IFB FODRM32SB (Final).pdf

On-Call Roofing Inspection, Maintenance & Repairs – SHA Hanover Complex; Solicitation #: FODRM32SB IFB Document

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STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

(SHA)

INVITATION FOR BIDS (IFB)

ON-CALL ROOFING INSPECTION, MAINTENANCE & REPAIRS AT

SHA HANOVER COMPLEX

IFB NUMBER FODRM32SB / BPM057760

ISSUE DATE: 06/29/2026

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 businesses. 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 Department of Social and Economic Mobility’s (DoSEM) Office of Small, Minority & Women Business Affairs (OSBA) 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 OSBA as a certified small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance – On-Call Roofing Inspection, Maintenance & Repairs at SHA Hanover Complex

Solicitation Number:

FODRM32SB

IFB Issue Date: 06/29/2026

IFB Issuing Office:

State Highway Administration (SHA or the "Administration")

Procurement Officer:

Giuseppe (Joe) Speca 707 North Calvert Street, Baltimore, MD 21202-3601

Email:

Phone Number:

gspeca@mdot.maryland.gov

410-545-0432

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number FODRM32SB 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:

Tuesday, 07/07/2026 at 10:00 am EST. There will be both in-person and virtual attendance options as follows:

In-person:

SHA Hanover 7491 Connelley Dr, Hanover, MD 21076 Building No. 1 – Office of Maintenance – 3rd Floor Library

Virtual: Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/238928993628034?p=zS5NMBGig794q D70hl Meeting ID: 238 928 993 628 034 Passcode: sV2fH9fr mailto:gspeca@mdot.maryland.gov https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F238928993628034%3Fp%3DzS5NMBGig794qD70hl&data=05%7C02%7CGSpeca%40mdot.maryland.gov%7Ca7e746fee738461d3edb08deccad1cae%7Cb38cd27c57ca4597be2822df43dd47f1%7C0%7C0%7C639173241097291283%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ahPTEG0eyI%2FtKGUwOP4lZMjjmsIHK7jYOI7XcPyDnA0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F238928993628034%3Fp%3DzS5NMBGig794qD70hl&data=05%7C02%7CGSpeca%40mdot.maryland.gov%7Ca7e746fee738461d3edb08deccad1cae%7Cb38cd27c57ca4597be2822df43dd47f1%7C0%7C0%7C639173241097291283%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ahPTEG0eyI%2FtKGUwOP4lZMjjmsIHK7jYOI7XcPyDnA0%3D&reserved=0

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Need help? | System reference Dial in by phone +1 667-262-2962,,89418474# United States, Baltimore Find a local number Phone conference ID: 894 184 74# For organizers: Meeting options | Reset dial-in PIN

See Section 4.3 for additional details.

See Attachment 2 to RSVP by Monday, 07/06/2026 at 12:00 pm (noon)

EST.

Scheduled Site Visit

Tuesday, 07/07/2026 at 11:00 am

Site Visit Location: SHA Hanover 7491 Connelley Dr, Hanover, MD 21076 Building No. 1 – Office of Maintenance – 3rd Floor Library

To attend the site visit, please contact the Procurement Officer via Email no later than Monday, 07/06/2026 at 12:00 pm (noon) EST.

Late RSVPs will not be considered.

Questions Due Date and Time:

07/13/2026 at 3:00 pm Local Time

**Questions must be submitted using the “Vendor Question Template” as included in Exhibit 4 under Table D**

Bid Due (Closing) Date and Time:

Tuesday, 07/28/2026 at 2:00 pm Local Time 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).

Public Bid Opening Date, Time, and Location

Not applicable; a signed bid tabulation form will be posted to eMMA after bid opening.

MBE

Subcontracting Goal:

An overall Minority Business Enterprise (MBE) subcontract participation goal of fifteen (15) percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

The overall MBE subcontract participation goal includes the following subgoals, which have been established for this procurement:

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0% for African-American MBEs;

3% for Asian-American MBEs;

2% for Hispanic-American MBEs; and

10% for Woman-Owned MBEs.

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

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

VSBE

Subcontracting Goal:

Not applicable

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; Time & Material (see Bid Price Form for details)

Contract Duration:

Five years; NTP date to be determined.

Primary Place of Performance:

SHA Hanover Complex 7491 Connelley Dr.

Hanover, MD 21076

SBR Designation: Yes

Federal Funding: No

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Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose ............................................................ Error! Bookmark not defined.

2.4 Supplemental Category of Work Requirements and Responsibilities ...... Error! Bookmark not defined.

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement ........................................... Error! Bookmark not defined.

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.11 Maryland Healthy Working Families Act Requirements

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

Services (EPPs)

3.13 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

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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 Small Business Preference

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

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

A. Five (5) years of commercial roofing installation, repair, and maintenance experience.

B. A General Contractor’s License.

C. Confirmation that the bidder is a Certified Small Business.

D. Provide with its Bid "Attachment L Reference Checks" with one or more references filled out.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland (“State”): This contract is to provide roofing inspection, maintenance, and repairs at the Hanover SHA Complex. The selected contractor shall be responsible for all materials, equipment, labor, and project management required to complete the work outlined in this Statement of Work.

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

2.1.2 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.

2.2 Statement of Work

I. Background & Purpose

SHA is issuing this solicitation to have a contractor provide roofing systems and gutter inspections and preventative maintenance, as well as repairs and replacements if and as needed to ensure a safe and functional facility.

The SHA Hanover Complex includes multiple types of roofs as outlined in the graphic below, including, but not limited to 1) Bituminous Built-Up-Roofing, 2) Asphalt Shingles, and 3) Sheet Metal

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II. Definitions

a. The following are the definitions of each of the anticipated tasks that may be performed under this Contract:

i. Good Condition: Water-tight and in accordance with the manufacturer’s design.

ii. Maintenance: Actions taken to keep in good operating condition, or to sustain the condition, of property or equipment.

iii. Repair: Scheduled repair tasks, beyond standard maintenance work, for restoration to good condition.

iv. Emergency Repair: A condition that calls for immediate action for restoration to good condition.

v. System: System applies to all the components of a roof, including BUR, Metal Panel, and Shingle roof systems, and all the components therein embedded or otherwise integrated into the specific roofing system, working to prevent moisture infiltration.

III. Scope

a. Roof Inspections (Firm-Fixed-Price Task)

The Contractor shall conduct a comprehensive examination and inspection of all roof components twice per year (once in spring and once in autumn) in accordance with the following list (this is not an exhaustive list):

i. Field membranes or panels

1. Field Membranes or panels shall be checked for Physical damage, unusual weathering, dislocated components, surface irregularities, cleanliness, and general appearance.

ii. Penetration and perimeter flashing provisions

1. Penetration and perimeter flashings shall be checked for holes, tears, or other discontinuities, loose, buckled, or damaged membrane; proper interface of the flashings to other materials; proper, positive, securement of the flashing (terminations); failure of sealants around roof penetrations, vents, HVAC units, antennas, etc.

iii. Drainage components

1. Drainage components shall be checked for items such as properly flashed drain and drain sump, gutter systems free of debris; granules in drain or gutter systems; excessive amounts of loose granules (shingle or granule surfaced cap sheets) or a buildup or gravel (BUR) on roof surface near drainage provisions and missing domes on roof drains.

2. Must note on low slope roofs any watermarks, stained surfaces, or other indicators of ponding water.

iv. Sheet metal work

1. Sheet metal work shall be checked for continuous, well-secured metal edging systems (gravel stops) and copings; the condition of pitch pockets

IFB for State Highway Administration Page 10 of 31 and pitch pocket filler(s); watertight condition of hot stack metal sleeves;

compression bands and sealants.

2. All metal flashings shall be checked for well adhered flashing sheets at the embedded flanges.

3. Sheet metal work shall be checked for closed seams.

v. Penetration flashings, equipment supports, and roof-mounted equipment

1. Equipment supports, and rooftop-mounted equipment and vent through the roof (VTR) penetrations shall be checked for exposed metal.

2. Note all rusting metal pipe supports, ‘I’ beams; metal tube; or other shapes or other metal roof penetrations.

vi. Sealants shall be checked for gaps and or cracks in the caulking; unadhered sealant materials.

vii. Masonry immediately adjacent to roofing shall be checked for cracks in masonry parapets or caps; damaged, defective, or missing joints in masonry along roof edges, or other deficiencies.

b. Inspection Report (Deliverable from Roof Inspection Task):

The Contractor shall provide the following within 3 business days following each semi-annual roof inspection:

i. A written report on the condition of roofs identifying the following:

1. The Building and Roof, the roof manufacturer, type of roof, types of flashings, type and method of drainage, and drive mechanism.

2. The condition of all roof components from the roof inspection task with specific annotation of “Good Condition,” “Maintenance,” “Repair,” or “Emergency Repair” as outlined in the Definitions Section above, including pictures.

3. Specification of inspection method(s) used.

4. Estimates for any recommended maintenance and repair work for each type of roof.

5. Signatures from all Contractor Representatives performing inspections.

c. Maintenance & Repairs (Firm Fixed-Price or Time & Materials depending on work required):

i. All work will be discussed following inspection and will be subject to SHA approval; the SHA Facilities Maintenance Division (FMD) representative, or Project Manager, will initiate all maintenance or repair work as identified during the Roof Inspection Task.

ii. SHA will review the items noted as “Repair” or “Maintenance” in the report, determine an appropriate contract type (e.g., firm-fixed-price or time & materials), and contact the Contractor to request a “Proposal Statement of Work” to address any maintenance or repair items.

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iii. Specific maintenance tasks required and performed shall be in accordance with the original system or component manufacturer’s instruction, subject to final approval by SHA.

iv. SHA will inspect any maintenance or repair work and provide a “Punch-List” of deficient items.

v. The Contractor shall complete the Punch-List items and complete the restoration of the building and grounds to the satisfaction of SHA.

d. Safety and Protection Requirements:

The Contractor shall:

i. Keep all work areas of the project in a clean, neat, and orderly condition; trash and debris shall be cleaned up and removed on a regular basis; caution shall be exercised to prevent objects, debris, etc. from blocking traffic, particularly around the building entrances.

ii. Remove all rubbish, packaging, empty cans, rags, and other discarded materials from work areas at the end of each workday.

iii. Correct damage to work of other trades by cleaning, repairing, replacing, and refinishing, as approved by SHA, and leave in undamaged condition.

iv. Provide surface-applied protection before repair measures if removal of hardware, covers, plates, and similar is impractical or impossible because of the size or weight of the item.

v. Store and protect removed items for re-installation at the completion of work.

vi. Be entirely responsible for all safety on the jobsite and project premises, and shall comply with all applicable, up-to-date, OSHA, and MOSHA and SHA requirements.

vii. Touch up and restore damaged or defaced painted surfaces at completion of construction activities of other trades,

viii. Specific attention is brought to Fall Prevention and Fall Protection measures required to perform maintenance work, including, but not limited to, 29 CFR 1910.29; 1910.30; and 1910.140.

ix. Use all necessary precautions and care to prevent accidental fire; contractor MUST furnish two fully charged and operable ABC fire extinguishers, readily visible within 25 feet of all operations always. THIS WILL BE STRICTLY

ENFORCED.

IV. Contract Specifications

a. Scheduling:

The Contractor shall:

i. Be able to respond to calls (as needed) on a 24-hour, 365-day-per-year basis for issues including “Emergency Repairs.”

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ii. Have an initial response time of 3 hours or less and a physical response time of no later than the next day, including Saturdays and Sundays for issues including “Emergency Repairs.”

iii. Perform all work during normal working hours Monday – Friday, 7 am – 5 pm, excluding Maryland State observed Holidays and or during Emergency Operations unless otherwise authorized by SHA.

a. Schedule and perform all work on consecutive days except for those days coordinated with building occupants & SHA Project Manager.

b. Coordinate any necessary provisions for ‘off-hour’ work with SHA and the Project Manager.

iv. Coordinate and schedule all activities on site with the Facilities Maintenance Division (FMD) representative, or Project Manager.

v. Coordinate with all Contractors and building trades that may be working concurrently in a space.

vi. Hold project meetings as necessary based on need and schedule determined when starting as assigned task (not all projects’ tasks may require meetings).

b. Materials:

i. Materials, components, and assemblies shall be per manufactured, supplied, and/or recommended by the roof system manufacturer. Replacement parts, or parts manufactured by a third party when original parts or components are no longer manufactured, must be approved for use by the roof manufacturer.

ii. Contractor shall inspect the condition of all materials and the attachment to substrates, ensuring compliance with the manufacturer’s requirements for a properly installed system.

c. Quality of Work

i. All work on this project shall conform to the IBC, Maryland Building Code, Local codes and regulations, and the Special Provisions included in this Invitation for Bid (IFB).

ii. Work, and performance of work, shall conform to standards stated for maintaining and repairing Buildings and Building Envelope components in accordance with the latest published requirements of the following standards-setting agencies, organizations, and associations:

1. ANSI: American National Standards Institute

2. BOCA: Building Officials & Code Administrators

3. NEC: National Electric Code

4. IRC: International Residential Code

5. IBC: International Building Code

6. SMACNA: Sheet Metal Air Conditioning Contractors National

Association – Architectural Sheet Metal Manual, Latest Edition

7. National Roofing Contractors Association

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8. NFPA: National Fire Protection Association

9. UL: Underwriter’s Laboratories

10. Trade Specialists Publications applicable

V. Contractor Qualifications

a. The Contractor must have a minimum of 5 years of roof repair experience and must keep current all applicable required insurance and licenses, including, but not limited to:

i. General Liability

ii. General Contracting license

iii. Licenses issued by major roofing manufacturers in the U.S.

b. The Contractor must be a member in good standing of the following Associations:

i. NRCA National Roofing Contractors Association

ii. MRCA Maryland Roofing Contractors Association

c. The Contractor must be licensed, or otherwise authorized to modify, repair, and maintain warrantied roof systems manufactured by the following, including but not limited to:

i. Firestone Building Products Co.

ii. GAF Commercial

iii. Johns Manville

iv. Owens Corning

v. Koppers

vi. Sarnafil (Sika)

vii. Charlise Syn Tec System

viii. Shingle roof systems manufactured by the following, including but not limited to:

1. GAF Shingles

2. Certainteed

3. Tamko

d. The Contractor must have a working knowledge of various roof-related components and accessories typically found on a commercial roof, including, but not limited to:

i. Roof Drainage Systems:

1. Roof Drains by major manufacturers (Zurn: Josam; etc.)

2. Couplings to secure drains to cast iron drain leaders (lead & oakum;

‘Hubless’, etc.)

3. Scuppers, gutters, and downspout systems (SMACNA standards).

ii. Sheet metal edging and coping systems:

1. Prefabricated

2. Shop Fabricated

iii. Roof penetration organization and flashing products, including, but not limited to:

1. Pre-manufactured curbs (Thycurb; Dayton; RPI; Pate; etc.)

2. Equipment/piping supports and stands (MIRO; Mifab; PHP; etc.)

3. Flashing products such as Portals Plus; Thybar; Roof Products & System

(RPS); etc.

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

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

3.2 End of Contract Transition

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

3.3 Invoicing

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

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

A. Contractor name and address;

B. Remittance address;

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

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

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

I. Goods or services provided;

J. Amount due; and

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

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

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

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.

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

3.3.1 Invoice Submission Schedule

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

A. For items of work for which there is one-time pricing (see Attachment B – Bid Price Form), those items shall be billed in the month following the acceptance of the work by the State.

B. Invoices for work performed on a labor hour or time and materials basis shall be submitted 30 days in arrears after completion of the service.

3.3.2 RESERVED

3.3.3 Labor Hour/Time and Materials Invoicing

All labor hour/time and material invoices shall be accompanied by a timesheet signed by the Contract Monitor as described below and notice(s) of acceptance issued by the State: DPAF for each time period invoiced (see online example at http://doit.maryland.gov/contracts/Documents/_procurementForms/DeliverableProductAccept anceForm-DPAFsample.pdf). Include for each person covered by the invoice the following, individually listed per person: name, hours worked, hourly labor rate, invoice amount and a copy of each person’s timesheet for the period signed by the Contract Monitor.

1. Timesheet Reporting

In conjunction with Section 3.2.1 B above, the Contractor shall submit a semi-monthly timesheet for the preceding half month providing data for all Contractor Personnel / employees / resources working under the Contract.

At a minimum, each semi-monthly timesheet shall show:

1) Title: “Time Sheet for Roofing Repair/Maintenance Work”;

2) Issuing company name, address, and telephone number;

3) For each Contractor employee /resource:

a) Contractor employee/resource name, and

b) For each period ending date, e.g., “Period Ending: mm/dd/yyyy” (Periods run 1st through 15th, and 16th through last day of the month.):

i) Tasks completed that week and the associated deliverable names and ID#s;

ii) Number of hours worked each day;

iii) Total number of hours worked that Period;

iv) Period variance above or below 40 hours;

v) Annual number of hours planned under the Task Order;

vi) Annual number of hours worked to date; and

vii) Balance of hours remaining;

4) Annual variance to date (Sum of periodic variances); and

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5) Signature and date lines for the Contract Monitor.

Time sheets shall be submitted to the Contract Monitor prior to invoicing. The Contract Monitor shall sign the timesheet to indicate authorization to invoice.

2. Materials Reporting

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

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

B. The amount invoiced is inconsistent with the Contract;

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

Contract;

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

E. The item or services have not been accepted;

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

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

H. If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

I. If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or J. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

3.3.4 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

This section is inapplicable to this IFB.

3.4.2 Liquidated Damages other than MBE

This section is inapplicable to this IFB.

3.4.3 Problem Escalation Procedure

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

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

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

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

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

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

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

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

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

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

3.5 Work Orders

Some of the work required under this IFB and resultant contract will depend on conditions identified during roof inspection. Refer to Section 2.2 Statement of Work, specifically IV. Scope – c.

Maintenance & Repairs.

3.6 Payments by Electronic Funds Transfer

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

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. 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.

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:

https://marylandcomptroller.jotform.com/team/public/GADX10.

3.7 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.

https://marylandcomptroller.jotform.com/team/public/GADX10

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3.8 RESERVED

3.9 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.”

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

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

3.11 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/.

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

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

3.13 Insurance Requirements

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

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

https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

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

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

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

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

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

3.13.6 Subcontractor Insurance

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

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4 Bid Submission Information and Instructions

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

To receive a contract award, a vendor must be registered on eMMA. 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

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.

4.3 Pre-Bid Conference

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

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

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If the Conference is in person, attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.4 Questions

All questions, including concerns regarding any applicable MBE or VSBE participation goals, must be submitted using the “Vendor Question Template” as included in Exhibit 4 under Table D.

Vendors 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.

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

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

4.5 Bid Due (Closing) Date and Time

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

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

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).

4.6 Receipt, Opening and Recording of Bids

Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored on eMMA until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder.

The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be posted to eMMA via the completed and signed bid tabulation.

4.7 Duration of Bids

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

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

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4.8 Revisions to the IFB

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

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

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

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

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

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

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

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

4.10 Incurred Expenses

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

4.11 Protest/Disputes

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

4.12 Bidder Responsibilities

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

4.12.2 If 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 to this IFB (see “Appendix 4 - MBE Participation Goal”).

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

4.12.4 A parental guarantee of the performance of the Bidder under this section will not automatically result in crediting the…