IFB.pdf

JANITORIAL SERVICES AT THE MVA EASTON BRANCH

Solicitation: V-EAS-27033-M IFB Document

IFB for Maryland Motor Vehicle Administration

STATE OF MARYLAND

MARYLAND MOTOR VEHICLE ADMINISTRATION

(MVA)

INVITATION FOR BIDS (IFB)

JANITORIAL SERVICES AT THE MVA EASTON BRANCH

IFB NUMBER V-EAS-27033-M

ISSUE DATE: 10/26/2026

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.

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

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance – Janitorial Services at the MVA Easton Branch

Solicitation Number:

V-EAS-27033-M

IFB Issue Date: 10/26/2026

IFB Issuing Office:

Maryland Motor Vehicle Administration (MVA or the "Administration")

Procurement Officer:

Susan Blockinger 6601 Ritchie Highway, Room 223, Glen Burnie, MD 21062

Email:

Phone Number:

sblockinger@mdot.maryland.gov

410.787-7895

Bids are to be sent to:

Submit on emma@maryland.gov under Solicitation No. V-EAS-27033-M To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice Feedback Form

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

Pre-Bid Conference:

November 2nd, 2026 at 11:00 a.m. Local Time

Maryland Motor Vehicle Administration 9148 Centreville Road Easton, MD 21601

Scheduled Site Visit

Immediately following the Pre-Bid Conference Site Visit Location: Same as Pre-Bid (Mandatory Attendance}

To attend the site-visit please contact the Procurement Officer via Email no later than October 30, 2026.

Questions Due Date and Time:

November 5, 2026, at 12:00 p.m. Local Time mailto:sblockinger@mdot.maryland.gov mailto:emma@maryland.gov

Bid Due (Closing) Date and Time:

November 16, 2026, at 1:00 p.m. Local Time

Public Bid Opening Date, Time, and Location

November 16, 2026

MBE

Subcontracting Goal:

0%

VSBE

Subcontracting Goal:

0%

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract Duration:

Three-year Term w/No Renewal Options

Primary Places of Performance:

Maryland Motor Vehicle Administration (MVA) Headquarters 9148 Centreville Road Easton, MD 21601

SBR Designation: Yes

Federal Funding: No

Table of Contents - IFB

1 Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.2.1 Project Goals

2.2.2 State Staff and Roles

2.3 Square Footage

2.4 Working Hours and Assignments

2.4.1 Janitorial Crew

2.4.2 On-site, working Janitorial Supervisor (Supervisor)

2.4.3 Other responsibilities of the Janitorial Supervisor include, but are not limited to:

2.4.4 State Holidays

2.5 Operational Procedures

2.6 Cleaning Standards and Procedures

2.7 Task Schedule and Frequency

2.8 Operational Procedures

2.9 Extra Work Allowance

2.8 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 Invoicing

3.2.1 General

3.2.2 Invoice Submission

3.3 Liquidated Damages

3.3.1 VSBE Liquidated Damages

3.3.2 Liquidated Damages other than MBE

3.3.3 Problem Escalation Procedure

3.4 Payments by Electronic Funds Transfer

3.5 Prompt Payment Policy

3.6 Conflict of Interest Affidavit and Disclosure

3.7 Maryland Healthy Working Families Act Requirements

3.8 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference and Site Visit

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

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

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Attachments and Document Required upon Notice of Recommendation for Contract Award

(Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

6 ATTACHMENTS

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

1.1 The Bidder shall have been actively engaged in providing janitorial/custodial services to government owned or large-scale private facilities for a minimum of three continuous years within the past five years. Experience of individual personnel in the Company or business shall not count towards meeting the required three years of experience for the Contractor as a Company or business.

1.2 This experience shall be comparable in size and scope as specified herein.

1.3 This experience shall have involved janitorial services performed during normal business hours, including times when agency employees or customers are present. It shall not be limited to after-hours janitorial services in buildings that are empty or largely empty during service.

As proof of meeting this requirement, the Bidder shall include with its response the Reference Checks form demonstrating its ability to meet the minimum requirements. The references listed on the Reference Checks form must be able to comment on the Contractor’s ability to handle a project of this size and scope.

1.4 The Contractor shall provide an On-Site, Working Janitorial Supervisor (Supervisor) with a minimum of three years’ continuous experience providing janitorial or custodial services within the past five years. Two of these years shall have been in a supervisory or managerial capacity.

As proof of meeting this requirement, the Bidder shall include with its response the Key Personnel Form demonstrating the suggested Supervisor’s ability to meet the minimum requirements. The references listed on the Key Personnel Form must be able to comment on the Supervisor’s ability to handle a project of this size and scope

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure janitorial services, as outlined in

Section 2, for the maintenance and cleaning of the MVA Easton Branch. The contract, awarded to the successful bidder, will require the provision of all labor, cleaning supplies, equipment, insurance, supervision, tools, and transportation necessary to maintain cleanliness and hygiene in the facility. The services must be performed in accordance with the specifications and requirements detailed in this IFB, ensuring a consistently high standard of cleanliness and sanitation throughout the term of the contract.

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

2.1.3 The MVA intends to make a single award as a result of this IFB.

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

2.2 Background and Purpose

The MVA Easton Branch serves as a vital location for Maryland residents to complete essential vehicle and licensing services. This branch provides critical services, including issuing or renewing driver’s licenses, registering vehicles, and addressing other vehicle-related needs. It plays an important role in supporting the daily operations of the MVA and offering convenient access to these services for the public.

Regular janitorial services are essential to maintaining a clean, safe, and professional environment at the Easton Branch. This contract outlines the janitorial services required to keep the facility, including customer service areas, restrooms, offices, and public spaces, consistently clean and well-maintained.

Ensuring a sanitary and welcoming environment will support the efficient functioning of the branch and contribute to a positive experience for both MVA employees and the public.

2.2.1 Project Goals

To ensure a clean, safe, and welcoming environment for both customers and employees at the MVA Easton Branch, promoting a positive experience and fostering a healthy and professional atmosphere

2.2.2 State Staff and Roles

A. Contract Manager - The Contract Manager will be the primary point of contact after the award of the contract for all matters relating to the performance and execution of the contract. The name and contact information of the Contract Manager will be provided to the Contractor upon contract award.

B. Procurement Officer - The Procurement Officer is the sole point of contact for this solicitation prior to the award of any contract. The name and contact information of the Procurement Officer can be found in the IFB Key Information Summary Sheet, located near the beginning of the solicitation, after the Title Page and Notice to Vendors. The

MVA reserves the right to change the Procurement Officer at any time, with written notice to the Contractor.

2.3 Square Footage

The area of the commercial spaces to be cleaned in accordance with these detailed specifications is approximately 8,850 sq. ft as follows:

2.4 Working Hours and Assignments

The Bidder shall provide the number of personnel it deems necessary for this contract, ensuring that all tasks are completed as required. These personnel must include:

2.4.1 Janitorial Crew

2.4.1.1 The Contractor shall provide a janitorial crew, including an On-Site Supervisor, from 7:30 a.m. to 10:30 a.m., six days per week, Monday through Saturday, excluding State holidays.

2.4.1.2 The Contractor shall perform services in accordance with the tasks, frequencies, and standards required per the scope of work.

2.4.2 On-Site, Working Janitorial Supervisor (Supervisor)

2.4.2.1 The Supervisor shall be onsite from 7:30 a.m. to 10:30 a.m., Monday through Saturday, excluding State holidays.

2.4.2.2 The Supervisor shall:

(a) Establish a regular service schedule for completing all daily, weekly, monthly, quarterly, and semi-annual tasks, which is agreeable to both the Contractor and the Contract Manager. This schedule shall be submitted at the kick-off meeting.

(b) Perform cleaning tasks with the requisite janitor(s) during the working hours assigned.

(c) Be present at any time the janitor(s) are performing work outside of the designated work hours.

(d) Be available at the request of the Contract Manager, between the hours of 7:30 a.m. to 10:30 a.m., Monday through Saturday, for the purpose of obtaining instructions or becoming informed about deficiencies in the janitorial work, or any other reason the Contract Manager should wish to confer with the Supervisor.

Carpet 350 Square Feet Vinyl Tile Area 7,800 Square Feet Ceramic Tile Area: 700 Square Feet Approximate Square Feet to be serviced 8,850 Square Feet

Failure of the On-Site Supervisor to be present at all times that janitorial work is performed under this Contract shall be considered as breach of the contract and shall be cause to consider the Contractor in default, subject to termination.

(e) Be responsible for presenting documentation to the Contract Manager when the quarterly and semi-annual tasks are actually performed. The Contract Manager will provide the On-Site Supervisor with a signed copy approving the service.

(f) Be responsible and accountable for all activities and behavior of all personnel assigned by the Contractor to perform work under this Contract.

2.4.3 Other responsibilities of the Janitorial Supervisor include, but are not limited to:

(a) Working alongside their team, performing cleaning tasks and demonstrating proper techniques to maintain high standards of cleanliness.

(b) Assigning tasks and duties to janitorial team members.

(c) Inspecting work performed to ensure conformance to specifications and established standards.

(d) Training staff in proper cleaning techniques, safety procedures, and the use of cleaning equipment and chemicals.

(e) Maintaining an inventory of janitorial supplies and equipment supplied by the Contractor.

(f) Addressing any complaints or issues in a timely and effective manner.

(g) Conducting performance evaluations and providing feedback to janitorial staff.

(h) Ensuring compliance with health and safety regulations.

(i) Maintaining records of janitorial services performed and preparing reports for management upon request.

(j) Meeting with the Contract Manager once per month to ensure ongoing communication, coordination, and alignment between the janitorial services being provided and the contract requirements.

2.4.4 State Holidays

State holidays on which janitorial services will not be required from the Contractor include:

New Year’s Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day

Labor Day Columbus Day Election Day (if applicable) Veterans Day Thanksgiving Day Christmas Day

2.5 Operational Procedures

2.5.1 Quality Assurance

The MVA Contract Manager or their authorized representative has the authority to inspect the Contractor’s work, identify any deficient tasks, and specify necessary corrective measures. The documented deficiencies are the Contractor's responsibility to address and initial for completion once the corrections are made.

2.5.2 Supply Storage

2.5.2.1 MVA will provide designated space for the storage of janitorial equipment and supplies used by the Contractor.

2.5.2.2 All supplies, equipment, and machines shall be kept free of traffic lanes or other areas where they might be hazardous and must be secured at the end of each workday in areas provided for this purpose.

2.5.2.3 Contractor’s Personnel must clean all equipment, such as mops, ensuring no odors are emitted or present. This includes thoroughly rinsing mops to remove all cleaning solutions and debris and using appropriate disinfectants to eliminate any bacteria that could cause odors.

2.5.2.4 All dirt and debris resulting from work under this Contract must be disposed of daily upon completion of the tasks.

2.5.3 Lost and Found

All unclaimed articles found in or about the work areas by the Contractor will be turned in immediately to the Contract Manager.

2.5.4 Sign In and Out

All Contractor personnel shall sign in upon arrival of each shift and sign out at the end of each shift. A designated sign-in and sign-out form will be placed in a location mutually agreed upon by the contractor and the MVA contract manager. Failure to sign in and out may result in a reduction of payment to the Contractor.

2.5.5 Task Checklist

2.5.5.1 The Supervisor shall submit a completed daily janitorial checklist detailing the tasks accomplished to the Contract Manager at the end of each workday.

2.5.5.2 If discrepancies are found between the work performed and the checklist, the Contract Manager shall notify the Supervisor. The Supervisor is responsible for promptly resolving these issues based on their nature.

2.5.6 Reporting Damaged and Broken Items

2.5.6.1 Janitorial staff shall immediately report any broken or faulty fixtures or equipment they encounter during their duties to their Supervisor. The Supervisor shall then inform the Contract Manager promptly, based on the urgency of the repairs.

2.5.6.2 If during the performance of the Contract and/or through the use of equipment, materials, and/or labor, the Contractor knowingly or unknowingly deforms, defaces, or otherwise damages or causes a depreciating change in the appearance of any floor, walls, railing, furniture, windows and sashes, doors, ceilings, and any other building appurtenances, the Contractor shall repair or replace all such damage to the satisfaction of the MVA, at no cost to the MVA.

2.5.7 Supplies and Equipment

2.5.7.1 The Contractor is responsible for providing all chemical cleaning supplies necessary for the performance of the work stated in this IFB. This includes, but is not limited to cleaning agents, disinfectants, floor care products, carpet cleaning, and deodorizing products.

2.5.7.2 The Contractor is responsible for furnishing all necessary commercially rated cleaning equipment including power floor scrubbing machines, polishing machines, industrial-type HEPA vacuum cleaners, etc. required for the performance of the work under this Contract. The equipment must be of the size and type customarily used in work of this kind and must meet the approval of the MVA Contract Manager.

2.5.7.3 All janitorial and housekeeping supplies in support of this Contract are to be purchased from Blind Industries and Services of Maryland (BISM) to the extent they are available. Product and price information can be obtained at BISM – Empowering the Blind Community. Additional information may be obtained from BISM, by calling Customer Care at 410-737-2610 or 410-737- 2627. As this is a mandatory requirement, failure to comply will be considered as a breach of contract and shall be cause to consider the Contractor in default, and subject to termination of the Contract. A copy of the Contract will be provided to BISM for follow up.

2.5.7.4 The MVA reserves the right to inspect chemicals, tools, materials, and equipment to ensure that cleaning and disinfection requirements can be met with their utilization.

2.5.7.5 The MVA reserves the right to demand the Contractor change chemicals, equipment, tools or materials – using a list of approved, environmentally preferable chemicals -if the original chemicals, equipment, tools, or materials prove insufficient in providing satisfactory results (as determined by the MVA).

2.5.7.6 In the event of MVA-owned equipment damage or failure, if used by the Contractor’s Personnel, the Contractor must inform the MVA Contract Manager within 24 hours of learning of the damage or failure.

2.5.7.7 If available on site, the MVA Contract Manager may request the Contractor to use chemical concentrates with appropriate dilution systems in order to minimize chemical use, limit worker exposure, and facilitate proper dilution control.

2.5.7.8 Aerosol containers/canisters are prohibited for use in State facilities.

2.6 Cleaning Standards and Procedures

2.6.1 Restroom Cleaning

2.6.1.1 Restroom cleaning must be performed from high to low, toward the doorway, with dry cleaning tasks performed prior to wet cleaning operations. After cleaning, surfaces must be free of dust, smudges, streaks, or residue.

2.6.1.2 Standing moisture must be removed from floors and bathroom surfaces.

2.6.1.3 Restroom cleaning tools (including mopheads/pads, mop buckets, and cloths) and equipment must be used specifically for restroom cleaning only and, with the exception of powered equipment, must not be used to clean any other areas of the building.

2.6.2 Trash

2.6.2.1 Trash liners must not be oversized for containers.

2.6.2.2 All liners are required to be compliant with Maryland Green Purchasing Committee’s (Green Purchasing) Specification for Environmentally Preferable Janitorial Supplies.

2.6.2.3 Trash liners must:

(a) If low-density, have minimum 10% post-consumer recycled content, OR

(b) If high-density, be less than 0.7 mils (17 microns) in gauge thickness, OR

(c) Be certified by the Biodegradable Products Institute, or equivalent*, for commercial compostability. *BPI is the primary commercial compostability certifier in the United States. Other equivalent international certifiers include Vinçotte OK Compost and DIN CERTCO.

2.6.3 Non-Routine Floor Maintenance

2.6.3.1 Floor stripping, refinishing, and carpet extraction must be scheduled during periods of minimum occupancy in order to support public health.

2.6.3.2 During and after stripping, floor scrubbing, and recoat operations, janitorial staff must ventilate the area, preferably to the outside.

2.6.3.3 All thresholds, baseboards, cove base, and vertical surfaces that join waxed areas must be free of all old and new wax.

2.6.3.4 When performing carpet cleaning and extraction, janitorial staff must remove sufficient water from the carpet and provide airflow (e.g., by using blowers to increase exchange with outdoor air) to allow carpets to dry in under 12 hours.

2.6.4 Chemicals, Equipment, Tools, and Material

2.6.4.1 All housekeeping and janitorial supplies (e.g. cleaning chemicals, floor maintenance chemicals, mop heads, cloths, etc.) in support of this Contract must comply with the Maryland Green Purchasing Committee’s Specification for Environmentally Preferable Janitorial Supplies.

2.6.4.2 Disinfectant label directions must be followed for proper dilution control and use after the area has been cleaned. This includes ensuring proper dwell time is adhered to and whether post application rinsing is required (post application rinsing may not be required for all products and air drying may be recommended on the product label).

2.6.4.3 Cleaning personnel must use the appropriate technology (coarse spray bottles, automatic chemical dispensers for instance on powered equipment, etc.) for applying chemical products in a manner that does not result in overuse and waste of the product.

2.6.4.4 All cleaning chemicals must be issued to cleaning personnel in labeled containers, which must define the instructions for use and all pertinent warnings or safety instructions.

2.6.4.5 The Contractor must purchase chemical products and supplies in quantities that minimize the amount of packaging and container waste generated.

2.6.4.6 Cleaning personnel must only use disinfectants registered or devices regulated by the U.S. Environmental Protection Agency (EPA). Disinfectants must comply with the Maryland Green Purchasing Committee’s Janitorial Supplies Specification.

2.6.4.7 Whenever practicable, reusable microfiber clothes must be used in lieu of paper products in order to minimize waste.

2.6.4.8 Reusable clothes must be cleaned or laundered prior to reuse.

2.6.4.9 Reusable clothes used to clean restrooms must be a different color than those used to clean non-restroom areas.

2.6.4.10 Reusable clothes must be color coded as follows:

(a) Red for toilets and urinals

(b) Yellow for other restroom surfaces

(c) Blue for general cleaning, dusting, glass surfaces

(d) Green for kitchens, eating areas, water fountains and coolers

2.6.4.11 Mops must be equipped with reusable/cleanable collection heads or equivalent.

2.6.4.12 Mops must be color coded as follows:

(a) Red for the bathrooms

(b) Green for the kitchens

(c) Blue for general cleaning

2.6.4.13 Each piece of equipment delivered to the Contract work site must be serially numbered and labeled with an affixed plate, and the Contractor must provide the MVA Contract Manager with a list of all equipment, including serial numbers and manufacturer’s recommended maintenance.

2.6.4.14 Vacuum Cleaners:

(a) Must be equipped with the proper filter or bag; the filters must be changed or cleaned according to manufacturer recommendations.

(b) Bags or canisters must be changed or replaced when half full or when indicated by a sensor, if vacuum is so equipped.

(c) Precautions must be taken to limit workers’ exposure to dust and particulate matter when cleaning and replacing bags and filters.

2.6.4.15 Automated scrubbing machines must be equipped with on-board chemical metering to optimize the use of cleaning fluids OR must use only tap water with no added cleaning products.

2.6.5 Glass and Mirrors

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

2.6.6 Dispensers

2.6.6.1 All paper towel dispensers must be filled to at least 3/4 capacity at all times.

2.6.6.2 Paper towels should dispense easily and correctly from the dispenser without tearing or jamming.

2.6.6.3 Each toilet paper dispenser must contain at least one roll of toilet paper at all times.

2.6.6.4 All hand soap dispensers must be filled to at least 3/4 capacity.

2.6.6.5 Ensure all dispensers are clean, in good repair, and functioning as intended.

2.6.7 Floor Maintenance

2.6.7.1 Implement protective coverings, such as painter’s tape, plastic sheeting, or other suitable materials, to shield baseboards, walls, and stair risers from splashes, discoloration, or physical damage during floor maintenance activities.

2.6.7.2 Ensure that cleaning and maintenance procedures are conducted in a manner that avoids any contact with or damage to adjacent areas.

2.6.7.3 Move or cover furniture and equipment as necessary to prevent damage. Ensure that all items are protected from cleaning solutions and potential impacts.

2.6.7.4 After completing maintenance tasks, ensure that all furniture and equipment are returned to their original positions and condition.

2.6.7.5 Use appropriate signage to alert building occupants of wet or slippery floor conditions during and after floor maintenance. This includes placing warning signs in visible locations and ensuring clear communication about potential hazards.

2.6.7.6 Implement additional safety measures during inclement weather, such as matting or absorbent runners at entry points to minimize water and debris on floors

2.6.7.7 Allow sufficient drying time for floors after cleaning to prevent slip hazards. Ensure that floors are dry and safe for use before allowing pedestrian traffic.

2.6.7.8 During floor cleaning and waxing, the Contractor is responsible for moving lobby chairs, benches, and small items such as stanchions and wastebaskets.

2.6.8 Sweeping and Wet Mopping

2.6.8.1 Ensure that all areas are swept thoroughly, including corners, behind radiators, under furniture, and behind doors.

2.6.8.2 All sweepings must be completely removed, leaving no residual dirt on the floor.

Pay special attention to areas that may trap dirt and ensure they are clean.

2.6.8.3 Use clean, wet mops and appropriate cleaning solutions suitable for the floor type.

Mop in a systematic manner to avoid reintroducing dirt to cleaned areas.

2.6.8.4 Remove gum, tar, and similar substances from the floor surface prior to wet mopping or scrubbing. Use suitable cleaning agents or tools to ensure these substances are completely removed.

2.6.8.5 Prepare mops with clean water and appropriate cleaning solutions. Change the mop water frequently to avoid spreading dirt.

2.6.8.6 Give special attention to the floors around urinals and toilets. Focus on eliminating odors, stains, and residue to maintain a consistently clean appearance. Use appropriate cleaning and deodorizing agents to address any lingering smells and ensure that the area remains sanitary.

2.6.9 Dusting

2.6.9.1 Thoroughly clean all corners, crevices, moldings, and ledges to ensure they are completely free of dust.

2.6.9.2 Dust must be removed directly from its source using appropriate methods such as treated dusting cloths or vacuum tools. Ensure that dust is not spread around but collected effectively.

2.6.9.3 When performing high cleaning tasks, such as dusting high shelves or fixtures, take precautions to prevent dust from falling onto furniture and equipment below.

2.6.10 Damp Wiping

2.6.10.1 All dirt, spots, streaks, and smudges must be thoroughly removed from walls, glass, and other specified surfaces. Ensure that each surface is cleaned to a high standard with no visible residue left behind.

2.6.10.2 After cleaning, surfaces must be dried to achieve a polished, streak-free appearance.

Use clean, dry clothes or towels to achieve a polished appearance.

2.6.10.3 Ensure that the cleaner used in restrooms and kitchen areas effectively kills germs and bacteria. Pay particular attention to high-touch areas and frequently used surfaces.

2.6.10.4 In restroom areas, use a multi-purpose cleaner that includes disinfectants and deodorizing properties.

2.7 Task Schedule and Frequency

2.7.1 Daily Day Tasks

• Empty waste baskets and replace liners as necessary.

• Immediately respond to spills.

• Periodically check entryways and high-traffic areas for water tracked in from snow or rain.

• Refill all toilet paper, paper towels, and soap dispensers as necessary.

• Clean and sanitize tables, countertops, and high-touch areas such as door handles and light switches as necessary.

• Wipe down and sanitize all public benches.

• Dust mop or sweep all hard surface floors in public and high-traffic areas.

• Damp mop all hard surface floors in public and high-traffic areas.

• Respond to any special requests or emergencies as directed by the MVA Contract Manager.

• Gather all the trash and dispose of it in the dumpster.

• Gather all recycled material and dispose of it in the recycling receptacle.

• Vacuum easy to reach areas (hallways, corridors, and other designated areas).

• Clean and disinfect commodes, urinals, sinks, showers, and surrounding wall areas.

• Pull bathroom trash, disinfect receptacles, and replace liners.

• Empty, clean, and disinfect sanitary napkin receptacles, and provided with a new bag liner.

• Clean and polish all mirrors and fixtures in restroom.

• Clean and disinfect kitchen sinks and faucets.

• Clean and disinfect all floors in kitchen and restroom.

• Wipe down the exterior of all kitchen appliances.

• Clean glass doors and internal windows, including sills and frames.

• Replace urinal screens/deodorizers as needed.

• Cigarette urns and ash receivers shall be cleaned as necessary, sanitized and, when required, the sand level shall be maintained.

2.7.2 Weekly Tasks

• Dust all furniture, office equipment, interior windowpanes, and windowsills.

• Wash, spray wax, and buff all vinyl floors to a high shine.

• Vacuum areas under desks, counters, chairs and other hard to reach areas.

2.7.3 Monthly Tasks

• Clean and deodorize all wastebaskets and trash cans (excluding restrooms, which are serviced daily).

• Dust baseboards to remove loose dirt, dust, and cobwebs; then, wipe with a damp cloth to remove smudges, stains, and more stubborn dirt.

• Internal light fixtures will be dusted monthly.

• Damp wipe all heating and cooling grills, louvers and registers with degreaser cleaning agent.

2.7.4 Quarterly Tasks

• Dust all window blinds, walls and ceiling corners, windowsills, light fixtures, picture frames, ledges, top of refrigerator, cupboards, file cabinets, shelving and bookcases, etc. for cobwebs, dust and dirt; then wipe with a damp cloth to remove smudges, stains, and stubborn dirt.

• Vacuum and clean all heating and cooling grills, louvers, and registers; then wipe the surfaces with a damp cloth using a degreaser cleaning agent if necessary.

• Vacuum all upholstered furniture, cubicle partitions, window and drapes.

• Deep scrub ceramic tiles, including grout, then buff to shine. The first grout cleaning shall be scheduled and completed within the first four (4) weeks of the start of the contract, and the subsequent grout cleanings shall be scheduled and completed every three months thereafter.

2.7.5 Semi-Annual Tasks

• Clean the interior and exterior surfaces of the windows.

• Clean designated carpets using a commercial-rated carpet cleaner, ensuring all dirt is extracted and stains are removed. Extract excess moisture and dry if necessary. The first carpet shampooing and deodorizing shall be scheduled and completed within the first eight weeks from the start date of the contract.

• Damp wipe exterior of light fixtures.

• Perform a deep scrub of vinyl tile using a commercial grade scrubbing machine, followed by the application of new wax and buffing to achieve a shine. Ensure all steps are conducted in strict accordance with the manufacturer’s recommended floor care instructions.

• Strip and wax vinyl tile flooring using a floor stripper solution and a commercial-rated floor stripping machine. Apply a floor sealer, followed by multiple coats of wax, and buff to a shine using a high-speed buffer. Ensure all steps are conducted in strict accordance with the manufacturer’s recommended floor care instructions.

2.8 Operational Procedures

2.8.1 Uniform Requirements

All Contractor’s Personnel must wear shirts that clearly identify the company and long pants while on site.

2.8.2 Training Requirements

At a minimum, the Contractor must provide training to all Contractor’s Personnel on the following:

(a) Standard operating procedures, including day-to-day and emergency protocols.

(b) CDC protocols for cleaning and disinfecting.

(c) Proper sequencing of cleaning steps.

(d) Standard safety precautions.

2.9 Extra Work Allowance

2.9.1 Extra work refers to unforeseen or supplementary janitorial services beyond the routine tasks outlined in this IFB.

2.9.2 The Contract awarded by MVA as a result of this IFB will include an extra work allowance of $5,000.00.

2.9.3 Extra work must receive prior written approval from the MVA Contract Manager before commencement. No extra work will be

2.9.4 done without this approval.

2.9.5 The Contractor must submit an estimate to the MVA Contract Manager before commencing any additional work. Estimates will be reviewed, and if deemed acceptable, will be approved and the work will be scheduled accordingly.

2.9.6 The Contractor must maintain records to clearly distinguish these costs from those of routine Contract operations and shall submit separate invoices for them.

2.9.7 The MVA reserves the right to engage other vendors for work specifically outside the scope of this IFB if it is determined to be in the best interest of the State and MVA.

2.9.8 Upon completion of approved services, the Contractor shall be paid in accordance with the Bid Form they submitted and proper invoices.

2.9.9 Contractor’s Personnel assigned to routine janitorial services must not be reassigned to additional tasks covered under this Section for which the Contractor would receive extra payment.

2.8 Supplemental Category of Work Requirements and Responsibilities See the following attached Appendices associated with this solicitation

Appendix 2 – Price Form Instructions

Appendix 4 – VSBE Participation Goal

Appendix 7 – Facilities Maintenance Supplemental

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the contract is fully executed, the Contract Manager will schedule a kick-off meeting to take place prior to the commencement of services under the contract.

During this meeting, the contractor will present the Daily Checklist, present a tentative schedule for quarterly and semi-annual tasks, clarify roles and responsibilities, discuss any special requirements or expectations, and address any questions or concerns from all parties involved to ensure the successful management and completion of services throughout the entire contract term.

3.2 Invoicing

3.2.1 General

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

3.2.1.2 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.

3.2.1.3 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.

3.2.1.4 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.

3.2.1.5 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.

3.2.1.6 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.

3.2.2 Invoice Submission

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

A. For Items of work for which there is annual pricing in equal monthly installments for the applicable Contract year in the month following the performance of the services.

B. Invoices for work performed on a labor hour or time and materials basis shall be submitted following the completion and acceptance of the work, in accordance with the terms of the contract.

C. Invoices for repairs, including a detailed breakdown of labor charges at the rates provided in the bid and an itemized list of materials used, with a 10% markup on the original cost. The invoice must include supporting documentation such as service tickets, receipts for the materials, and acceptance confirmation from the MVA.

3.3 Liquidated Damages

3.3.1 VSBE Liquidated Damages

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

3.3.2 Liquidated Damages other than MBE

Liquidated Damages other than MBE does not apply to this procurement.

3.3.3 Problem Escalation Procedure

No later than ten (10) Business Days after notice of the recommended award or after the date of the Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information.

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

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

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

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

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

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

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

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

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State which may be allowed by the Contract or applicable law.

3.4 Payments by Electronic Funds Transfer

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

A. Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

B. 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_Fi les/GADX10Form20150615.pdf.

3.5 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.

3.6 Conflict of Interest Affidavit and Disclosure

3.6.1 The Bidder shall complete and sign the Conflict-of-Interest Affidavit and Disclosure

(Attachment I) and submit it with its Bid.

3.6.2 By submitting a Conflict-of-Interest Affidavit and Disclosure, the Contractor shall be construed as certifying that all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

3.6.3 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.

3.6.4 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.”

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

3.8 Insurance Requirements

3.9.1 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:

3.9.2 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 ($2,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of one million dollars ($1,000,000) per loss, and a minimum single loss retention not to exceed ten thousand dollars ($10,000), with the State of Maryland listed as a “loss payee.”

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

C. 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.

D. 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.

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

3.9.4 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.

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

3.9.6 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.

3.9.7 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.

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.1.1 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.

4.1.2 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.

4.2 Electronic Means

4.2.1 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.

4.2.2 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.

4.2.3 “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.

4.3 Pre-Bid Conference and Site Visit

4.3.1 A pre-bid conference and site visit allows potential bidders to familiarize themselves with the project scope, review the work environment, and seek clarifications on any project requirements. It ensures that bidders understand the specific conditions and challenges they may face during the project, allowing them to submit accurate and competitive bids. The visit also provides an opportunity to assess any logistical, safety, or regulatory factors relevant to the project's successful completion.

4.3.2 The Pre-Bid Conference and Site-Visit 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.