IFB- DOHVAC30SB.docx

HVAC Services for MDOT/SHA in Dorchester County Solicitation #: DOHVAC30SB IFB Document

STATE OF MARYLAND

MARYLAND STATE HIGHWAY ADMINISTRATION

(SHA)

IFB Number DOHVAC30SB Issue Date: 10/21/2026 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.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS SOLICITATION.

KEY INFORMATION SUMMARY SHEET (KISS)

2954 Old Route 50, Cambridge MD 21613

Email:

Phone Number:

ajones@mdot.maryland.gov 410-228-4977

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

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor Feedback Form).

2954 Old Route 50, Cambridge MD 21613

_____% for African -American MBEs;

_____% for Asian-American MBEs;

_____% for Hispanic-American MBEs; and _____% for Woman-Owned MBEs.

Not Applicable to this IFB Refer to Exhibit 1 for information on how goal setting was determined. Also, refer to Appendix 4 for information about the MBE or DBE program and goals.

Not Applicable to this IFB 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.

This solicitation shall cover 11/15/26-11/14/29 (approximately)

Table of Contents - IFB

Minimum Qualifications Bidder Minimum Qualifications

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

A. The owner(s)/principal(s) of the company shall maintain a current State of Maryland HVAC Master Technician License and have available a minimum additional work force of two (2) State of Maryland licensed HVAC Technicians. Vendor shall provide documentation on license and commercial experience for technicians when requested by State Highway Administration. The technicians shall be familiar with commercial sized electrical, oil, and gas fired heating/cooling equipment. Proof of Vendor’s qualifications may be requested at SHA’s sole discretion.

B. The contractor ‘s business shall have been established for a minimum of three (3) years and be licensed and fully eligible to perform work in the State of Maryland.

C. The Bidder shall be registered with the State Department of Assessments and Taxation and be eligible to conduct services in the State of Maryland.

D. The Bidder shall provide with its Bid "Attachment L Reference Checks" with one or more references filled out.

E. The bidder shall have their own employees labor, equipment and vehicles to be able to complete the project.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

Contractor Requirements: Scope of Work Summary Statement 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”): The State Highway Administration is soliciting bids for a qualified HVACR contractor to provide Heating, Ventilation, Air Conditioning & Refrigeration (HVACR) systems preventative maintenance, repairs and emergency service and troubleshooting for the equipment and systems at 3 - SHA facilities located in Dorchester County, MD. This contract will be bound to the limits of 3 years, or the amount bid by the successful bidder, whichever is achieved first. Pricing for this work shall be fully loaded quarterly pricing for preventative maintenance and time and materials for all repairs. HVAC Services for MDOT/SHA in Dorchester County 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.

This is a single award IFB See IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

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

Background and Purpose To Perform HVACR Preventive Maintenance, Repair, Emergency Service and Troubleshooting for MDOT/SHA in Dorchester County Project Goals To maintain HVACR equipment in accordance with manufacturer recommendations, minimize downtime, improve reliability, and extend equipment life through planned maintenance and timely repairs State Staff and Roles The engineer will assign State staff to monitor and inspect the work on a daily basis.

Other State Responsibilities A. The state will contact the awarded bidder and provide a schedule to perform the work Contractor Responsibilities and Tasks The general purpose of this solicitation will be to provide preventive maintenance, repair, emergency response, troubleshooting, replacement of components, and related services necessary to maintain safe and reliable operation.

Facilities Covered:

1. Cambridge Maintenance Shop/2954 Old US 50 Cambridge, MD 21613

2. Sailwinds Visitor Center/2 Rose Hill Place, Cambridge, MD 21613

3. Cambridge Creek Bridge Tender House/ Maryland Avenue, Cambridge, MD

The Contractor shall provide all labor, supervision, transportation, tools, equipment, testing devices, communication equipment, consumable materials, and incidentals necessary to perform HVACR preventive maintenance, repair, troubleshooting, emergency service, and equipment replacement.

Preventive Maintenance:

• Quarterly PM inspections.

• Filter replacement.

• Belt inspection and replacement.

• Lubrication.

• Refrigerant charge inspections.

• Coil cleaning.

• Condensate drain cleaning.

• Electrical inspections.

• Damper inspections.

• Fire damper inspections.

• Ice machine sanitation.

• Seasonal startup and shutdown services.

• Operational testing and documentation.

Repairs and Troubleshooting:

• Diagnosis of equipment failures.

• Repair or replacement of motors, compressors, contactors, relays, sensors, thermostats, valves, belts, controls, refrigeration components, and electrical components.

• Written not-to-exceed estimates required for non-emergency repairs.

Emergency Response:

• Emergency response within two (2) hours.

• Routine service response within four (4) hours.

The Preventative Maintenance work includes all labor, materials, parts, services and transportation to ensure the satisfactory performance, in service operation and efficient operations of the heating, ventilation and air conditioning equipment, gas fired hot water heaters, ice machines, electric wall heaters, ERU units, and some associated controls. The Contractor shall inspect and provide service to all system equipment in accordance with the manufacturer's recommendations and procedures.

It shall be the contractor’s responsibility to inspect equipment prior to bidding. The bidder shall consider all equipment in its existing condition, and no adjustment will be made after the award of the contract, without exceptions. A copy of owner’s manuals will be provided to any interested potential bidders. Electronic copies will be available.

Vendor must be able to physically respond to service locations within 4 hours of first being notified by SHA for emergency repair calls. Vendor must maintain a 24-hour phone number/answering service to respond after hours.

A typical crew for this type of work will consist of an apprentice and journeyman/master HVAC technician. Vendors must maintain a stocked service truck with materials, tools, ladders, and necessary equipment to provide HVAC services.

If any work requires maintenance of traffic (mainly bridge housework), SHA will be responsible for providing this service. Vendor must request any maintenance of traffic from the Cambridge Shop in advance.

Notes for all work:

· Contractors must meet all Federal EPA, OSHA, and MDE guidelines in the performance of work and proper handling and disposal of waste and or contaminated materials. The SHA will not receive any materials, products, or chemicals which may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet when received.

· All work shall conform to Federal, State, county and local codes, rules and regulations.

· Vendor to supply SHA with copies of all service logs at time of work being completed.

· Vendor must sign in at the facility. If there is lack of office staff at the facility, the vendor shall call the Cambridge Shop at 410-228-4977 to gain access to the work areas and to check in with the contract manager. The vendor shall also sign out or call when the work is completed at the facility being worked on.

· SHA may request the HVACR license numbers of employees working on site to determine the applicable rates that are to be invoiced.

EQUIPMENT LISTING

Cambridge Shop Maintenance facility specific units in operation are:

Chiller

Boiler

Pumps

Fan Coil Units

Heating and Ventilating Units

Hot Water Unit Heater

UH-5M

Dedicated Outside Air

DOAU-1

Split System

Infrared Heater

Energy Recovery Unit

LP Unit Heater

Exhaust Fan

Air Device

Expansion Tank

Hose Reel

(2)Scotsman Ice machine 525lb Model C530MA-1C Neptune Chilled water system, glycol system Ruskin Fire damper system Vehicle exhaust fan system Cook brand, exhaust and relief fans

Sailwinds Visitor Center specific units in operation are:

1-YORK Model Number- TCD36B42SA/W1A9581320 1-YORK Model Number-YCE18B22SA/W2H1334039 1-YORK Model Number-TCD36B42SA/W2G1235635

2- Mitsubishi Split System Heat Pumps Model Numbers MUZ-GL12NA

Cambridge Creek Bridge Tender House specific unit in operation is:

Mitsubishi Electric, R410A “Mr. Slim” Model MSZ- A12NA

Record keeping is an essential element of the contract. The Contractor shall maintain detailed service logs on the performance of equipment at the site. Service logs shall include the date of inspections and maintenance activities, all actual readings obtained, and a complete listing of all work performed, and services furnished. Also, must sign in before performing any work at each facility. The Contractor shall update logs at the conclusion of each site visit and return logs to SHA authorized representative prior to billing or included with the invoice.

All work performed under this contract shall be done in accordance with the Maryland Department of Transportation’s General Conditions for Maintenance Contracts, and the Special Provisions included in this IFB. In case of discrepancy between the Special Provisions and all other provisions contained in the contract, the Engineer will be the sole authority as to the proper procedure to follow.

1. All work shall conform to Federal, State, County and Local codes, rules and regulations. The contractor shall be responsible for obtaining all necessary permits before any work is started.

1. Contractor must meet all DLLR, Federal EPA, OSHA, and MDE guidelines in the performance of work and proper handling and disposal of waste and/or contaminated materials. The SHA will not receive any materials, products, or chemicals which may be hazardous to an employee’s health unless accompanied by a Material Safety Data Sheet when received.

1. The Contractor shall maintain a stocked service truck with materials, tools, lifts, ladders, and equipment, to provide HVAC services as described in the “scope of contracting services”.

Line items/Pay items:

Vendor shall bid separate rates for the following 7-line items:

Line-Item No. 1 Description:

Cambridge Maintenance Facility Preventative Maintenance Services Unit:

Each Service Estimated Quantity:

Description:

Provide three (3) quarterly preventative maintenance inspections and one (1) annual preventative maintenance service during the contract period, including seasonal changeovers. Services shall include all labor, transportation, supervision, filters, belts, lubricants, cleaning supplies, and routine consumable materials required to perform preventive maintenance on HVACR equipment located at the Cambridge Maintenance Facility.

Line-Item No. 2 Description:

Sailwinds Visitor Center Preventative Maintenance Services Unit:

Each Service Estimated Quantity:

Description:

Provide three (3) quarterly preventative maintenance inspections and one (1) annual preventative maintenance service during the contract period, including seasonal changeovers. Services shall include all labor, transportation, supervision, filters, belts, lubricants, cleaning supplies, and routine consumable materials required to perform preventive maintenance on HVACR equipment located at the Sailwinds Visitor Center.

Line-Item No. 3 Description:

Cambridge Creek Bridge Tender House Preventative Maintenance Services Unit:

Each Service Estimated Quantity:

Description:

Provide three (3) quarterly preventative maintenance inspections and one (1) annual preventative maintenance service during the contract period, including seasonal changeovers. Services shall include all labor, transportation, supervision, filters, belts, lubricants, cleaning supplies, and routine consumable materials required to perform preventive maintenance on HVACR equipment located at the Cambridge- Creek Bridge Tender House.

Line-Item No. 4 Description:

HVAC Technician Labor (Repairs) Unit:

Hour Estimated Quantity:

Description:

Provide qualified HVAC technicians for repair, troubleshooting, emergency service, and related HVACR services as directed by the Engineer.

Line-Item No. 5 Description:

Trip Charge for Repair Services (Does Not apply to Quarterly Preventative Maintenance Visits) Unit:

Each Estimated Quantity:

Description:

Trip charge applicable only for repair and troubleshooting service calls not associated with scheduled preventative maintenance visits.

Line-Item No. 6 Description:

Repair Parts and Materials Allowance (MSRP) Unit:

Allowance Estimated Quantity:

Allowance Amount:

$4,500.00 Description:

Parts and materials shall only be furnished upon approval of the Engineer. Reimbursement shall be based upon actual documented (MSRP or Retail) price.

The Repair Parts and Materials Allowance shall not be altered by the bidder and shall be included in the Total Bid Amount as specified in the bid form.

Man-hours paid under this contract shall be only for productive hours at the job site. Time spent for transportation of workers, lunch, material acquisition, handling and delivery, or for movement of contractor owned or rental equipment is not chargeable directly but is overhead and shall be included in the hourly rate bid for basic labor, unless prior approval is granted by the Contract Manager. If travel time is granted by the Contract Manager between job assignments, a maximum of ½ hour of the hourly bid rate shall be paid. No minimum show-up time shall be paid under this contract

Vendor may invoice at a rate not to exceed 150% of the pay item rates bid for after hours or overtime work.

Any damage to or loss of SHA property occurring at the vendors fault will be the responsibility of the vendor. All vendor employees working on SHA equipment must be covered by adequate workers compensation insurance. No work may be subcontracted out and all work must be completed by the contractor and/or their employees. The estimated amounts on the bid sheet are being used for bid selection and evaluation only and may not represent the actual units experienced over the course of the contract.

Invoicing Example

Sample/Example Repair Invoice Details (To provide vendor with details needed for SHA invoice)

Labor

$50.00

$50.00

Total Labor/ Trip Charge

$820.00

Materials

Capacitors Item# 123456

$106.00

Flex duct 6 in x 20 ft Item#67890

$53.00

Total Materials

$ 174.00

Total Invoiced Amount

$994.00

Supplemental Category of Work Requirements and Responsibilities Not applicable Standard Terms and Conditions 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.

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.

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; Invoice should reference line item from contract.

J. Amount due; and K. Any additional documentation required by regulation or the Contract.

: MDOT / State Highway Administration

Or emailed electronically to: D1CambridgeInvoices@mdot.maryland.gov

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.

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.

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.

Travel Reimbursement Travel will not be reimbursed under this IFB.

Liquidated Damages MBE Liquidated Damages Inapplicable because there is no MBE goal for this IFB.

Liquidated Damages other than MBE This section is inapplicable to this IFB.

Problem Escalation Procedure This section is inapplicable to this IFB.

Work Orders

THIS SECTION IS INAPPLICABLE TO THIS IFB.

Payments by Electronic Funds Transfer

THIS SECTION IS INAPPLICABLE TO THIS IFB

Prompt Payment Policy This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks 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” (see Exhibit 2 - Sample Contract). Additional information is available on GOSBA’s website at: http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

Federal Funding Acknowledgement This Contract does not contain federal funds.

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.

Participation in Drafting of Specifications: Disqualifying Event: Bidders are advised that Md. Code Ann. State Finance and Procurement Article §13-212.1(a) provides generally that “an individual who assists an executive unit in the drafting of specifications, an invitation for bids, a request for proposals for a procurement, or the selection or award made in response to an invitation for bids or a request for proposals, or a person that employs the individual, may not: (1) submit a bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.” Any Bidder submitting a Bid in violation of this provision shall be classified as “not responsible.”

Non-Disclosure Agreement Non-Disclosure Agreement (Bidder/Offeror) A Non-Disclosure Agreement (Bidder/Offeror) is not required for this procurement.

Non-Disclosure Agreement (Contractor) A Non-Disclosure Agreement (Contractor) is not required for this procurement.

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://dllr.state.md.us/paidleave/.

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.

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:

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

1. 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 two million dollars ($2,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

1. 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.

1. Automobile or Commercial Truck Insurance - The Contractor shall maintain Automobile or Commercial Truck Insurance (including owned, leased, hired, and non-owned vehicles) as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

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.

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 20 days prior to the expiration of the insurance policy then in effect.

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

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.

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.

Bid Submission Information and Instructions 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. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

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:

A. Submission of Bond documents determined by the State to require original signatures; or B. 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.

“Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions. Electronic means includes e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g., https://procurement.maryland.gov), and electronic data interchange.

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 in order to facilitate better preparation of their Bids. If the solicitation includes an MBE participating goal, failure to attend the Conference will be taken into consideration as part of the evaluation of a bidder’s good faith efforts if there is a waiver request.

It is highly recommended that all Prime Contractors bring their intended subcontractors to the Conference/Site Visit to ensure that all parties understand the IFB requirements and the socio-economic goals for this solicitation.

MBE subcontractors are encouraged to attend the Conference to market their participation to potential prime contractors.

In order 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 effort 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.

Questions All questions, including concerns regarding any applicable MBE or VSBE participation goals, shall identify in the subject line 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.

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.

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.

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.

For Bids accepted via email, the time stamp to indicate receipt of the Bid by the State, is the posted date and time in the Procurement Officer’s email inbox.

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.

Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Proposal Notice/Vendor Feedback” form Attachment 1, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

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.

Duration of Bids Bids submitted in response to this IFB are irrevocable for the latest of the following: 90 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.

Revisions to the IFB 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.

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

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.

Cancellations This IFB may be cancelled as provided in COMAR 21.06.02.02 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.

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).

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).

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.

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).

Bidder Responsibilities 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.

If applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) for this solicitation shall be identified using Attachment D or Attachment E as appropriate. Guidance for completing the Attachments is provided in the appropriate Appendix or Appendices to this IFB (see “Appendix 4 - MBE Participation Goal” and “Appendix 5 - VSBE Participation Goal”).

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.

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.

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 “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.

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.

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.

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

In connection with a procurement contract a person may not willfully:

A. Falsify, conceal, or suppress a material fact by any scheme or device;

B. Make a false or fraudulent statement or representation of a material fact;or C. Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under this section.

A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.

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.

The Bids shall be tabulated or a Bid abstract made. The opened Bids shall be available for public inspection at a reasonable time after Bid opening, but in any case, before contract award, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material so designated as confidential shall accompany the Bid and shall be readily separable from the Bid to facilitate public inspection of the non-confidential portion of the Bid, including the Total Bid Price.

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.

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.

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

Attachments A through E = Bid will be rejected if the required Attachment is not submitted or is incomplete.

Attachments F through R = Bid may be rejected if the required Attachment is not submitted or is incomplete.

TABLE A - Attachments and Documents Required with the Bid

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.)

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf

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

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

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.

Bid Evaluation Criteria and Award Basis The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13.