STATE OF MARYLAND

MARYLAND DEPARTMENT OF HUMAN SERVICES (DHS)

OFFICE OF TECHNOLOGY FOR HUMAN SERVICES (OTHS)

INVITATION FOR BIDS (IFB) – COMPETITIVE SEALED BIDDING

Title: Data Center Heating and Cooling Preventive Maintenance

Agency Solicitation Number: OTHS/OTHS-27-032-S | eMMA Solicitation Number: BPM059482 | ePACE Project ID: 320443

SMALL BUSINESS RESERVE (SBR) DESIGNATED PROCUREMENT

NOTICE TO BIDDERS: This solicitation is being conducted electronically via the Maryland Department of Human Services electronic Procurement Portal (ePACE / OpenGov) accessible at:

https://procurement.opengov.com/portal/marylanddhs/projects/320443. Bids will only be accepted electronically through the ePACE portal.

SMALL BUSINESS RESERVE (SBR) NOTICE: This is a Small Business Reserve Procurement for which 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 registered and certified in the Small Business Reserve Program in eMaryland Marketplace Advantage (eMMA) at the time of bid submission, are eligible for award of a contract.

In order to receive an award, a vendor must be registered, active, and SBR-certified on eMMA under solicitation BPM059482 at https://procurement.maryland.gov and in Good Standing with the Maryland State Department of Assessments and Taxation (SDAT).

SECTION 1: KEY INFORMATION SUMMARY SHEET

Solicitation Title Data Center Heating and Cooling Preventive Maintenance

Solicitation Numbers Agency Solicitation #: OTHS/OTHS-27-032-S eMMA Solicitation #: BPM059482

Issuing Agency Maryland Department of Human Services (DHS) – Office of Technology for Human Services (OTHS)

Small Business Reserve (SBR) Yes – SBR Designated Procurement (Award is restricted solely to certified Maryland Small Business Reserve vendors registered in eMMA pursuant to

COMAR 21.11.01.06).

Procurement Officer Samanta Clarke 25 S. Charles Street, Baltimore, MD 21201

Email: samanta.clarke@maryland.gov | Phone: (410) 767-7365

Electronic Bid Submission Portal ePACE / OpenGov Portal:

https://procurement.opengov.com/portal/marylanddhs/projects/320443

Combined Pre-Bid Conference & Site Walkthrough

Thursday, November 12, 2026 at 10:00 AM Local Time (Non-Mandatory) Location: 25 S. Charles Street, Conference Room 1201, 12th Floor, Baltimore, MD 21201.

Note: The physical equipment walkthrough of the 12th-floor Data Center and 8th-floor Parking Garage will be conducted immediately during this session. Potential Bidders must RSVP to the Procurement Officer via email at least 48 hours in advance for security badge pre-clearance.

Questions Due Date & Time Wednesday, November 18, 2026 at 3:00 PM Local Time (Submitted electronically via ePACE portal)

Bids Due (Closing) Date & Time

Tuesday, December 1, 2026 at 3:00 PM Local Time (EST) (Electronic submission via ePACE only)

Public Bid Opening Electronic Unsealing via ePACE

Pursuant to COMAR 21.05.02.11, bids will be unsealed electronically in ePACE following the bid closing deadline. An abstract of bids (bid tabulation) identifying vendor names and total submitted prices will be posted publicly in ePACE and eMMA following initial review.

Contract Type & Award Basis Firm-Fixed-Price Contract awarded to the responsive and responsible certified SBR Bidder submitting the lowest Total Bid Price (COMAR

21.05.02 & COMAR 21.11.01)

Contract Duration One (1) Year Base Period (January 30, 2027 through January 29, 2028). No renewal option terms.

Primary Place of Performance DHS Baltimore Facility, 25 S. Charles Street, 12th Floor Data Center & 8th Floor Parking Garage, Baltimore, MD 21201

MBE / VSBE Goals 0% MBE Subcontracting Goal | 0% VSBE Subcontracting Goal (Determined by specialized OEM technician requirements; approved by OSP PRG)

Federal Funding Yes – Federal funds are utilized in part; standard Federal Funds Attachment H applies.

SECTION 2: BIDDER MINIMUM QUALIFICATIONS

The Bidder must document in its Bid submission that it meets the following mandatory Minimum Qualifications. Bids that fail to demonstrate fulfillment of these requirements shall be deemed non-responsive and rejected:

1. Active SBR Certification: The Bidder must be certified as a Small Business Reserve (SBR) vendor in eMaryland Marketplace Advantage (eMMA) as of the Bid due date and maintain active SBR status through contract execution.

○ Required Documentation: Provide the Bidder's eMMA Vendor ID and copy of active eMMA

SBR verification/profile page.

2. Corporate Experience: The Bidder shall possess a minimum of three (3) consecutive years of documented corporate experience performing preventive maintenance, diagnostic analysis, and 24/7/365 emergency field service on mission-critical data center power and precision mechanical cooling equipment.

○ Required Documentation: Complete Attachment L (Reference Checks) providing at least three (3) professional commercial, governmental, or institutional references from contracts performed within the past five (5) years demonstrating comparable mission-critical facility maintenance.

3. Qualified and Trained Technical Personnel: Service technicians assigned to perform maintenance on the covered infrastructure shall be fully qualified and competent to inspect, service, and maintain Liebert EXM UPS platforms, battery cabinets, and Liebert CRV precision in-row cooling systems.

○ Required Documentation: Provide documentation establishing technician qualifications and competency, which may include any one or more of the following: (a) manufacturer/OEM factory training certificates, (b) authorization or certification as an OEM service partner, or

(c) documented records demonstrating equivalent manufacturer-level technical training and hands-on maintenance experience on the specified equipment models.

4. Emergency Field Response Capability: The Bidder shall maintain an operational emergency dispatch infrastructure, qualified staffing, and field service capacity capable of fulfilling a strict four-hour (4-hour) on-site arrival SLA at 25 S. Charles Street, Baltimore, MD, 24 hours a day, 7 days a week, 365 days a year.

○ Required Documentation: Provide a brief corporate dispatch plan and Problem Escalation

Procedure (PEP) demonstrating the operational ability and staffing resources to guarantee on-site arrival within the required four-hour window.

SECTION 3: SCOPE OF WORK AND CONTRACTOR

RESPONSIBILITIES

3.1 Purpose & Covered Facility Infrastructure

The Contractor shall provide comprehensive semi-annual preventive maintenance, routine inspections, and around-the-clock emergency field dispatch to guarantee 100% continuous operational uptime for the DHS Data Center. The equipment inventory covered under this Contract includes:

System Category Manufacturer / Model

Quantity Location & Configuration Details

Uninterruptible Power Supply (UPS)

Liebert EXM 100kVA

2 Units 12th Floor Data Center; Dual redundant configuration

Battery Storage Cabinets

Liebert Matching

EXM

2 Cabinets 12th Floor Data Center; Strings supplying 100kVA UPS systems

Maintenance Bypass Cabinets

Liebert Matching

MBC

2 Cabinets 12th Floor Data Center; 480V external maintenance bypass

Power Distribution Cabinets

Liebert Distribution 2 Cabinets 12th Floor Data Center; Main distribution feeder panels

Rack Power Distribution (ePDUs)

Vertiv Geist Intelligent

14 Units 12th Floor Data Center; Server rack power distribution

Precision Cooling Units (In-Row)

Liebert CRV Precision

3 Units 12th Floor Data Center; High-density hot/cold aisle cooling

Air-Cooled Fluid Drycoolers

Liebert Fluid Coolers

3 Units 8th Floor Parking Garage Level; External heat dissipation

Glycol Circulation Pump Package

Dual-Pump Glycol Skid

1 Unit 8th Floor Parking Garage Level; Closed-loop dual pump assembly

3.2 Scheduled Preventive Maintenance Tasks

The Contractor shall conduct two (2) comprehensive, scheduled preventive maintenance inspections per year during Normal State Business Hours (Monday through Friday, 8:00 AM to 5:00 PM), spaced approximately six (6) months apart. Maintenance tasks include, but are not limited to:

● UPS & Electrical Infrastructure: Diagnostic review of system logs; calibration of metering and monitoring displays; thermal infrared scanning of internal electrical connections, circuit breakers, and busbars; functional testing of static switches, inverter circuitry, and manual bypass systems;

operational testing of all 14 Geist PDUs.

● Battery System & Health Allowance: Visual inspection of all battery jars for leakage, swelling, or terminal corrosion; measurement and recording of individual jar internal cell resistance, float voltage, and conductance; cleaning and retorquing of inter-tier and terminal connections;

application of anti-corrosion grease. The Contract incorporates an annual allowance for the replacement and environmentally compliant recycling of up to ten percent (10%) of deteriorating battery jars as identified during testing.

● Precision Cooling Units (CRV): Inspection, cleaning, and chemical washing of cooling coils;

inspection and testing of condensate drain pans, pumps, and float switches; inspection of variable-speed EC fans, motors, and bearings; inspection of precision expansion valves, refrigerant piping, and pressure sensors; verification of microprocessors and temperature/humidity setpoints;

replacement of air filters.

● Garage Drycoolers & Glycol Pumping Package: Inspection and balancing of drycooler fans, drive motors, and electrical contacts; chemical and freeze protection testing of closed-loop glycol solution (maintaining minimum -20 deg F burst protection); inspection and mechanical testing of dual pump alternation controls, seals, pressure relief valves, and expansion tanks; inspection for fluid leaks.

● Reporting: A comprehensive written Field Service Report detailing operating parameters, baseline measurements, component conditions, and recommended remediation shall be submitted to the DHS Contract Monitor within five (5) business days following each inspection.

3.3 Emergency Service Level Agreement (SLA) & Liquidated Damages

● 24/7/365 Emergency Telephone Support: Contractor shall maintain an active emergency dispatch desk accessible 24 hours per day, 7 days per week, 365 days per year. Emergency phone calls must be returned by a qualified diagnostic technician within fifteen (15) minutes.

● 4-Hour On-Site Arrival SLA: For any critical operational outage, system alarm, loss of redundancy, or environmental failure affecting the Data Center, the Contractor shall have a qualified technician arrive on-site at 25 S. Charles Street within four (4) hours of initial notice from

DHS.

● Liquidated Damages for Late Arrival: Maintaining continuous data center uptime is vital to State operations. In the event the Contractor fails to have a qualified technician arrive on-site within four

(4) hours following emergency notification, the State shall assess liquidated damages of $250.00 per hour for each hour (or fraction thereof) of delay beyond the 4-hour window, deductible from pending invoices.

SECTION 4: STANDARD TERMS, CONDITIONS, AND STATUTORY

PROVISIONS

1.

Procurement Regulations: This procurement is governed by the State Finance and Procurement Article of the Annotated Code of Maryland and the Code of Maryland Regulations (COMAR) Title 21.

2. Small Business Reserve (SBR) Compliance: This Contract is designated as a Small Business

Reserve contract under State Finance and Procurement Article, §§ 14-501—14-505, and COMAR

21.11.01. The Contractor must remain certified as an SBR vendor in eMMA throughout the contract term. Failure to maintain certified status may result in contract termination.

3. Federal Funding Conditions: This procurement utilizes federal financial assistance. Bidders must execute and submit the Federal Funds Attachment H agreeing to comply with all federal debarment, non-collusion, and regulatory compliance standards.

4. Mercury-Free Products: All materials, replacement components, and equipment provided under this Contract shall be mercury-free. Bidders must complete and submit the Mercury Affidavit (Attachment J).

5. SDAT Registration: In accordance with COMAR 21.01.02.01, the Contractor must be registered and in Good Standing with the Maryland State Department of Assessments and Taxation (SDAT) prior to contract award.

6. Prompt Payment Policy: This Contract is subject to the provisions of COMAR 21.11.03.01 and State Finance and Procurement Article, § 15-103 regarding prompt payment to vendors and subcontractors.

7. Invoicing and Electronic Funds Transfer (EFT): Invoices shall be submitted quarterly or semi-annually upon completion and acceptance of scheduled PM visits and any authorized repairs.

Payment shall be made via Electronic Funds Transfer (COT/GAD X-10 form).

8. Security and Facility Access: All Contractor personnel entering 25 S. Charles St. must carry valid government photo identification, visibly display company badges, submit to tool and equipment inventory searches, and comply with DHS building security escort policies.

SECTION 5: BID SUBMISSION INSTRUCTIONS & REQUIRED

SUBMITTALS

Bids must be submitted electronically via the DHS ePACE / OpenGov portal under Project ID 320443 and cross-referenced with eMMA Solicitation BPM059482 no later than Tuesday, December 1, 2026 at 3:00 PM Local Time (EST). Late submissions will be rejected. Bidders must upload completed copies of the following mandatory submittals:

Item # Required Document / Submittal Submission Condition

1 Price Proposal Form (Attachment B) Mandatory – Fully loaded firm fixed pricing for all line items.

2 Bid/Proposal Affidavit (Attachment C) Mandatory – Fully executed by authorized corporate officer.

3 SBR Certification Verification Mandatory – Copy of eMMA Small Business Reserve active profile/certificate.

Item # Required Document / Submittal Submission Condition

4 Federal Funds Attachment (Attachment H) Mandatory – Fully executed federal certifications form.

5 Conflict of Interest Affidavit (Attachment I) Mandatory – Disclosing potential conflicts under

COMAR.

6 Mercury Affidavit (Attachment J) Mandatory – Certifying mercury-free equipment components.

7 Bidder Information Sheet Mandatory – Point of contact, FEIN, eMMA ID, and address.

8 Reference Checks (Attachment L) Mandatory – Minimum of 3 references proving 3+ years experience.

9 Technician Qualifications & Competency Proof

Mandatory – OEM factory certificate, authorized service partner credentials, or equivalent manufacturer training documentation.

10 Financial Capability Proof Mandatory – 2 years P&L/Balance Sheet or bank letter of credit.

SECTION 6: ATTACHMENT B – PRICE PROPOSAL FORM

INSTRUCTIONS: Bidders must quote fully loaded, firm fixed prices including all labor, overhead, travel, diagnostics, filter consumables, testing supplies, and equipment needed to fulfill the scope. No additional fees or travel expenses shall be billed.

Line Service Description Frequency Firm Fixed Price

1 Semi-Annual Preventive Maintenance for 2x Liebert 100kVA UPS, 2x Battery Cabinets, 2x Bypass, 2x Distribution Cabinets, and 14x Geist PDUs

2 Visits / Year

2 Semi-Annual Preventive Maintenance for 3x 2 Visits / $ ____________________

Line Service Description Frequency Firm Fixed Price

Liebert CRV Precision In-Row Cooling Units (12th Floor Data Center)

Year

3 Semi-Annual Preventive Maintenance for 3x Liebert Air-Cooled Drycoolers & Dual Glycol Pump Skid (8th Floor Garage)

2 Visits / Year

4 24/7/365 Emergency Dispatch Standby & 4-Hour On-Site SLA Response Coverage

Annual Fixed Fee

5 Battery Jar Annual Replacement & Recycling Health Program Allowance (Up to 10% replacement coverage)

Annual Allowance

TOTAL EVALUATED BID PRICE (Lines 1 through 5): $

BIDDER SIGNATURE BLOCK:

Company Name:

FEIN: ____________________________________

Authorized Signer Name:

Title: ____________________________________

Signature:

Date: ____________________________________

Phone Number:

eMMA Vendor ID: __________________________