IFB MDE Granular Activated Carbon (GAC) Final (2).pdf

STATE OF MARYLAND

MARYLAND DEPARTMENT OF GENERAL SERVICES

(DGS)

INVITATION FOR BIDS (IFB)

Granular Activated Carbon (GAC Water)

Filtration Systems Installation and Maintenance for

Maryland Department of the Environment (MDE)

IFB NUMBER BPM055432

ISSUE DATE: NOVEMBER 3, 2026

A Prospective Bidder that has received this document from a source other than eMaryland Marketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDER

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.

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

Granular Activated Carbon (GAC) Water Filtration Systems

Solicitation #: BPM055432 IFB Document

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MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance – Granular Activated Carbon Filtration System Installation and Maintenance

Solicitation

Number:

BPM055432

IFB Issue Date: November 3, 2026

IFB Issuing

Office:

DEPARTMENT OF GENERAL SERVICES

Procurement

Officer:

Benedict Kragbe, CMPO

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

Baltimore, MD 21201

Phone: 410-767-7662 e-mail: benedict.kragbe1@maryland.gov

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM055432

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.

Virtual Pre-Bid

Conference:

November 12, 2026

Virtual Pre-bid meeting

Thursday, November 12 · 11:00am – 12:30pm

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/tis-ifup-kxd

Or dial: 1174-854-(US) +1 605 PIN: 793 455 981#

More phone numbers: https://tel.meet/tis-ifup-kxd?pin=9454875910783UV mailto:benedict.kragbe1@maryland.gov https://tel.meet/tis-ifup-kxd?pin=9454875910783UV https://tel.meet/tis-ifup-kxd?pin=9454875910783UV

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Pre-bid RSVP deadline

Nov.10, 2026 2:00PM.

Scheduled Site

Visit

N/A

Questions Due

Date and Time:

November 16, 2026, 2:00PM Loca time

Bid Due (Closing)

Date and Time:

November 30, 2026, Local Time 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).

MBE

Subcontracting

Goal:

None

VSBE

Subcontracting

Goal:

None

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

Start date: June 1, 2027-May 31,2032

Contract

Duration:

Five (5) years with no renewal options

Primary Place of

Performance:

All 23 counties in the State of Maryland and the City of Baltimore.

Maryland Department of the Environment

Land and Materials Administration

1800 Washington Blvd.

Baltimore, MD 21230

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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

2.3 Contractor Responsibilities and Tasks

2.4 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

3.14 Electronic Transaction Fee

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

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4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

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

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 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 Your firm must be legally active and operating for the last 5 consecutive years without gaps. Your firm must have 3 consecutive years of experience installing and maintaining Granular Activated

Carbon (GAC) systems. This 3-year block must have occurred within the last 10 years.

Both the 5-year business life and the 3-year GAC experience must be uninterrupted streaks, not broken up over time.

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 and the State of Maryland

(“State”): The State is issuing this solicitation for the purposes of securing Contractor services to provide GAC water filtration services for private residences whose drinking water wells have been impacted with Volatile Organic Compounds (VOCs) throughout the twenty three (23) counties within the State of Maryland.

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.

2.2 Background and Purpose

The OCP deals with all aspects of underground and aboveground petroleum storage tanks. The OCP inspects petroleum holding vessels, enforces regulations dealing with the storage of petroleum, and investigates the source and extent of contamination when petroleum is released into the environment from a vessel. When a residential Domestic Well (DW) is impacted with petroleum contaminants, and the Potential Responsible Party (PRP) is unknown or not viable, the OCP will contract with the selected Bidder to install and maintain a GAC filtration system. The MDE will not contract for the installation of a GAC filtration system at commercial locations.

The LRP responds to incidents involving releases of Controlled Hazardous Substances (CHS), which are designated chemicals other than petroleum. When those releases are determined to impact a DW, LRP will oversee response actions by the PRP or assume that role if the PRP is unable or unwilling to do the required work. Under those circumstances, LRP will contract with the selected Bidder to install and maintain a GAC filtration system.

Once a GAC filtration system is installed, the OCP/LRP or their environmental consultants will initiate a sampling program to ensure that the treatment system is functioning properly and adsorbing petroleum contaminants or CHS prior to the end use of the water supply system. On occasion, the

OCP/LRP may require the selected Bidder to install additional equipment or perform additional services, as necessary, including but not limited to installation of an acid neutralizer and/or a water softener to polish the treated water effluent from the GAC filtration system; flow meters; well chlorination, etc. The selected Bidder will also replace carbon in the filters when analytical results detect contaminant breakthrough between and/or after GAC treatment, when the carbon is exhibiting pressure drop problems, or at MDE’s discretion.

The purpose of this Invitation for Bids is to employ a water filtration Contractor to provide the services described in this IFB. The work to be performed may involve an immediate or expedited response, or, in most cases, require routine installation and maintenance of GAC filtration systems, including the replacement of filter media. An immediate or expedited response shall be required from the selected Bidder when strong petroleum and/or chemical odors are detected in the tap water, and a

GAC filtration system is required to be installed within 24 hours of the odor detection in order to provide potable water to the residents. Emergency services are also required when leaks in the GAC

IFB for Department of General Services Page 10 of 34 filtration system are detected by the homeowner, and the leaked water is causing potential damage to the residence.

2.2.1 Scope of Work - Technical Requirements

2.2.2 The MDE technical requirements for the installation and maintenance of water filtration and water conditioning equipment are listed below.

2.2.3 Supplies and Materials

At a minimum, the Contractor must have on hand sufficient acid-washed virgin coconut shell carbon, a minimum of 300 pounds, to fill six (6) two-cubic-foot fiberglass-reinforced plastic (FRP) canisters for water filtration. Additionally, the Contractor should have at least two (2) ultraviolet (UV) disinfection systems, one (1) water softener, and one (1) acid neutralizer on hand, or the ability to obtain the units within 24 hours. Virgin acid-washed coconut carbon must have :

a. 12 X 40 mesh size, American Society of Testing Materials (ASTM) D2862,

b. Minimum Iodine number of 1000 mg/g, ASTM D4607,

c. maximum ash content (wt) of 2%, ASTM D2866, and

d. pH aqueous extract 6%, ASTM D3838

2.2.4 Technical Specifications (See Schematic Diagram A)

The OCP/LRP currently utilizes various-sized GAC filters throughout the State of

Maryland. The GAC filter sizes generally include:

10” x 54” (up to approx. 2.0 cubic foot capacity filter) 12” x 48” (up to approx. 2.5 cubic foot capacity filter) 12” x 52” (up to approx. 3.0 cubic foot capacity filter) 14” x 65” (up to approx. 4.0 cubic foot capacity filter)

2.2.5 The OCP/LRP is seeking bids for maintenance/carbon change-out of existing GAC filtration systems with either a 2.0 cubic foot minimum capacity filter or a 3.5 cubic foot minimum capacity filter. The filter size to be used at each location will be determined by the OCP/LRP PM.

Contractor price for GAC filtration change-out will include all costs necessary to perform the carbon vessel change-out and appropriately recycle the spent carbon, including transportation, labor, equipment, material, and any other applicable charges. Contractor price to perform the required tasks for the region(s) of interest will be entered into

Attachments B-1 through B-4.

2.2.6 The OCP/LRP is also seeking bids for the installation of new GAC filtration systems with either 2.0 cubic foot minimum capacity filter or a

3.5 cubic foot minimum capacity filter and all associated appurtenances described below. The filter size to be used at each location will be determined by the OCP/LRP PM. Contractor price for the GAC filtration installation will include all costs necessary to install the system, including transportation, labor, equipment, material, and any other

IFB for Department of General Services Page 11 of 34 applicable charges. Contractor price to perform the required task for the region(s) of interest will be entered into Attachments B-1 through B-4.

2.2.7 A three (3) year or longer warranty to cover all system components and workmanship (except carbon and ultraviolet light bulbs) must be provided by the interested Contractor.

2.2.8 Installation of the GAC filtration system shall include:

a. Installation of an anti-siphon valve after the residential pressure tank. The anti-siphon valve shall be installed between the pressure tank and any filtration equipment in order to avoid damage to the GAC filters.

b. Installation of two new FRP corrosion-proof filters, with a minimum of either 2.0 cubic feet or 3.5 cubic feet capacity. The 2.0 cubic foot filters shall be capable of being filled with a minimum of 2.0 cubic feet of virgin acid washed coconut shell carbon. The 3.5 cubic foot filters shall be capable of being filled with a minimum of 3.5 cubic feet of virgin acid washed coconut shell carbon. Virgin acid washed coconut shell carbon shall meet ANSI/NSF 61 and American National Standards Institute/American Water Works

Association ANSI/AWWA B604-18 Standards. A copy of the carbon supplier standard/specification for acid washed virgin coconut shell carbon shall be supplied by the successful Bidder to MDE prior to execution of a contract.

c. Filters will be arranged in series (plumbed in line). Unions and/or flex connectors will be installed on the filter heads to allow easy removal, replacement, or maintenance of individual carbon units.

d. Systems shall be capable of absorbing contaminants at flow rates up to 4-6 gallons per minute (gpm).

e. Spigot sampling ports shall be installed prior to the primary carbon filtration unit, between the two (2) carbon filtration units, and after the second filtration unit. The three

(3) sampling ports shall be installed at a minimum of 36 inches above grade, allowing easy access for water sample collection. All sampling ports shall be clearly labeled to indicate their position in reference to pre-, mid-, or post-treatment sampling locations.

f. A minimum of a 20-inch (length) whole-house heavy-duty sediment filters shall be installed prior to the two (2) carbon filters. The sediment filter will be mounted on a bracket, have a pressure release button for easy removal, and a self-sealing o-ring to prevent leaks. A spanner wrench and two (2) additional replacement sediment filters will be left at each residence for the homeowner. Sediment filters will be 20” x 2.5” with a 5-micron capacity. Two (2) stainless pressure gauges (before and after the sediment filter) will be installed to assist in determining when filters need to be replaced. The Contractor shall provide the homeowner with instructions for filter replacement so the homeowner can replace spent filters as needed.

g. Installation of a water meter, before or after the GAC filters, which allows for easy installation and easy access to record meter readings. The epoxy-coated bronze odometer dial water meter will be capable of reading up to 10 million gallons. The sweep hand will indicate down to 1/10 of a gallon. The meter will have tempered glass, and water will be sealed from entering the register. The meter will meet AWWA C700 standards.

h. An ultraviolet disinfecting (UV) system that meets ANSI/NSF 55 class A standard, which is capable of complete microbiological destruction at a flow rate of 10-18 gpm, may be required to be installed after all filtration equipment. The ultraviolet (UV) disinfecting unit will be capable of 99 percent reduction of all water-borne pathogenic (disease-causing) bacteria at a minimum flow rate of 10 gpm. The UV lamp shall be rated for

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9,000 hours of continuous use. NOTE: Carroll County requires the UV disinfectant light source to be wired to a UV intensity meter and solenoid valves. The solenoid valves shut off the potable water supply to end points when the lower limit of the UV light intensity meter is detected. The MDE OCP/LRP requires the installation of a UV system in counties that require a disinfectant system after the GAC filtration system. Currently, the

MDE-OCP only requires the installation of a UV disinfection system in Carroll County.

However, the MDE-OCP has numerous sites where UV light sources were installed prior to the policy change, and these units may require UV bulb replacement and bulb sleeve cleaning on a yearly basis.

2.2.9 All applicable permits required by State and/or local jurisdiction

Maintenance of the GAC filtration system for treatment shall be performed as follows:

a. The replacement of spent carbon with either a 2.0 cubic foot minimum capacity filter or a

3.5 cubic foot minimum capacity filter filled with virgin acid washed coconut activated carbon. The filter size to be used at each location will be determined by the OCP/LRP

PM. The 2.0 cubic foot filters shall be capable of being filled with a minimum of 2.0 cubic feet of virgin acid washed coconut shell carbon. The 3.5 cubic foot filters shall be capable of being filled with a minimum of 3.5 cubic feet of virgin acid washed coconut shell carbon. Virgin acid washed coconut shell carbon shall meet ANSI/NSF 61 and

ANSI/AWWA B604-18 Standards.

b. The unit price for carbon exchange will include all costs necessary to provide and install the specified size carbon filter, including transportation, labor, equipment, materials, recycling and proper disposal, and any other charges associated with the carbon exchange activities. Price will also include any and all analytical testing required by the carbon recycling company. This IFB provides interested Bidders with the ability to submit unit rates for the recycling of carbon used to treat petroleum contaminated water, usually classified by recycling companies as non-hazardous, and carbon used to treat chlorinated solvent impacted water, possibly classified as hazardous by recycling companies. Due to future liability issues associated with the disposal of spent carbon at landfills, the MDE

OCP/LRP will only allow recycling of spent carbon. Interested Bidders shall account for the proper disposal of spent carbon in their unit rate prices. Contractor price to perform the required task for the region(s) of interest will be entered into Attachments B-1

(Central Region), B-2 (Eastern Region), B-3 (Southern Region), and B-4 (Western

Region).

c. The GAC tank replacements must be packed, wetted, and backwashed at the Contractor's facility. GAC filter replacements shall be filled with water at least 12 hours prior to replacement to avoid air pocket channeling, high-pressure drop, or premature organic breakthrough. Water from filters can be drained prior to transport to the work site. No removal of spent carbon and packing of new virgin carbon shall be performed at the residential property. FRP filters shall be adequately cleaned prior to filling with virgin carbon to ensure the vessel is contaminant-free. MDE OCP/LRP may perform analytical sampling immediately after a GAC filter exchange at the residence to ensure filters are contaminant-free. Note: If, at any time, analytical results indicate that filters were not properly decontaminated and/or sample analytical results indicate that VOCs are detected at concentrations higher than influent concentrations, the Contractor will be responsible for the immediate replacement of the two filters at no additional cost. Additionally, Contractors will inspect all system components (fittings, filter heads, etc.) for wear during all site visits and will notify either the OCP or LRP PM via written correspondence that replacement of the worn parts is necessary. Cost associated with the

IFB for Department of General Services Page 13 of 34 failure of the Contractor to notify the Contract Monitor to replace worn parts, which ultimately results in a leak in the filtration system and water damage to the residence, will be the responsibility of the Contractor.

d. Contaminated (Exchanged) GAC Handling. The Contractor shall collect, at the time of media replacement, all petroleum/chemical contaminated carbon and have it properly recycled in accordance with Section 2.3.2.4A. As proof of compliance, a letter shall be provided by the successful Bidders from the proposed GAC recycling company indicating: (a) the company's intent to accept the contaminated carbon; and (b) the analytical methods required by the company for the recycling of the GAC. The disposition letter shall be supplied by the successful Bidders prior to execution of a contract.

e. Replacement of ultraviolet light bulb and cleaning of bulb sleeve: Replace the ultraviolet light bulb with an ultraviolet bulb rated for 9,000 hours of continuous effective ultraviolet light output. Clean bulb sleeve to ensure maximum effectiveness of ultraviolet light. Price will include all costs necessary to replace the bulb, clean the sleeve, and include transportation, labor, equipment, materials, and any other appropriate charges. Contractor price to perform the required task for the region(s) of interest will be entered into

Attachments B-1 (Central Region), B-2 (Eastern Region), B-3 (Southern Region), and B-

4 (Western Region).

2.2.10 Other Equipment and Services (required on an as needed basis):

a. Installation of water softener system. The Contractor may be required to install a meter usage-based water softener system after carbon filtration. The water softener system shall have a minimum capacity of 20,000 grains, treat water hardness at a flow rate of up to 4-

6 gpm, and initiate regeneration based on water usage. The water softener shall be installed after the GAC filter so that discharged water during the regeneration cycle has been treated and is not contaminated with petroleum or chlorinated solvents. The

Bidder’s unit rate for the water softener installation Shall include all costs necessary to install the system, including transportation, labor, equipment, material, and any other applicable charges. Contractor price to perform the required task for the region(s) of interest will be entered into Attachments B-1 (Central Region), B-2 (Eastern Region), B-

3 (Southern Region), and B-4 (Western Region).

b. Installation of an acid neutralizer tank. The Contractor may be required to install a meter usage-based acid neutralizer tank after carbon filtration. The acid neutralizer tank will be a minimum size of 3 cubic feet, capable of neutralizing pH levels between 5.5-6.5 at a flow rate of up to 4-6 gpm, and initiate regeneration based on water usage. The acid neutralizer shall be installed after the GAC filter so that discharged water during the regeneration cycle is not contaminated with petroleum or chlorinated solvents. Interested

Bidder unit rates for the acid neutralizer installation will include all costs necessary to install the system, including transportation, labor, equipment, material, and any other applicable charges. Contractor price to perform the required task for the region(s) of interest will be entered into Attachments B-1 (Central Region), B-2 (Eastern Region), B-

3 (Southern Region), and B-4 (Western Region).

c. On occasion, the OCP and/or LRP may assume responsibility for the maintenance of a private residential GAC filtration system installed by others. The OCP and/or LRP receive complaints concerning the quality of drinking water, usually due to a petroleum or chemical odor in the water supply. The OCP and/or LRP will perform an investigation and collect drinking water well samples to determine if the wells have been impacted.

Homes that have been impacted and currently have private filtration systems installed

IFB for Department of General Services Page 14 of 34 may be given the option of having the Department assume maintenance of the filtration units, provided the owners of the property were not responsible for the contamination. If the GAC filtration system is sized differently from the Department owned systems, additional carbon will be needed to fill the private GAC system. The bidder will provide a unit rate ($/cubic foot) for additional carbon. When the successful bidder is instructed to replace a private GAC filtration system sized differently than the Department GAC filtration systems, the successful Bidder will utilize the unit rate for carbon exchange on either the 2.0 cubic foot filter or the 3.5 cubic foot filter. The successful Bidder will then utilize the unit rate for any additional carbon to fill the private system to capacity, if additional carbon is required. The interested Bidder’s unit rate price for additional carbon

($/cubic foot) will include all costs necessary to replace and properly recycle of the additional carbon and include transportation, labor, equipment, material, and any other applicable charges. Contractor price to perform the required task for the region(s) of interest will be entered into Attachments B-1 (Central Region), B-2 (Eastern Region), B-

3 (Southern Region), and B-4 (Western Region).

d. Installation/replacement of a water meter, before or after the GAC filters, which allows for an easy installation and easy access to record meter readings. The interested

Contractor may be required to install and or replace a water meter at a residence with an existing GAC filtration system. The epoxy-coated bronze odometer dial water meter will be capable of reading up to 10 million gallons. The sweep hand will indicate down to

1/10 of a gallon. The meter will have tempered glass, and water will be sealed from entering the register. The meter will meet AWWA C700 standards.

e. MDE may require the installation of an in-line chlorine feeder to eliminate hydrogen sulfide, “rotten egg odors”, occasionally detected by residents. The chlorine feeder shall consist of a chemical feeder and a liquid reservoir for the chlorine/groundwater mixture.

The chemical feeder shall be capable of delivering chlorine into the potable line, resulting in a minimum groundwater mixture of 0.2 mg/l free chlorine.

f. GAC Filtration System Removal shall be determined by the OCP/LRP PM. The bidder will provide a unit price for the removal of a GAC filtration system. The unit price shall include all costs necessary to remove the FRP filters, UV system (if present), whole house sediment filter (if present), and re-piping of plumbing to the original condition prior to the installation of the GAC filtration system.

g. The unit price for the GAC filtration system removal will include transportation, labor, equipment, materials, carbon disposal, and all other appropriate charges to complete the work. Contractor price to perform the required task for the region of interest will be entered into Attachments B-1 (Central Region), B-2 (Eastern Region), B-3 (Southern

Region), and B-4 (Western Region).

h. MDE may require additional work not addressed in the above specifications. Interested

Bidders are to provide an hourly service rate ($/hour) for technical personnel to provide routine maintenance or repair/replacement work not specified above. Types of work to be performed include, but are not limited to, fixing leaks at existing residential sites with

GAC units, troubleshooting pressure problems with filter units, labor only to service/refill water softeners and acid neutralizers, and replacing sediment filters. Rate to include mobilization and demobilization to the job site. Note: It is the Contractor’s responsibility to inform the Department when equipment and/or parts need to be replaced. The

Contractor shall inspect the filtration systems during all site visits to the residences.

Contractor shall be liable, without limitation, for damages for bodily injury and damage to real property and tangible personal property in any way related to this Contract.

Contractor price to perform the required task for the region of interest will be entered into

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Attachments B-1 (Central Region), B-2 (Eastern Region), B-3 (Southern Region), and B-

4 (Western Region).

i. MDE may require the installation of additional equipment or performance of services not specifically included in any of the bid items. In the event that other work is required, a work order will be requested by MDE. The MDE Contract Monitor will review the proposed work costs and determine if the costs are reasonable for approval. If warranted, cost estimates will be obtained from other vendors for comparison purposes. If the required work involves the purchase of equipment not typically provided under the work scope of the contract, a maximum 10% markup will be allowed on the documented price paid by the Contractor.

j. Specifications for individual equipment components shall be provided by the successful

Bidder prior to execution of a Contract.

2.2.11 Deliverables

Contractor shall deliver the services requested, as specified and approved in the work order. All work performed shall be performed in accordance with the approved work order. Documentation of work performed must be provided with the work invoice.

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Diagram A - Granular Activated Carbon (GAC) Filtration System

A/A1 Water Meter (placement dependent on ease of installation and access to observe meter readings)

B Pressure Tank

C Anti-siphon valve

D Sediment Filter

E Sampling Port

F GAC Tank (first tank)

G Sampling Port

H GAC Tank (second tank)

I Sampling Port

J Ultra Violet Light (optional)

2.3 Contractor Responsibilities and Tasks

The Contractor shall provide an emergency telephone number to the MDE OCP/LRP Project

Manager/Contract Manager and all residents who have had a GAC filtration system installed or maintained.

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On occasion, successful Bidders shall be required to perform emergency water filtration services. The phone number provided will allow for a 24-hour customer service, response to the caller’s water filtration system problems within 30 minutes, and on-call service technicians that will attend to emergency problems within 24 hours if the problem cannot be resolved during the initial phone call.

Bidders shall indicate that they are capable of mobilizing within 24 hours for emergency services and within three (3) Business Days for routine maintenance. Bidders who cannot demonstrate that they can provide a 24-hour customer service phone number or respond within the time frames indicated above shall be eliminated from further consideration and the submission deemed non-responsive.

The Bidder shall provide written documentation with its Submission indicating that all work and associated activities performed by prospective Bidders for this IFB shall be in accordance with codes and regulations applicable to and governing the filtration media, proper installations, operation, and maintenance of water filtration and water conditioner units. Applicable standards include, but are not limited to, the ANSI/AWWA B604-18, ASTM D 28, ANSI/NSF 61, and ANSI/NSF 55.

The Contractor shall ensure that all personnel assigned to perform work under this Contract possess all licenses, certifications, and registrations required by applicable State and local laws and regulations. Prior to the commencement of work, the Contractor shall provide the Contract Monitor with copies of the current licenses for all assigned Water Conditioner Installers, Water Conditioner

Installer Apprentices, plumbers, electricians, and any other licensed personnel required to perform the work. The Contractor shall maintain all required licenses throughout the Contract term and shall provide updated documentation whenever assigned personnel change or upon request of the

Procurement Officer or Contract Monitor.

2.4 Supplemental Category of Work Requirements and Responsibilities

See the attached Facilities Maintenance 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.

IFB for Department of General Services Page 19 of 34

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 –The Price

Form), those items shall be billed in the month following the acceptance of the work by the State.

B. For Items of work for which there is annual pricing (see Attachment B–The Price

Form), those items shall be billed in the month following the acceptance of the work by the Department.

C. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the 5th Business Day of the month following the end of the invoice period.

D. Invoices for deliverables shall be submitted upon completion and acceptance of the deliverables as defined in Section 2 of the IFB.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

Inapplicable because there is no MBE goal for 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;

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;

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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.

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.

IFB for Department of General Services Page 21 of 34

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.”

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.

3.10.2 Non-Disclosure Agreement (Contractor)

A Non-Disclosure Agreement (Contractor) 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:

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 22 of 34

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. 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.

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

3.13.2 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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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

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

IFB for Department of General Services Page 24 of 34

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,…