IFB HVAC MDA Final eMMa.pdf

Maryland Department of Agriculture-HVAC Services

Solicitation #: BPM051541 IFB Document

IFB for Department of General Services Page 1 of 41

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

(DGS)

INVITATION FOR BIDS (IFB)

MARYLAND DEPARTMENT OF AGRICULTURE-HVAC

MAINTENANCE SERVICES

IFB NUMBER BPM051541

ISSUE DATE: SEPTEMBER 18, 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/

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

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 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

IFB for Department of General Services Page 2 of 41

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maryland Department of Agriculture (MDA) HVAC Maintenance Service

Solicitation

Number:

BPM051541

IFB Issue Date: September 18, 2026

IFB Issuing

Office:

Department of General Services

Procurement

Officer:

Benedict Kragbe, CMPO

301 W. Preston St., Rm. M-4

Baltimore, MD 21201

Email:

Phone Number:

benedict.kragbe1@maryland.gov

410-767-7226

Bids are to be sent to:

eMaryland market Advantage emma.maryland.gov, Submit on emma.maryland.gov under Solicitation Number BPM037815

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:

September 24, 2026, 11:00AM

Attendance RSVP is due on September 23, 2026, at 3:00PM.

50 Harry S. Truman Parkway, Annapolis, Maryland

Pre-Bid

Attendance RSVP

Attendance RSVP is due on September 23, 2026, at 3:00PM.

Scheduled Site

Visit

September 25, 2026

Site Visit Location: 11:00AM

To attend the site, visit please contact the Procurement Officer via

Email no later than September 24, 2:00PM.

mailto:benedict.kragbe1@maryland.gov https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

IFB for Department of General Services Page 3 of 41

Questions Due

Date and Time:

October 2, 2026, 2: 00 PM Local time

Bid Due (Closing)

Date and Time:

October 12, 2026, 2:00PM

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).

Contract Monitor Christopher Hickerson

Maryland Department of Agriculture

50 Harry S. Truman Parkway, Annapolis, MD, 21401

Office: 410-349-7139

MBE

Subcontracting

Goal:

20% MBE goal

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: Fixed Price

Contract

Duration:

3-year base term with two (2) one-renewal options

February 1, 2027-January 31, 2030

Primary Place of

Performance:

50 Harry S. Truman Parkway, Annapolis, Maryland

SBR Designation: Yes

IFB for Department of General Services Page 4 of 41

Federal Funding: No

IFB for Department of General Services Page 5 of 41

Table of Contents - IFB

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Scope of Work - Requirements

2.3 Supplemental Category of Work Requirements and Responsibilities

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

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

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

IFB for Department of General Services Page 6 of 41

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 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)

IFB for Department of General Services Page 7 of 41

1. Minimum Qualifications

1.1 Bidder Minimum Qualifications

Prior to submitting a bid for the work covered by the specifications for this solicitation, the successful Bidder must have: a) a minimum of three (3) consecutive years of its entity being formed and in business; and b) a minimum of three (3) complete and consecutive years, within the last ten (10) years of successful HVAC

Maintenance service performance comparable in scope, type, size, magnitude, and complexity as required in this IFB.

The Bidder shall submit online with the bid response on the Reference Checks

(Attachment L) a minimum of three (3) references of companies or organizations for which the Bidder provided services in scope, type, size, magnitude and complexity comparable to those specified in the Scope of Work. Each reference shall be from a client for whom the Bidder has provided services within the past ten (10) consecutive years and shall include the information requested on the form.

The Department reserves the right to request additional references or utilize references not provided by a Bidder.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LE FT BLANK.

IFB for Department of General Services Page 8 of 41

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”) to provide HVAC Services to the

Headquarters Complex of the Maryland Department of Agriculture

(MDA), 50 Harry S. Truman Parkway, Annapolis, Maryland which include two (2) buildings: Administration and Laboratory Wing and its Motor Pool and Greenhouse.

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 Scope of Work - Requirements

2.2.1 Scope of Work/Requirements

The Contractor shall furnish all labor, materials, equipment, tools, supervision, transportation, insurance, and permits necessary to provide full-service routine preventive and repair maintenance service and emergency service for, Heating, ventilation and Air conditioning(HVAC) /Automatic Temperature Control ( ATC) mechanical system, including all of its operating, distributing, and controlling components. These systems shall be maintained at optimum efficiency in accordance with manufacturers’ recommendations, the specifications herein, and good engineering practices for two of the MDA buildings: Administration and Laboratory Wing 126,800 sq. ft. Motor Pool and

Greenhouse 51,011 sq. ft. TOTAL GROSS AREA 177,811 sq. ft. Maintenance contract services shall cover all HVAC and ATC mechanical systems in all buildings of the

Headquarters Complex, unless specifically excluded in these specifications. Section 2.2.2 of this Specification contains a list of major HVAC and ATC equipment which is representative of the types and sizes of equipment to be serviced. The list is not intended to be all inclusive, and any omission of an HVAC or ATC system component on the list does not relieve the Contractor from responsibility to service the component or the complete system.

1. Equipment Inventory

Certain equipment identification information, including serial numbers and model numbers, may be partially unreadable or unavailable due to equipment age, field conditions, or manufacturer label deterioration. The equipment inventory provided represents the State’s best available information at the time of solicitation.

2. Bidder Verification and Site Visits

IFB for Department of General Services Page 9 of 41

Bidders are strongly encouraged to thoroughly verify all equipment and field conditions during the scheduled site visit prior to submitting pricing.

3. Scope of Service (Comprehensive Responsibility)

The selected contractor shall be responsible for servicing all installed HVAC equipment within the defined facilities. The maintenance obligation applies unconditionally to all existing HVAC systems, regardless of whether a unit is uniquely identifiable by a serial number or model number in the inventory list provided.

2.2.2 Equipment List

MAIN BUILDING

Outside Loading Dock

Area

BAC Cooling Tower MDL# PT2-

0812A-3L1 SN# U096451701

Outside - Beside Building

WITT MDL# FSS301AUG SN#

E05J30878201001

Roof - Lab 2

BAC Cooling Tower MDL# VTO-

155-N SN# U162908104-01-01

Roof - Lab 2

BAC Cooling Tower MDL# VTO-

155-N SN# U162908105-01-01

Roof - Lab 1 Dayton MDL# 3K091K

Roof Dayton MDL# 3K091K

Roof Dayton MDL# 3K091K

Roof Dayton MDL# 3K199BA

Roof Dayton MDL# 3K771G

Roof AO Smith SN#316P758

Roof FASCO Part # 76-37-611R

Roof - Lab 2

Green Heck MDL# GB-36-20 SN#

89E10512

Roof - Lab 2

Green Heck MDL# GB-14-5 SN#

89E110509

IFB for Department of General Services Page 10 of 41

Roof - Lab 2

Green Heck MDL# GB-36-20 SN#

89E10513

Roof - Lab 2

Green Heck MDL# GB-21-5 SN#

89E10516

Roof - Lab 2

Green Heck MDL# GB-21-7 SN#

89e10511

Roof - Lab 2

Green Heck MDL# GB-18-5 SN#

89E10515

Roof - Lab 2

Green Heck MDL# GB-14-5 SN#

89E105110

Roof - Lab 2

Kewaunee MDL# 2C-3322-D4 SN#

B-48323

Roof - Lab 2

Green Heck MDL# CB-18-5 SN#

89F10814

Room 103A IT Stultz COS-060-G-0

Weights and Measures

Roof - Indoor unit in

Room 446, but feeds lab

Liebert MDL# PFH020APL7 SN#

Y15GG10139

Weights and Measures

Roof - Indoor unit in

Room 421, but feeds

Room 419

Liebert MDL# PFH020APL7 SN#

Y14HG914216

Weights and Measures

Roof - Room 415

Liebert MDL# PFH020APL7 SN#

Y15MG10085

Roof - Lab 2

AirCon MDL# VCD044AV33 SN#

9UK014406

Roof - Lab 2

Brown MDL# BOPH100H1 SN#

89221666

Outside Room 118, above elevator

McQuay - Model and Serial Not

Legible, painted over

IFB for Department of General Services Page 11 of 41

Room 101 McQuay MSL 217 CH

Room 101

McQuay - MDL# LYF217CH

SN#3DG00478-04

Lab 2 Penthouse

McQuay MDL# LSL150DH

SN#9UG0135404

Room 101

McQuay MDL# MSL222CH SN#

3LL00474-04

Room 101

McQuay MDL# LYF222CH SN#

3LG00479-04

Lab 2 Penthouse

McQuay MDL# LSL1050DH

SN#9UG0135304

Room 101

McQuay MDL# LYF228CH SN#

3LG00460-04

Room 101

McQuay MDL# MSL228CH

SN#3LL00475-04

Mech Room 536 Lab 2

McQuay MDL# MSL108CH

SN#3UJ00831-06

Mech Room 536 Lab 2

McQuay MDL# LSL108CH

SN#3UJ00832

Room 118

Speedaire MDL# 5Z702 SN#

1885358

Room 118

York MDL #YSCACAS1-CFE SN#

SLVM-406870

Room 118

TACO MDL # BB4010-7.9-

C5B2G2TL0

Room 118 TACO MDL # F13009E2GAJ1L0C

Room 118

McQuay MDL and SN Not Legible, Painted over

Room 118

Arrestall MDL# 68-1242791-2 SN#

AV820383

Room 118-PHONE

ROOM Frigidaire MDL# FFTA1422R2

IFB for Department of General Services Page 12 of 41

1st Floor Mech Room

McQuay MDL # CHF003A-1 SN#

LA04575-01

Admin Side - 3RD Floor McQuay MDL# Unit #17

Admin Side - 1st Floor McQuay

Lab 2 Stairwell

McQuay MDL# TSF121DL SN#

7TB00329-00

Lab 2 Stairwell McQuay

Admin Side - 1st Floor

McQuay MDL# CHF003A-1

SN#LA04578-01

Admin Side - 2nd Floor

Womens Room

McQuay MDL# CHF003A-1

SN#LA04576-01

Lab 1

McQuay MDL# CHF003A-1

SN#LA04570-01

Lab 1

McQuay MDL# CHF003A-1

SN#LA04541-01

Lab 1

McQuay MDL# CHF003A-1

SN#LA04567-01

Lab 1

McQuay MDL# CHF003A-1

SN#MA00689-01

Room 118

PK BOILERS (PATTERSON

KELLY) M# SC-1000GG

ROOM 118

PK BOILER (PATTERSON

KELLY_ M# SC-1000GG

1st Floor Pen- ROOM 118

Trenton MDL# TEHA050E6-HT4B-

B SN#112206066

1st Floor Pen Room 22-

ROOM 118

Trenton MDL# TEA030M8-HT4A-

BA SN#040302840

In Cage, In Pen- ROOM

118 McQuay

1st Fl Pen, In Switch Gear

Room -ROOM 118 McQuay

IFB for Department of General Services Page 13 of 41

1st Fl Pen, by Trenton

Unit- ROOM 118 McQuay

1st Fl Pen, Room 118 Centrifan Dayton Wattrimmer

ROOM 355

SULLAIR AIR DRIER M#

02250242-080

Room 355 Ingersal Rand #2

Room 355 Ingersal Rand

Room 355 McQuay

Room 355 McQuay

Room 355 McQuay

Room 355 McQuay

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML-4

Room 355

McQuay MDL#SCB-081A-R

SN#4-MLR2126-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML4

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML4

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42123-03

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42122-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42124-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42119-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42121-02

IFB for Department of General Services Page 14 of 41

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML2120-02

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355

McQuay MDL# SCB-081A-R

SN#4-ML42125-02

Room 355

McQuay MDL# SCB-081A-R

SN#4-ML42118-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42119-02

Room 355

McQuay MDL#SCB-081A-R

SN#4ML42114-02

Room 355

McQuay MDL#SCB-081A-R

SN#4ML42127-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42110-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42109-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML42112-02

Room 355

McQuay MDL#SCB-081A-R

SN#4-ML4211-02

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

IFB for Department of General Services Page 15 of 41

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355 McQuay - MDL and SN not legible

Room 355

Trane MDL# Not noted

SN#K86L19166

Room 355, Lab 1 Roof

Trane

MDL#RAU5C304BC03000000000

SN#C14K06324

Room 355, Lab 1 Roof

Arrestall Dust Collector MDL not noted. SN# AV820475

Room 426, Refurbish

Shop

McQuay MDL# LHD114DH SN#

3UJ00833-04

Room 536 Armstrong

Room 536

Bell & Gossett MDL#

VA48T17D17EB

Room 537 Joy Tech MDL #29-17-17700HV

Room 537 Joy Tech MDL #29-17-17700HV

Room 537 McQuay

Room 537

Trane Chiller MDL# RTWD-150F-

2F02-A1A1-AA2A1A1Y-1A0A-

400A-0000-0000-0000-0000 SN#

U16C04621

Room 537

Trane Chiller MDL# RTWD-150F-

2F02-A1A1-AA2A1A1Y-1A0A-

400A-0000-0000-0000-0000 SN#

U16C04622

IFB for Department of General Services Page 16 of 41

Room 537

Warren Electronics MDL# RV546-

480145 SN#94245

ROOM 537

LAARS MAGNATHERM BOILER

M# MGHZ000PXJAX2

Room 537 Curtis MDL #12DS9ED

Room 537

LAARS MAGNATHERM BOILER

M# MGH2000PXJAX2

Room 537 AIR DRYER INGERSOLL RAND

Room 537 NASH Engineering

McQuay MDL #LSL103CH

SN#30K00428-06

Room 537 McQuay

Room 537

McQuay MDL #LSL104CH

SN#3UK00433-06

Room 537

McQuay MDL #LSL103CH

SN#3UK00429-06

Room 537

McQuay MDL #LSL103CH

SN#3UK0042H-06

Room 537 McQuay

Room 537 McQuay

Room 537

McQuay MDL #LSL103CH

SN#3UK00425-06

Room 537 McQuay

Room 537

McQuay MDL #LSL104CH

SN#3UK00434-06

Room 537

McQuay MDL #LSL103CH

SN#3UK00430-06

Room 537

McQuay MDL #LSL103CH

SN#3UK00431-06

Room 537

McQuay MDL #LSL103CH

SN#3UK00432-06

IFB for Department of General Services Page 17 of 41

Room 537

McQuay MDL #LSL104CH

SN#3UK00436-06

Room 537

McQuay MDL #LSL104CH

SN#3UK00447-06

Room 537

McQuay MDL #LSL104CH

SN#3UK00435-06

Room 537

Bell and Gossett MDL# C-1510-

SSF9 SN#C221363-01C61

Room 537

Bell and Gossett MDL# C-1510-

SSF9 SN#C221363-02C61

Room 537

Bell and Gossett MDL# C-1510-

SSF9.125 SN#C221364-01C61

Room 537

Bell and Gossett MDL# C-1510-

SSF9.125 SN#C221364-01C61

Room 537 Peerless

Room 537 Peerless

Room 537

Peerless F1-810AM 1971123774-

10-A

Room 537

Marathon MDL#

VVB145TTDR5331AA

Room 537, Lab 2

Bell and Gossett MDL

#MD155284V

LAB#2 543 M# FTX30NVJU (DAIKIN)

LAB#2 ROOF 543 M# RK30NMVJUA

LAB#2 509 N/A

LAB #2 509 N/A

LAB#2 509 ROOF M# PUY-A30NHA7- MITSUBISHI

LAB#2 509 ROOF M# PUY-A3ONHA7 MITSUBISHI

LAB#2 515 N/A

LAB#2 (515) ROOF M# PUY-A36NKA7 MITSUBISHI

IFB for Department of General Services Page 18 of 41

LAB#2 ROOF RUSSELL M# RPH100E45-FA

LAB#2 ROOF HEAT CRAFT

LAB#2 ROOF

TRENTON M# TEHAO25L6-

HT3B-F

ROOM 537

INGERSAL RAND ATL M#

CBN770796

ROOM 118

CARRIER CHILLER M#

30HXC146R-671

GREENHOUSE

Underwriters Lab

Reimers Electra Steam MDL

#RH100 SN#25531

Room 12 Dayton MDL #3UF82

Room 12 Dayton MDL #3UF82A

Room 11 Berko MDL #HUHAA1020

Room 10 Berko MDL #HUHAA1020

Room 9 Dayton MDL #2YU71

Room 8 Dayton MDL #2YU71

Room 6 Berko MDL #HUHAA520

Room 3 Dayton MDL #2YU72

Room 1 Dayton MDL #2YU72

Hall ILG Fan MDL #PF-36 SN#E0641

Hall ILG Fan MDL #PF-36 SN#E0641

Upstairs

Honeywell MDL #241BG1COD

SN#106-25-215921-922

Upstairs

McQuay MDL & SN Not Legible -

Painted over

IFB for Department of General Services Page 19 of 41

Upstairs

McQuay MDL & SN Not Legible -

Painted over

Upstairs

York MDL #FICP018A06A

SN#MILS138806

Upstairs Dayton MDL #2YU82

Upstairs Pelonis

Outside Fraser-Johnson

Outside

Trane MDL #TTA180BB00GA

SN#12502PXETA

Outside Miller

Upstairs

Peerless MDL #150B Part #100-15-

Upstairs Peerless MDL #150B

MOTORPOOL

Bay Sect 1 Federal Pacific MDL#U5A2853A1

MotorPool Peerless MDL#150B

MotorPool Peerless MDL#150B

MotorPool Peerless MDL#150B

MotorPool Peerless MDL#150B

MotorPool Peerless MDL#150B

MotorPool Peerless MDL#150B

Bay Sect 1 Dayton MDL#3UF82

Bay Sect 1 Dayton MDL#3UF82

Bay Sect 2 Dayton MDL#3UF82

BAY SECT 2 DAYTON MDL#34F82

IFB for Department of General Services Page 20 of 41

NEW AIR COMPRESSOR M#

CBV829268

2.2.3 Maintenance Types

a. Preventive Maintenance

Preventive maintenance is defined as periodically scheduled work to provide systematic checking, adjustment, cleaning, and routine services as recommended by the equipment manufacturer. This includes examination, lubrication, adjustment, calibration of parts including, but not limited to: belts, bearings, capacity and safety devises, check valves, condensate pumps, coils, control transformers, control wiring, dampers, electrodes, all filters, fuses, environmental controls, fans, motors and motor starters, pressure controls, compressors, refrigerant filters drier, refrigerant piping relays and all necessary maintenance require to keep the units in proper and continuous operation. Parts and labor that are part of a preventive maintenance program, as recommended by the equipment manufacturer, routine testing and inspecting equipment to reduce or avoid service interruptions and to obtain optimum operating efficiency and maximum life expectancy of equipment are included in the contract. All Preventive Maintenance shall be in strict compliance with the relevant equipment manufacturers’ recommendations. All work performed by the Contractor shall meet local, State, and Federal codes and standards and be performed under the Contractor’s license, if applicable. Preventive Maintenance includes developing and recording equipment and system performance and inspection data for operation analysis and anticipated corrective action. Preventative Maintenance includes all labor and parts paid by the contractor.

b. Emergency Maintenance

Emergency maintenance is defined as unscheduled work that requires immediate action to restore equipment or system operations, to correct mechanical problems that will cause imminent interruption of operations or will cause damage to operating equipment. Parts and labor will be paid by the contractor up to $500.00 per incident for parts and $500.00 per incident for labor.

In the event of equipment failure, or imminent failure or damage that occurs during hours not normally worked by the Stationary Engineer, on-site response by a qualified maintenance mechanic shall be made within two (2) hours after the Contractor has been given notification of the emergency situation. Service response shall be sufficient to restore the equipment or system to a fully or temporary operational status at no additional cost to the State. If temporary measures are taken to restore operation, then permanent repair service shall be completed within five (5) working days.

Under no circumstances shall equipment or system failure result in loss of essential service exceeding two (2) regular workdays. Inability to obtain parts or special technical or engineering services will not be considered a reason to extend this time period.

Emergency maintenance service shall be available twenty-four hours a day, every day and week of the year throughout the contract term. Contractor must submit a phone number with

24 hour availability in their proposal.

IFB for Department of General Services Page 21 of 41

1. Failure of the Contractor to provide Emergency Service within the stated time frames may be cause to consider the Contractor in default of the contract by the Procurement

Officer.

Repair and replacement parts charged to the State for Emergencies shall be invoiced at cost.

The State reserves the right to audit the Contractor’s invoices selectively to verify the cost price of said parts. The Contractor must purchase parts from the least costly source. Freight charges will be billed directly to the State, and the State shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back up documentation. Repairs necessary under Emergency Maintenance shall be paid as follows: Contractor pays for all labor up to $500.00 per incident. The Contractor will bill for all labor in excess of $500.00 per incident based on the hourly rates in the contract.

c. Major Repairs

A major repair is defined as any scheduled repair that requires shut down of equipment to make the repair or involved replacement of parts that exceeds $500.00 per incident.

The State reserves the right to seek competitive bids for all major overhauls and repairs as may be required during the term of the contract. The Contractor awarded the preventive maintenance contract as a result of this solicitation shall work cooperatively with any other

Contractor the State may have to perform any major repairs.

Major Repairs may be excluded from the scope of the Contract at the discretion of the agency. However, the agency may direct the Contractor to perform a major repair, and the

Contractor will be bound to the hourly rates on the contract. Freight charges will be billed direct to the State, and the State shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back up documentation. Repair and replacement parts charged to the State for major repairs shall be invoiced at cost. The State reserves the right to audit the Contractor’s invoices selectively to verify the cost price of said parts. The State will reimburse the Contractor for labor based on the hourly rates in the contract, for major repairs that exceed $500.00.

d. Minor Repairs

Minor repairs are within the scope of services to be provided under the contract. The

Contractor must provide all labor at no additional cost to the State. Minor repairs are under

$500.00 per incident (part(s) and labor). The State shall be responsible for the expense of all parts, as defined, except those used under preventive maintenance.

When performing minor repairs, the Contractor shall replace all parts necessary to restore equipment to complete operational service. Use of the term “parts” is intended to imply the smallest part that effectively and completely accomplishes the needed repair. In cases where the overall cost or critical time frame may be served by replacing a large part, the

Maintenance Supervisor shall exercise his discretion to determine the desired approach.

Repair and replacement parts charged to the State for minor repairs shall be invoiced at cost.

The State reserves the right to audit the Contractor’s invoices selectively to verify the cost price of said parts. The Contractor must purchase parts from the least costly source. Freight charges will be billed direct to the State, and the State shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back up documentation.

e. Parts and Materials

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Unless otherwise directed, the Contractor shall furnish and install all parts (those paid by the

State and those paid by the Contractor) for Preventive Maintenance, Minor Repair and

Emergency Repairs in accordance with the specifications herein. A copy of the manufacturer’s invoice to the Contractor shall be submitted with the invoice for payment.

The Contractor shall provide replacement parts from the original manufacturers or substitute parts approved by the original manufacturers. The State shall pay all parts expenses, except those required for the preventive maintenance services and minor repair under $500.00 per incident, at Contractor’s cost

2.2.4 Contractor’s Responsibility

a Includes all labor and parts (filters, oil, belts, etc.) for Preventive Maintenance, Emergency Service and/or Minor Repairs under $500.00 per incident for labor and

$500.00 per incident for parts. A Repair is defined as a repair in which the part(s) cost does not exceed $500.00 per incident.

2.2.5 State Responsibilities

a. The State reserves the right to audit the Contractor’s invoices in order to verify the cost price for said parts. The State shall reimburse the Contractor at his cost for part cost only.

The State reserves the right to selectively audit the Contractor’s invoices in order to verify the cost price for said parts. The Contractor shall submit documentation for part(s) cost with invoice for reimbursement. Payment will not be made to the Contractor without the backup documentation.

b. The State reserves the right to purchase directly any necessary part(s) to be installed by the Contractor for Emergency and Major Repairs.

c. Part cost or labor in excess of $500.00 per incident is considered Major Repairs. The

State reserves the right to seek competitive bids for the purchase of any needed part considered a Major Repair. The Awardee of the Contract shall work cooperatively with any contractor hired by the State.

2.3 Supplemental Category of Work Requirements and Responsibilities

See the attached Facilities Maintenance Supplemental associated with this solicitation.

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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: At the end of each calendar month, the Contractor shall render to the Contract Administrator, his invoice in triplicate for work performed that month. Each submission shall include certification that all scheduled preventive maintenance for the month invoiced has been met. Invoices that are submitted without attached back-up for parts or labor will be considered improper by MDA. The Contractor’s Federal Tax

Identification Number or Social Security Number must appear on the front of the invoice. Contractors will not receive payment for any work or compensable parts without “prior written approval” from

Maintenance Supervisor or his designee.

3.3.2 Reductions for Non-Performance or Failure to Meet Standards

When a contractor fails to meet specific performance standards, service level agreements (SLAs), or delivery schedules, the State applies several reductions and remedy mechanisms:

1. Contract Price Reductions & Retainage

a. Withholding of Progress Payments: The State's Contract Monitor can withhold or reduce payments for unaccepted or deficient goods and services.

b. Retainage: A percentage of progress payments may be withheld by the Contract Monitor until final, satisfactory completion of the work or milestone.

Defective Pricing Adjustments: if a contractor's cost or pricing data is found to be inaccurate or incomplete, the State is legally entitled to a downward adjustment of contract pr2. Re-Procurement

Costs (Damages)Actual & Cover Damages: If a contractor fails to deliver, the State can purchase the goods or services from another source under a Re-procurement Plan.

a. Cost Shifting: The non-performing contractor is held liable for any excess costs incurred by the

State to secure a replacement contract.

3. Severe Administrative Consequences

a. Liquidated Damages: Specific per-day or per-occurrence financial deductions detailed inside the individual contract's boilerplate clauses for delays or missed metrics.

b. Termination for Default: Per Maryland Procurement Guidelines, the procurement officer can completely terminate the contract if the contractor fails to perform. This opens the contractor up to liability for default-related damages.

c. Suspension and Debarment: Persistent failure to perform or meet material standards can result in a contractor being formally barred from bidding on future Maryland State contracts.

3.3.3 Disputes Arising from Reductions

a. Should the Contractor dispute the validity of a reduction determination made by the Building

Engineer, he may appeal the reduction to the Contract Manager within seven (7) calendar days of receiving notice of the reduction.

b. The Contract Manager will review the reduction and make a written determination as to its valid it within seven (7) days of the receipt of the appeal from the Contractor, Contract Manager decision to the Assistant Secretary for Facilities Operations and Maintenance, Annapolis Public Buildings and Grounds, 29 St. John's Street, Annapolis, Maryland 21401 within seven (7) calendar days of the receipt of the Manager's decision.

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c. The Assistant Secretary for Facilities Operations and Maintenance shall review all documentation, evidence and arguments of the Contractor and the Building Engineer and make a written determination as to the validity of the reduction within seven (7) days of receiving the appeal from the Contractor.

3.3.4 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

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

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;

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

This section is inapplicable to this IFB.

IFB for Department of General Services Page 26 of 41

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:

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

DX10Form20150615.pdf.

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.

3.8 Federal Funding Acknowledgement

This Contract does not contain federal funds.

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 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.”

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3.10 Non-Disclosure Agreement

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:

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. 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”

C. Cyber Security / Data Breach Insurance – Five million dollars ($5,000,000) per occurrence. The coverage must be valid at all locations where work is performed or data or other information concerning the State’s claimants or employers is processed or stored.

D. 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.

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

IFB for Department of General Services Page 28 of 41

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.

3.14 Electronic Transaction Fee

a. No later than forty-five (45) calendar days after the end of each monthly reporting period, the

Contractor shall remit to the State an electronic transaction fee equal to one percent (1%) of the total approved invoice amount for all accepted goods and services provided under the

Contract during the applicable reporting period. The Contractor shall calculate the fee on the gross invoice amount, less any returns or credits. The Contractor may not charge the electronic transaction fee directly to a customer or identify it as a separate line item, fee, or surcharge on any invoice, and shall incorporate the fee into the Contract’s unit prices. For example, if the total approved invoice amount for a reporting period equals $10,000, the Contractor shall remit an electronic transaction fee of $100.

b. The Contractor shall submit the electronic transaction fee for the applicable reporting period by one of the two methods below:

1. via ACH: To send ACH payments, the Contractor must fill out the GAD X-10 Form and submit it to the Comptroller at GADACH@marylandtaxes.gov.

All ACH payments must include a note in the comments section that the payment is for “DGS 1%

Fee.”

2. by check to the Office of State Procurement at the following address:

Department of General Services, Fiscal Services Division

301 W. Preston Street, Room 1309

Baltimore, MD 21201 https://www.marylandcomptroller.gov/content/dam/mdcomp/md/state-accounting/forms/GADX10Form.pdf mailto:GADACH@marylandtaxes.gov

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ATTENTION: For the Office of State Procurement

c. Simultaneously with the payment of the fee, the Contractor shall email Attachment Z -

Monthly Usage Report, documenting all accepted good or services for the reporting period to: dgs.statewidecontractsusagereport@maryland.gov.

d. If the Contractor fails to timely and accurately remit the electronic transaction fees, the State shall determine that the Contractor is in default under the Contract.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2026/02/Attachment-Z.-Monthly-Usage-Report.xlsx https://procurement.maryland.gov/wp-content/uploads/sites/12/2026/02/Attachment-Z.-Monthly-Usage-Report.xlsx mailto:dgs.statewidecontractsusagereport@maryland.gov

IFB for Department of General Services Page 30 of 41

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, 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…