance-Scheduled, repetitive work to provide continuous service.

• Preventative Maintenance-Scheduled work provides systematic adjustment, cleaning, and inspection. Lubrication and other such activities are necessary to prevent service interruptions and improper or inefficient equipment or system operations. The preventative maintenance program includes maintaining a preventative maintenance timetable, service logs and operating record for all equipment and systems and shall always be available to the Administration. Such records shall be turned into the Administration at the completion of the contract

2.2.1 State Staff and Roles

In addition to the Procurement Officer and Contract Monitor, the State Project Manager will provide direct contract oversite to assist with scheduling of and repairs and testing that will be associated with this contract.

A. The State Project Manager is responsible for scheduling all work with the contractor.

The Project Manager will approve all materials needed for repairs prior to repairs being made. The Project manager will review all invoices and approve for payment.

2.2.2 Other State Responsibilities

A. The State will provide normal office working facilities and equipment reasonably necessary for Contractor performance under the Contract.

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2.3 Contractor Responsibilities and Tasks

The contractor shall be responsible for all labor costs of all Contract personnel associated with all the defined maintenance, operations and utility work including management.

B. The contractor shall be responsible for the supplies and tools, included with work within the scope of the contract, with the following exception:

When repairs are needed, contractor shall submit it to the SHA Administration. At this point the SHA Administration will see that repairs are being done and paid for (Electrical, Plumbing, heating, and Generator).

Any or all repairs need to be approved by a SHA representative.

A. The Contractor must be experienced in providing services and one or more of the following major services and shall procure, make payment for, oversee and be responsible for subcontractors to perform the following services according to the detailed specifications description provided in this document, but not limited to:

1. Heating & Ventilation

2. All other services for the proper maintenance and operation of the building and pumping System

3. Electrical systems

4. Site lighting

5. Plumbing and utilities

Contractor services shall be provided as necessary to restore the equipment or system to proper operation in accordance with the terms of the Contract.

Inability to obtain parts or service within 10 days constitutes a default by the Contractor, giving the Administration justification to take any action necessary to restore service.

Electrical service shall be provided throughout the Facility without interruption. The Contractor's maintenance and operations responsibilities begin at the point where the electrical provider's service responsibility ends.

Electrical system maintenance includes all electrically driven equipment components of the mechanical and plumbing systems of the buildings, including, but not limited to, transformers, switchgear, distribution systems, panels, feeders, circuits, convenience outlets, lighting circuits and fixtures, motors and other electrically driven equipment. The Contractor will furnish and replace all lighting fixtures, luminaries/bulbs, or lamps (internally and externally).

All maintenance, repairs and modifications of electrical systems shall be performed in conformance with local, state and federal fire protection and electrical codes and regulations and in accordance with equipment manufacturer's recommendations. The contractor shall provide the scope of repairs and services done not include new work. The Contractor's maintenance and operations responsibility begins at the point of entry at each Storm Water Management Pond. Plumbing maintenance service includes, but is not limited to water service entrance, valves, floor drains, piping, roof drains and leaders and other components of the plumbing systems. The Contractor shall treat water leaks as emergencies and shall respond accordingly.

The Contractor and/or his subcontractor shall provide plumbing repair service to maintain and operate existing and replacement systems and system components. The scope of plumbing service does not include new work to upgrade, supplement or expand existing plumbing systems

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Preventive Maintenance

Once a quarter:

• Lock and tag driver and rotate the shaft several turns by hand.

• Turn water supply to shaft system and assure that packing remains loose, and water flows out of packing.

• Operate all valves at least one full open/close cycle.

• Inspect/correct any rust or corrosion.

• Repeat all above maintenance.

• Flood basin to volume to provide 10 to 15 minutes of run time per pump.

• Adjust controls so that pumps cycle on/off in automatic mode.

• Assure the water lubrication/cooling system operates.

• Check voltage and amperage for each pump.

• Confirm piping system functions correctly (check valves open/close; air release valves seat).

• Repeat above with Emergency Generator power.

• Repeat all above maintenance.

• Inspect and confirm the motor/pump alignment.

Pond C

Maintenance on electrical equipment Detailed scope of work:

a. Main circuit Breakers: Contact resistance test, Insulation resistance test, Inspection, Exercise breakers, tightening of connections and cleaning.

b. ATS 1000A & 1200A: Functional testing of transfer function with timing of functions.

Inspection, exercise breakers, tightening of connections and cleaning.

c. Switchboards: Contact resistance test, Insulation resistance test, Inspection, exercise breakers, tightening of connections and cleaning.

d. Panel boards LDP, RP, LDP-C and RP-C: Inspection, exercise breakers, tightening of connections and cleaning.

e. Transformers: Inspection, tightening of connections and cleaning.

f. Provide four (4) copies of a written report.

GENERATOR MAINTENANCE

• Generator and Automatic Transfer Switch Quarterly and Yearly Scheduled Maintenance Program Services.

• The major scheduled maintenance services include inspections, full services, system checks and load bank tests.

• Engine Lubrication System — A complete check of the engine lubrication system. Change engine oil fluid and oil filter, while obtaining an oil sample during the annual visit.

• Cooling System — Check of the complete cooling system. Change coolant filters and obtain fluid samples during annual visit. Additive levels checked and maintained in Diesel engines, change coolant filters and obtain fluid samples during annual visit.

• Fuel System — Complete fuel system checks with fuel filter replacement during annual visit.

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• Starting System — Complete check of starting system including engine battery, started, cables and charger outputs during annual visit

• Air System — Complete check of air intake and exhaust system including associated louvers. Air cleaner inspected, cleaned/changed as per Generac specification during quarterly visit.

• Exhaust System — Complete exhaust and muffler system check for leaks and proper operation during quarterly visit.

• Aux Engine Components Check all systems such as turbochargers, governors and heaters during quarterly visit. Complete tune up during annual visit.

• Generator Components & Operation — Complete check of all generator components for proper operation including controls, circuit breakers, as well as fuel and oil systems. Check all control panel operations and shutdown systems during quarterly visit.

• ATS Complete check of the ATS in terms of connections, sequencing, timing, and charging, exercising and positive start/stop during quarterly visit.

• Disposal — Proper disposal of all waste products used during the SM service in accordance with EPADEP guidelines at the end of every visit.

• SM Checklist — Provide completed written checklist for services performed and recommended at the end of every visit.

• Load Bank Testing — Provide if needed for 100% load bank testing of generator.

• Contractor shall be responsible for supplying fuel for the Generators.

Pump Control System

PC Server: Review of system proper operation. Perform and/or make recommendations for corrective measures. Verify proper operation including system time, date and hardware status. Review drive content and make recommendations for improved performance. Remove cover and clean interior surfaces.

Save/Copy databases and other data that would be required for restart in the event of a power outage/virus or system failure. Check monitor for clarity, focus end color. Clean exterior surfaces. Check printer for proper operation. Clean interior and exterior surfaces as required. Confirm communication status/reliability within the system. Provide a backup copy of all related programs to be turned over to the SHA after each visit.

DDC Control Panels: Tighten clean and inspect all electrical connections. Verify proper operation including hardware status. Verify proper operation of all hardware points. Will only run pumps if water is available. Measure/verify power and control voltages. Verify proper communications to network as required. Clean interior and exterior surfaces. Save/Copy software.

VFD Control Panels: Tighten, clean and inspect all electrical connections. Inspect and verify all indicating lamps. Verify proper operation of panel cooling fans. Verify VFD initial setup parameters.

Measure/verify power and control voltages. Clean interior and exterior surfaces. Sensor & Level Controls: Verify all connected sensors. Verification of all level controls thru physical simulation. Check and verify correct operations of all instruments. Verify correct program operations.

2.4 Supplemental Category of Work Requirements and Responsibilities

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SHA I70 PUMPHOUSE MONTHLY CHECKLIST DATE: ______________

NAME(S) INSPECTION CREW: ________________________________

STATION LOCATION (CIRCLE ONE) AB C

BUILDING AND GROUNDS

A. INSPECT BUILDING EXTERIOR

B. INSPECT EXTERIOR DOORS/HARDWARE

C. INSPECT TRIM/ROOF/LOUVERS

D. INSPECT DRIVEWAY AND GROUNDS

E. INSPECT /CLEAN INTAKE PIPE GRATE

F. INSPECT INTERIOR WALLS AND CEILINGS

G. PICK UP LITTER/WIPE CLEAN ALL SURFACES/SWEEP STATION

H. FIRE EXTINGUISHER CHECK – FILL OUT CARD

BUILDING MECHANICAL SYSTEMS

A. CHECK OPERATRION OF EXHAUST FANS:

1.PUMP ROOM AXIAL FAN: ___________________

2. GENERATOR ROOM EXHAUST FAN: _________________

B. CHECK OPERATION OF MOTORIZED AND GRAVITY DAMPERS

1. PUMP ROOM: __________________________

2. GENERATOR ROOM: ________________________________

C. INSPECT CITY WATER PIPING SYSTEM AND WATER METER READING:

NOTE ANY DEFICIENCIES: ______________________________________________________

DEFICIENCIES: ______________________________________________________

BUILDING ELECTRICAL SYSTEM

A. CHECK INCOMING MAINLINE VOLTAGE AND RECORD:

PHASE A TO GROUND ______________

PAHSE B TO GROUND ______________

PAHSE C TO GROUND ______________

A-B- PHASE _______________

B-C PHASE ________________

A-C PHASE ________________

B. VERIFY ALL 480V BREAKERS FOR OPERATIONAL EQUIPMENT ARE IN THE CLOSED

POSISTION:

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C. CHECK 120V LIGHTING PANEL FOR TRIPPED BREAKERS:

EMERGENCY GENERATOR AND TRANSFER SWITCH

A. CHECK ENGINE OIL LEVEL

B. CHECK EXTERNAL ENGINE FOR OIL/COOLANT LEAKS

C. CHECK BATTERY CHARGE AND WATER SPECFIC GRAVITY, CHECK TERMAILS FOR

CORROSION

D. CHECK ENGINE BELTS FOR WEAR / TENSION

E. CHECK ENGINE AIR FILTER

F. CHECK INJECTOR TUBING/NOZZEL CONDITION – NOTE LEAKS

G. STICK FUEL TANK AND RECORD LEVEL

H. PERFORM 30 MINUTE RUN TEST AND RECORD NOTES

PUMPING AND PIPING SYSTEMS

A. LOCK OUT/TAG OUT PUMP EQUIPMENT & ROTATE BY HAND SEVERAL TURNS

1. PUMP NO.1 ____________

2. PUMP NO.2 ____________

3. PUMP NO.3 ____________

C. OPERATE ALL VALVES OPEN/CLOSE NOTE DEFICIENCIES

D. INSPECT /PAINT ANY CORRISION OR RUST ON PIPING

E. INSPECT COUPLINGS AND SHAFTS

F. RECORD VOLTAGE/AMPERAGE FOR EACH PUMP

1. PUMP NO.1 ____________ VOLTS ____________ AMPS

2. PUMP NO.2 ____________ VOLTS ____________ AMPS

3. PUMP NO.3 ____________ VOLTS ____________ AMPS

VI. PUMP CONTROL SYSTEM

A. VERIFY VFD IS ENERGIZED AND NOT IN FAULT

1. PUMP NO.1 ____________

2. PUMP NO.2 ____________

3. PUMP NO.3 ____________

B. INSPECT SUMP LEVEL CONTROL SYSTEM AND RECORD LEVEL

C. INSPECT FLOATS IN WET WELL – FREE OF DEBRIS AND SECURE

D. INSPECT COMPUTER/SCADA SYSTEM AND RECORD FAULTS

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A. Payment Information (reference to Standard Terms) B. Work Orders (reference to Standard Terms) C. Security Requirements (reference to Standard Terms) D. Insurance Requirement E. Heading for agency requirements

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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 name and address;

B. Remittance address;

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

D. Invoice period (i.e. time 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 Attachment B –The Price Form), those items shall be billed in the month following the acceptance of the work by the State.

1. Materials Reporting

2. Submit evidence to support the cost of materials and that billing on the invoice is consistent with the requirements stated in Section 2 of the IFB.

A. For the purposes of the Contract an amount will not be deemed due and payable if:

B. The amount invoiced is inconsistent with the Contract.

C. The proper invoice has not been received by the party or office specified in the Contract.

D. The invoice or performance is in dispute, or the Contractor has failed to otherwise comply with the provisions of the Contract.

E. The item or services have not been accepted.

F. The quantity of items delivered is less than the quantity ordered.

G. The items or services do not meet the quality requirements of the Contract.

H. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Payments by Electronic Funds Transfer

By submitting a Bid in response to this solicitation, the Bidder, if selected for award:

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA DX10Form20150615.pdf.

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3.5 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to Md.

Code Ann., State Finance and Procurement Article, §§15-226 to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract; Section 31 “Prompt Pay Requirements” Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

3.6 Conflict of Interest Affidavit and Disclosure

The Bidder shall complete and sign the Conflict-of-Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid. By submitting a Conflict-of-Interest Affidavit and Disclosure, the Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR 21.05.08.08.

3.7 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy Working Families Act Information: https://labor.maryland.gov/paidleave/.

3.8 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

3.9 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

3.9.1 The following type(s) of insurance and minimum amount(s) of coverage are required:

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required https://labor.maryland.gov/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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B. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

3.9.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

3.9.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

3.9.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

3.9.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

3.9.6 Subcontractor Insurance

The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid Conference (Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means; any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy. Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract Monitor.

4.3 Pre-Bid Conference

If a Conference will be held, the date, time, and location is indicated on the Key Information Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend to facilitate better preparation of their Bids.

To assure adequate accommodations at the Conference, please email the completed Attachment 2 for those expected to attend the Conference to the Procurement Officer no later than the time and date indicated on the Key Information Summary Sheet. In addition, if there is a need for sign language interpretation or other special accommodations due to a disability, please notify the Procurement Officer at least five (5) Business Days prior to the Conference date. Reasonable efforts will be made to provide such special accommodation. If the Conference is in person, attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.4 Questions

All questions, including concerns, shall identify in the subject line with the Solicitation Number and Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

4.4.1 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for IFB amendments and posted on eMMA.

4.4.2 The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the State unless it issues an amendment to the solicitation in writing.

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

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4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR

21.05.02.10. Bids received after that date will not be considered. Requests for an extension of this date or time shall not be granted.

Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

4.6 Receipt, Opening and Recording of Bids

Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder. Bids shall be opened publicly at the time, date and place designated in the Key Information Summary Sheet. The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of Bid opening.

4.7 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved.

This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

4.8 Revisions to the IFB

4.8.1 All revisions to the IFB before the due date for Bids will be published in an addendum to the IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the Procurement Officer to have obtained this IFB. It is the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

4.8.2 Bidders shall acknowledge in the Bid the receipt of all addenda to this IFB issued before the Bid due date.

4.8.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

4.9.2 The State reserves the right to cancel this IFB, accept or reject any and all Bids, in whole or in part, received in response to this IFB and to waive or permit the cure of minor irregularities.

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4.9.3 In the event a government entity proposes and receives the recommendation for award, this procurement may be canceled, and the award processed in accordance with COMAR 21.01.03.01.A(4).

4.9.4 If the services that are the subject of the IFB are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the IFB may be canceled in accordance with Md.

Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

4.10 Incurred Expenses

The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a Bid or performing any other activities related to submitting a Bid in response to this solicitation.

4.11 Protest/Disputes

Any protest or claim related to this IFB or the Contract award hereunder shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

4.12 Bidder Responsibilities

4.12.1 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

4.12.2 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder, including but not limited to references, financial reports, or experience and documentation (e.g., insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

4.12.3 A parental guarantee of the performance of the Bidder under this section will not automatically result in crediting the Bidder with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. Instead, the Bidder’s responsibility will be assessed to the extent to which the State determines that the experience and qualifications of the parent are applicable to and shared with the Bidder, any stated intent by the parent to be directly involved in the performance of the Contract, and the value of the parent’s participation as determined by the State.

4.13 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, is deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Exhibit 2 – Sample Contract. Any questions or exceptions to this IFB or the Contract must be submitted by the

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“Questions Due Date and Time” prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

4.14 Compliance with Laws/Arrearages

By submitting a Bid in response to this IFB, the Bidder, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the Contract. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for Contract award.

4.15 Verification of Registration and Tax Payment

Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

4.16 False Statements

Bidders are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as follows:

A person who, for the purpose of defrauding the State, acts in collusion with another person in connection with the procurement process is liable for damages equal to 3 times the value of the loss to the State that is attributable to the collusion.

4.17 Confidentiality of Bids / Public Information Act Notice

The Bidder should give specific attention to the clear identification of those portions of its Bid that it considers to contain confidential and/or proprietary commercial information or trade secrets, and provide justification for why such materials, upon request, should not be disclosed by the State under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the Bid.

For requests for information made under the PIA, the Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure. Nondisclosure is permissible only if approved by the Office of the Attorney General.

4.18 Use of Bidder’s Form Not Binding on State

The Bidder may not substitute, modify, or provide any other document in lieu of the documents provided with this Bid. Only those forms and documents provided with this solicitation and by the Procurement Officer will be considered acceptable as bid submission.

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

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4.19 Attachments and Documents Required with the Bid (Table A) A Bidder shall include the following Attachments with its Bid as a single Bid Package:

TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

A

Bid/Proposal Affidavit A Bid submitted by the Bidder must be accompanied by a completed Bid/Proposal

Affidavit. https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf

B

The Price Form (as specified within eMMA) Do not alter this Price Form or the Bid may be determined to be not responsive.

The Price Form must be signed and dated, where requested, by an individual who is authorized to bind the Bidder to the prices entered on the Bid Form.

(See Appendix 2 for specific Price Form Instructions.)

C

Conflict of Interest Affidavit and Disclosure https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf Note: If this solicitation will result in the “selection of a contractor who will assist a unit in the formation, evaluation, selection, award, or execution of another State contract” the Bidder shall provide this Affidavit and other times as requested by the Procurement Officer.

D Mercury Affidavit https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf

E

Reference Checks (Each reference shall be from a customer for whom the Bidder has provided goods or services within the most recent past five years) https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

Additional Required Documents with the Bid

Minimum Qualifications Documentation. The Bidder shall submit any Minimum Qualifications documentation that may be required, as set forth in IFB Section 1. If references are required in IFB Section 1, those references shall be included in Attachment E. Reference Checks.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-J.-Mercury-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

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Acknowledgement of all addenda to this IFB.

4.20 Bid Delivery Instructions

Each Bidder shall submit its Bid Package as specified below.

Bids shall only be accepted via the State’s internet-based electronic procurement system, eMMA.

Bidders shall provide their Bids in one submission through eMMA following the Quick Reference Guides (QRG) labeled “4 - eMMA QRG Responding to Solicitations (IFB)” for single envelope submissions.

4.21 Bid Evaluation Criteria and Award Basis

The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13. All Bids will be ranked from the lowest (most favorable) to the highest (least favorable) price based on the Total Bid Price as submitted in its Bid. A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable Bid Price or most favorable evaluated Bid Price for providing the goods and services as specified in this IFB. The award for this solicitation will be made to the responsive and responsible Vendor with the lowest price, as determined by the Procurement Officer to be in the best interests of the State of Maryland.

Vendor shall submit a bid price based on product description (specification) and unit of measure specified on each line. Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the State Highway Administration following any approvals of the Contract required by law or regulation.

4.22 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.23 Reciprocal Preference

Although Maryland law does not authorize procuring agencies to favor resident Bidders in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland contractors. COMAR 21.05.01.04 permits procuring agencies to apply a reciprocal preference under the following conditions:

A. The Maryland resident business is a responsible Bidder, under a competitive sealed bid;

B. The lowest responsive Bid is from a responsible Bidder whose principal office, or principal base of operations, is in another state;

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/

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C. The state in which the nonresident's principal office is located or the state in which the nonresident has its principal operation through which it would provide the goods or services gives a preference to its resident businesses through law, policy, or practice; and

D. The preference does not conflict with a federal law or grant affecting the procurement Contract.

The preference given shall be identical to the preference that the other state, through law, policy, or practice gives to its resident businesses.

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Attachment B - Price Form

CONTRACT BID FORM / PRICE FORM

State Highway Administration

IFB No.: D707009727SB-PUMP HOUSE C MAINTENANCE & SERVICE

Vendor Name: ________________________________________________________

Date of Bid: ________________________________________________________

Column A Column B Column C Column D

Item / Description Quantity Vendor’s Bid Total Cost ($) per Unit (Column B x C)

Quarterly Cleaning, Inspection of Heating, Ventilation, Interior Painting, Electrical Systems, Lighting, Utility and Generators.

4 each

(for each quarterly service)

Parts and/or Equipment (NOTE: Bid is percent to be added on the actual cost of supplies purchased by the Contractor. (For Example: Estimated Quantity is $2,500.00 x bid percentage of 5% = unit price is $125.00. $125.00 Unit price + $2,500 = $2,625.00 total line-item cost) Percentage amount shall not exceed 10%

$5,000.00 estimated

% x

$5,000.00 estimated =

TOTAL BID AMOUNT (Sum of Column D) $_____________

Signature of Authorized Representative: Date

Printed Name and Title:

Telephone:

Email address:

Bidder Company Name:

Address:

FEIN:

eMMA #:

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2.3 Contractor Responsibilities and Tasks