IFB- Janitorial Staffing Services for MDH Potomac Center and SETT_BPM058293.pdf

INVITATION FOR BID (IFB)

PROCUREMENT ID NUMBER: 27-MDHPC-01/ eMMA# BPM058293

ISSUE DATE: August 5, 2026

TITLE: Janitorial Staffing Services for MDH Potomac Center and SETT

ISSUING AGENCY: Maryland Department of Health (MDH) Potomac Center and Secure Evaluation & Therapeutic Treatment (SETT)

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL

PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07.

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501 —14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract.

I. SUMMARY STATEMENT

The Maryland Department of Health (MDH) is seeking a business entity or staffing organization to provide staffing services for three (3) full-time (eight (8) hours per day, five

(5) days per week) day shift janitorial staff to perform daily cleaning/housekeeping tasks throughout the campus buildings at the Potomac Center and Secure Evaluation & Therapeutic Treatment (SETT) facilities in Hagerstown, Maryland under the direction of an onsite facility supervisor. There is potential for additional evening/weekend hours for special projects. The Potomac Center and SETT are residential care facilities for developmentally disabled adults who may have co-existing mental disorders; the Potomac Center has 62 licensed beds, and the SETT, which is a secure Forensic facility, has 32 licensed beds. Neither facility is at capacity at the time of this solicitation. The contract term shall be seventeen (17) weeks (approximately four (4) months).

II. BACKGROUND

The Potomac Center is an Intermediate Care Facility (ICF). The goal of the Potomac Center is to promote personal growth and productivity by enhancing each individual’s skills and decreasing or eliminating maladaptive or socially unacceptable behaviors to facilitate movement to the most integrated, least restrictive setting. This program focuses on using therapeutic interventions to empower residents as they learn the skills they need to successfully return to community living.

The SETT Facility provides care and treatment services for intellectually disabled individuals that are court ordered to the Department of Health, and who may have co-occurring disorders.

These co-occurring disorders can include mental illness, substance abuse, language disorders and personality disorders. The SETT program provides assistance as Individuals work to resolve their court involvement and move toward transitioning to a less restricted environment. The SETT utilizes active treatment as well as providing evaluation, assessment and competency attainment education.

Both facilities serve adults who are at least 18 years old and residents of the state of Maryland.

The Potomac Center and SETT provide active therapeutic treatment in a supportive environment for individuals with Intellectual Disabilities who are deemed to need a higher level of care than the community is able to provide.

III. CONTRACT TERM

A single contract will be awarded to the Offeror that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation will begin on September 1, 2026 and conclude after December 31, 2026 (17 week contract term).

IV. SCOPE OF WORK

The scope of work for this Contract shall include:

1. Overview:

The Potomac Center/SETT is seeking staffing services to secure three (3) qualified full-time janitorial staff for daily cleaning assignments at the facilities.

2. Staffing Requirements:

a. The State will accept bids from staffing agencies that employ or subcontract janitorial staff, or a cleaning company.

b. The Contractor shall assign three (3) qualified janitorial personnel with at least three (3) years of experience each to perform daily cleaning and housekeeping duties as assigned by the onsite Potomac Center/SETT Contract Monitor, the Environmental Services Supervisor and/or designee.

c. Each janitorial personnel must be at least eighteen (18) years old with a valid Driver’s License.

d. Each janitorial personnel must be fluent in spoken and written English.

e. The Contractor shall ensure that each janitorial personnel is available to perform eight (8) hours of work per day each day, for five (5) days each week.

i. There is potential for additional evening/weekend hours for special projects as needed.

f. The janitorial staff assigned to this Contract must be comfortable working in a shared environment with residents who have Intellectual Disabilities (including dual diagnosis/co-existing mental disorders), who are court-ordered to the Potomac Center/SETT and may experience Maladaptive Behaviors, including self-injurious behavior (SIB), stereotypic behavior, aggressive/destructive behavior, and other related and/or psychological disorders.

i. For the purposes of this solicitation, “intellectual disabilities” is as defined by Health-General Article, § 7-101(n), Annotated Code of Maryland.

g. The Contractor shall advise its employees accordingly, including need to address our residents with respect and politeness.

h. Contractor employees must be conscious and aware of their surroundings at all times and not leave any equipment/tools or chemicals unattended as the residents of the Potomac Center/SETT could do themselves or others harm as they may not have the abilities to determine a situation as being harmful.

i. The facilities must be cleaned at the frequency and to the standards as directed by the onsite Contract Monitor. The Contract Monitor or designee shall determine whether the tasks have been performed, and that the performance is in accordance with the standards outlined.

j. Should the State find any janitorial staff undesirable under this Contract, the State shall immediately notify the Contractor’s representative verbally, followed by written notification to the Contractor, that the particular staff is undesirable. The Contractor shall be responsible for the conduct of that staff and liable for any action or inaction of that staff while performing work under this Contract.

k. The Contractor shall ensure the janitorial staff assigned to this Contract will perform continuously for the duration of the Contract so long as performance is satisfactory to the Contract Monitor.

i. The Contractor will not substitute the janitorial personnel, other than by reason of death, sudden illness, or termination of employment, without the prior written approval of the Contract Monitor.

3. Facility Information:

a. The Potomac Center/SETT shall furnish the following to perform the cleaning of the facilities:

i. Light, heat, power, hot and cold water for the cleaning of the buildings.

(NOTE: Hot water temperature is regulated by the State’s energy guidelines and cannot be increased above the current guideline temperature).

ii. Equipment and supplies necessary to perform the cleaning of the facilities in conformance with the standards specified by the onsite Contract Monitor/supervisor.

iii. A storage area for the housing of the cleaning carts. All equipment and supplies must be returned to storage daily.

iv. Facility ID, Keys, and Access Control Swipe cards for facility access.

1. To protect the security of the facilities, the Contractor will be subject to any fees and/or expenses related to key replacement or facility rekeying necessary as a result of unreturned State property.

4. Janitorial Staff Duties and Responsibilities:

a. Schedule:

i. All tasks shall be performed between the hours of 8:00 a.m. through 4:30 p.m., Monday through Sunday, excluding when the facility is closed for or inclement weather.

ii. The janitorial staff assigned to this Contract will not be required to work on State Holidays.

iii. If working over six (6) consecutive hours, the janitorial staff shall take a mandatory thirty (30) minute unpaid lunch break.

b. Examples of Work:

i. Cleans and maintains office buildings, including mailrooms/copier rooms, conference rooms, restrooms, and canteen/break area.

ii. Cleans and maintains residential “cottage” buildings, including common areas, kitchens/dining rooms, restrooms, and laundry rooms.

iii. Collects, recycles, and disposes of trash and other items from buildings;

iv. Refills paper towels, toilet tissue, liquid hand soap, and hand sanitizers;

v. Cleans and disinfects basins, toilets, urinals, stalls, stall doors, bathroom floors and sanitary napkin depositories;

vi. Cleans floors, halls and stairways;

vii. Cleans door handles, doorknobs, and light switches;

viii. Uses dust mop followed by wet mop on all ceramic tile, quarry tile, stone tile, vinyl tile, resilient tile floors, and concrete floors;

ix. Waxes and buffs floors and stairways;

x. Burnishes vinyl composition tile (VCT) floors;

xi. Shampoos and vacuums rugs and carpets;

xii. Dusts, cleans, and makes minor repairs to furniture;

xiii. Cleans windows, walls, tables, counters, glass, and mirrors;

xiv. Vacuums carpeted areas and floor mats;

xv. May make beds and clean and disinfect hospital wards and areas designated for patient use;

xvi. Performs other related duties.

c. Training:

i. The janitorial staff shall be required to complete a self-study packet and competency tests about Potomac Center/SETT, to be provided by the facilities.

1. This training should take approximately two (2) hours to complete.

2. The janitorial staff can complete this training off-site from their laptop/electronic device prior to initiating services.

3. The janitorial staff must complete the competency tests until they receive a “passing” score as determined by the Contract Monitor.

4. There will be no additional compensation for time taken to complete the required training and/or competency tests.

ii. The onsite supervisor will provide a facility overview/tour as part of orientation for the Contract.

d. Infection Control Precautions:

i. The janitorial staff must adhere to the Potomac Center/SETT’s COVID- 19/pandemic protocols at all times while on site, including but not limited to wearing appropriate medical personal protective equipment (PPE) and participating in COVID-19 testing as frequently as deemed necessary by Potomac Center/SETT.

e. The Contractor shall supply a copy of the ID badge of any personnel assigned to the Contract. Each day, upon arrival at the facilities, the Contractor’s personnel are required to sign-in and at the end of each day sign-out at a designated area.

f. Prohibited Actions:

i. The Contractor employees shall not:

1. Remove any State property or personal property, equipment, monies, forms, or any other item from the building.

2. Engage in loud boisterous behavior.

3. Play music via cellphone, radio, or tape/CD/MP3 player.

4. Be under the influence of alcohol or drugs.

5. Gamble.

6. Turn on or off or use any equipment other than the equipment provided by the facilities for the purposes of completing janitorial tasks under this Contract.

7. Use any State telephone except a telephone designated by the Potomac Center/SETT management for the purpose of business under this Contract.

8. Open any desk, file cabinet or storage cabinet.

9. Consume any food or beverage, other than that brought with the employee or purchased from vending machines, and only in areas designated by the building management.

10. Engage in horseplay.

11. Remove any article from desks.

12. Sleep.

13. Engage in long conversations with the facility staff.

14. Take photographs of the staff, residents, campus, facilities, or their contents.

15. Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash.

16. Use any tobacco or tobacco substitute products in any form on State property.

17. Engage in any activity which is not in the best interest of the State or is otherwise detrimental to the performance of this Contract.

18. Use cell phones or electronic devices during work hours.

19. Provide the Individuals with any of their personal or business information such as home/business address, home/business telephone or cellular numbers, etc.

20. Give any individual any items or gifts.

21. Discuss the Potomac Center/SETT, or the residing Individuals, with

State employees or in the community, as this is a HIPAA violation.

o The Agency and/or Janitorial staff assigned to the Contract shall be required to sign a confidentiality agreement (Business Associate Agreement).

V. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS

The selected Bidder shall meet the following minimum requirements, verified with required documentation:

1. The Bidder shall have at least three (3) years of experience in providing qualified janitorial staff, or commercial cleaning services, for a healthcare and/or behavioral health facility.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its Bid three (3) references from the past five (5) years with a minimum of two (2) years of service with each reference that can attest to the Bidder’s experience in providing these services.

2. The Bidder shall actively employ enough trained and experienced personnel to provide the required services specified in this IFB. Each janitorial staff must be at least eighteen (18) years old with a valid Driver’s License.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its Bid a list of names of proposed janitorial staff, including their years of experience, and a copy of their Driver’s License.

3. The Bidder, if an agency or group, shall be registered with the Maryland Department of

Assessments and Taxation to do business in the State of Maryland, and have a status of Good Standing.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide a copy of documentation evidencing its registration with the Maryland Department of Assessments and Taxation.

4. The Bidder shall possess Commercial General Liability Insurance, which shall cover losses resulting from or arising out of Contractor action or inaction in the performance of the Contract by the Contractor, its agents, servants, employees, or subcontractors, with a limit of $1,000,000 per occurrence and $2,000,000 aggregate.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with their bid their current Certificate of Insurance (COI).

5. The Bidder shall obtain, at their own expense, a criminal background check on each Janitorial Staff who shall be assigned to the contract. At a minimum, these checks must contain convictions and probation before judgement (PBJ) pleadings within the State of Maryland. This check may be performed by a public or private entity.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its bid certification that each Janitorial Staff has completed the required criminal background check described above. A previously completed background check from within the last three (3) years will also satisfy this requirement.

i. The Bidder shall be responsible for ensuring that the assigned Janitorial Staff maintain security clearance to provide services for the Potomac Center/SETT during the life of the contract; should any Janitorial Staff be subject to any legal or criminal actions during the contract, the Bidder is responsible for notifying the Potomac Center/SETT immediately and providing a replacement candidate(s).

VI. eMARYLAND MARKETPLACE ADVANTAGE eMMA is an electronic commerce system administered by the Maryland Department of General Services. In order to receive a contract award, a vendor must be registered on eMMA.

Registration is free. Go to https://emaryland.buyspeed.com/bso/login.jsp, click on “Register” to begin the process, and then follow the prompts.

VII. BID SUBMISSION REQUIREMENTS

In accordance with COMAR 21.03.05, bids may be submitted electronically through electronic mail at Potomac.Procurement@maryland.gov or preferably through eMaryland Marketplace Advantage (eMMA). Bids must include:

● Completed Financial Form (Exhibit A),

● Signed Bid/Proposal Affidavit (Attachment A),

● Signed Conflict of Interest Affidavit and Disclosure (Attachment I), and

● All required documentation as specified in Section V, “Minimum Qualifications and

Mandatory Requirements) https://emaryland.buyspeed.com/bso/login.jsp https://emaryland.buyspeed.com/bso/login.jsp mailto:Potomac.Procurement@maryland.gov

● IF any addendums are later added to this solicitation, a signed Addendum Acknowledgement Receipt shall be required as part of the bid submission package.

Bidders cannot submit multiple responses.

NO HARD-COPY SEALED BIDS DELIVERED VIA IN-PERSON, MAIL, DELIVERY

SERVICE OR COURRIER SERVICE WILL BE ACCEPTED.

NO FAX BIDS WILL BE ACCEPTED.

**BID DUE DATE AND TIME IS: Wednesday, August 26, 2026 BY 2:00PM EST.**

Late bids shall not be considered for award.

VIII. EVALUATION CRITERIA OF BID

The State will evaluate bids based on meeting the submission requirements, and the financial bid form itself. Failure to include ALL the mandatory submissions described in Section VIII shall deem your Bid non-responsive.

IX. BILLING

The contractor shall bill the Department on a monthly basis for the work performed the previous month. The total cost of work may not exceed $50,000 for the term of the contract.

All invoiced must be on the contractor’s letterhead, must be signed and dated, and must include the following:

● The contractor’s name and mailing address;

● The contractor’s Federal Tax Identification or Social Security Number;

● The State assigned Contract Control Number;

● The State assigned blanket purchase order number;

● The goods and services provided;

● The time period covered by the invoice;

● The amount of requested payment; and

● Documentation to support invoice requested amount.

X. AWARD

An award will be made to the responsible Bidder submitting a responsive Bid on the basis of the most advantageous offer to the State of Maryland, considering price and the evaluation criteria found in this solicitation. Vendors must first meet all of the mandatory requirements. Bids from vendors who do not meet all of the mandatory requirements will not be considered. The total cost of the resulting contract will not exceed $50,000.

XI. TIE-BIDS

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

XII. CONTACT INFORMATION

A. Procurement Officer

Jessica Bradley, Procurement Officer Maryland Department of Health - Potomac Center/SETT 1380 Marshall Street Hagerstown, MD 21740 Office: 240-313-3510 Email: JessicaM.Bradley@maryland.gov

B. Contract Monitor Ludwin Carcamo, Environmental Services Supervisor Maryland Department of Health - Potomac Center/SETT 1380 Marshall Street Hagerstown, MD 21740

All bids must be submitted either through e-mail at Potomac.Procurement@maryland.gov or via the eMaryland Marketplace Advantage (eMMA). Please do not submit bids directly to the Procurement Officer.

XIII. QUESTIONS

Any questions regarding this Invitation for Bid (IFB) should be submitted in writing via email to the Procurement Officer at JessicaM.Bradley@maryland.gov. Questions should be submitted prior to the bid due date and time, but no later than: Wednesday, August 19, 2026 by 2:00pm

EST.

Approved by:

Date:

Jessica Bradley, Procurement Officer

MINORITY BUSINESS ENTERPRISES ARE STRONGLY ENCOURAGED TO

RESPOND TO THIS SOLICITATION

8/5/2026 mailto:JessicaM.Bradley@maryland.gov mailto:Potomac.Procurement@maryland.gov mailto:JessicaM.Bradley@maryland.gov

EXHIBIT A

FINANCIAL FORM

PROCUREMENT I.D. NUMBER: 27-MDHPC-01/eMMA# BPM058293 ISSUE DATE: August 5, 2026

TITLE: Janitorial Staffing Services for MDH Potomac Center and SETT

Offeror Information:

Vendor Name:

Federal Tax ID (FEIN):

Contact Person:

Address:

E-Mail:

Telephone:

Fax:

SBR Number: eMMA Number:

Signature Date

Vendor signature and date certifies that technical and price submissions are correct and that vendor agrees to perform all services stated in the Bid Board Solicitation.

Maryland Department of Health Line Item Budget*

Budget Period from 9/1/2026_____to 12/31/2026____

BUDGET ITEM

TOTAL #

OF HOURS

RATE PER

HOUR

Janitorial Staffing services for Potomac Center/SETT -

Three (3) full-time staff Forty (40) hours per week for seventeen (17) weeks

9/1/26 – 12/31/26 3 staff x 40 hrs/week x 17 weeks = 2,040 total Service Hours

2,040

TOTAL COST

* Include Budget Narrative on a separate page and attach it to the Financial Proposal Form. Budget Narrative must include full breakdown of costs for each line item.