IFB MDOT MVA _Gaithersburg Branch_VGAT23057M.pdf

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION

MOTOR VEHICLE ADMINISTRATION (MDOT MVA)

JANITORIAL SERVICES FOR MDOT MVA BRANCH OFFICE

GAITHERSBURG

SOLICITATION IFB NO.: V-GAT-23057-M

IFB ISSUE DATE: MAY 2, 2023

NOTICE TO BIDDERS

This is a Small Business Reserve Procurement for which 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.

NOTICE

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

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

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Janitorial Services for MVA Branch Office in Gaithersburg Solicitation #: V-GAT-23057-M IFB Document

Page ii of 57 MARYLAND MOTOR VEHICLE ADMINISTRATION

NO BID NOTICE/VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email this completed form to the attention of the Procurement Officer (see Key Information Summary Sheet below for contact information).

Title: Janitorial for MDOT MVA Branch Office in Gaithersburg Solicitation No.: V-GAT-23057-M

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

� Other commitments preclude our participation at this time

� The subject of the solicitation is not something we ordinarily provide

� We are inexperienced in the work/commodities required

� Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

� The scope of work is beyond our present capacity

� Doing business with the State is simply too complicated. (Explain in REMARKS section)

� We cannot be competitive. (Explain in REMARKS section)

� Time allotted for completion of the Bid is insufficient

� Start-up time is insufficient

� Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

� Bid requirements (other than specifications) are unreasonable or too risky (Explain in REMARKS section)

� MBE or VSBE requirements (Explain in REMARKS section)

� Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

� Payment schedule too slow

� Other:

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: Date:

Contact Person: Phone ( ) -

Address:

E-mail Address:

Page iii of 57 MARYLAND MOTOR VEHICLE ADMINISTRATION

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION

MOTOR VEHICLE ADMINISTARTION (MDOT MVA)

KEY INFORMATION SUMMARY SHEET

Invitation for Bids Janitorial for MDOT MVA Branch Office in Gaithersburg

Solicitation Number: V-GAT-23057-M

IFB Issue Date:

Tuesday, May 2, 2023

IFB Issuing Office: Maryland Department of Transportation Motor Vehicle Administration (MDOT MVA)

Procurement Officer: TaJuana Nelson Motor Vehicle Administration 6601 Ritchie Highway, NE, Room 223 Glen Burnie, Maryland 20162 e-mail:

Office Phone:

tnelson1@mdot.state.md.us

(410) 768-7068

Bids are to be sent to: submit via EMMA (eMaryland Marketplace Advantage)

Pre-Bid Conference/Site Visit: Wednesday, May 10, 2023, 10:00AM (ET) MDOT MVA Branch Office in Gaithersburg 15 Metropolitan Grove Road, Gaithersburg, MD 20878

NOTE: There is a Mandatory Site Visit for this location

Questions Due Date and Time Friday, May 12, 2023, 12:00PM (ET)

Bid Due (Closing) Date and Time:

Friday, May 26, 2023, 12:00PM (ET) Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page iv).

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Contract Type: Firm Fixed Price with Price Escalation

Contract Duration: Two (2) years term, with no option period.

Primary Place of Performance:

MDOT MVA Gaithersburg Branch Office 15 Metropolitan Grove Road, Gaithersburg, MD 20878

SBR Designation: Yes

Federal Funding: No mailto:tnelson1@mdot.state.md.us

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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 General Information

2.4 Work Excluded from this Contract

2.5 Responsibilities and Tasks

2.6 Janitors and Hours when work may be performed

2.7 Contractor’s Employees

2.8 On-Site Supervisor

2.9 Provision of a Day Porter Janitor

2.10 Conduct of Contractor’s Personnel

2.11 Supplies, Materials, Equipment and Utilities

2.12 General Cleaning Instructions

2.13 Performance Meetings

2.14 Reductions for non-Performance or Failure to Meet Standards

2.15 Disputes Arising from Reductions

2.16 Cleaning Frequency and Requirements

2.17 Additional Work

3. Contractor Requirements: General

3.1. Invoicing

3.2. Insurance Requirements

3.3. Security Requirements

3.4 Performance and Personnel

3.5 Substitute of Personnel

3.6 Minority Business Enterprise (MBE) Reports

3.7 Veteran Small Business Enterprise (VSBE) Reports

3.8 Additional Clauses

3.9 Green Purchasing

4 Procurement Instructions

4.1 Pre-Bid Conference

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4.2 eMaryland Marketplace Advantage (eMMA)

4.3 Questions

4.4 Procurement Method

4.5 Bid Due (Closing) Date and Time

4.6 Multiple or Alternate Bids

4.7 Confidentiality of Bids / Public Information Act Notice

4.8 Award Basis

4.9 Limitations of Liability

4.10 Tie Bids

4.11 Duration of Bids

4.12 Revisions to the IFB

4.13 Cancellations

4.14 Incurred Expenses

4.15 Protest/Disputes

4.16 Bidder Responsibilities

4.17 Acceptance of Terms and Conditions

4.18 Bid/Proposal Affidavit

4.19 Contract Affidavit

4.20 Compliance with Laws/Arrearages

4.21 Verification of Registration and Tax Payment

4.22 False Statements

4.23 Payments by Electronic Funds Transfer

4.24 Prompt Payment Policy

4.25 Electronic Procurements Authorized

4.26 MBE Participation Goal

4.27 VSBE Participation Goal

4.28 Living Wage Requirements

4.29 Conflict of Interest Affidavit and Disclosure

4.30 Small Business Reserve (SBR) Procurement

4.31 Maryland Healthy Working Families Act Requirements

5 Bid Format

5.1 One Part Submission

5.2 Bid Price Form

5.3 Required Bid Submission

5.4 Delivery

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5.5 Documents Required upon Notice of Recommendation for Contract Award

6 Bid Evaluation and Award

6.1 Bid Evaluation Criteria

6.2 Reciprocal Preference

6.3 Award Determination

6.4 Documents Required upon Notice of Recommendation for Contract Award

7 IFB ATTACHMENTS AND APPENDICES

Attachment A. Pre-Bid Conference

Attachment B. Bid Instructions & Form

Attachment C. Bid/Proposal Affidavit

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment M. Contract

Attachment N Contract Affidavit

Appendix 1. Abbreviations and Definitions

Appendix 2 Bidder Information Sheet

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

The Bidder must provide proof with its Bid that the following Minimum Qualifications have been met.

1.1.1 The Bidder shall have a minimum of three (3) years’ experience in providing janitorial services.

1.1.2 As proof of meeting the minimum requirement, the Bidder shall submit with its Bid, the firms experience and three (3) references from companies that can attest to the bidder’s experience within the past three (3) years.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

Gaithersburg . Solicitation #: V-GAT-23057-M IFB Document

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

The Maryland Motor Vehicle Administration (MVA) is issuing this Invitation for Bids (IFB) for Janitorial Services at the MVA Office in Gaithersburg. The Contractor shall furnish all equipment, labor, and materials, and supplies necessary to perform Janitorial Services. The Bidder must conform to the standards as specified in the General Cleaning Instructions.

2.1.1 It is the State’s intention to obtain services, as specified in this IFB, from a Contract between the selected Bidder and the State. The anticipated duration of services to be provided under this Contract can be found on the IFB Key Information Summary Sheet (page iii).

2.1.2 The MVA intends to make a single award as a result of this IFB to a Contractor that can best satisfy the IFB requirement.

2.2 Background and Purpose

The MVA plays a vital role in ensuring mobility for Maryland residents and road users. As one of the five

(5) Transportation Business Units (TBU) under the Maryland Department of Transportation (MDOT), the MVA is responsible for providing several tasks but not limited to licenses all commercial and non-commercial drivers, and manages Driver Instructional, Driver Wellness and Motor Vehicle Safety Programs etc. The purpose of this IFB is to seek a Contractor to provide a quality, satisfactory and comprehensive janitorial services for the Gaithersburg branch office.

2.3 General Information

2.3.1 Building Specification

Approximate Carpet Area 9,671 square feet Approximate Ceramic Tile Area 887 square feet Approximate Vinyl Tile Area 17,342 square feet Total Approximate Area 27,900 square feet

*It is the responsibility of the Bidder to measurements and or verify the square feet of the building.

2.3.2 The building is opened five (5) days a week Monday through Friday, and on Saturday. See cleaning frequency and requirements table as specified in the IFB.

2.3.3 The Contractor shall furnish all labor, equipment and supplies necessary to perform the services listed in the General Cleaning Instructions.

2.3.4 The Contractor and shall coordinate with the Contract Manager or Monitor, prior to start of the contract, to conduct a walk-through of the facility.

2.3.5 The Contractor shall own or acquire, prior to the start date of the contract, all necessary commercially rated equipment for the proper performance of the contract. The equipment must be at the facility and fully operational throughout the term of the Contract.

2.3.6 Upon arrival, the Contractor’s personnel are required to sign in and out at beginning/end of each day.

2.3.7 The branch manager will provide a daily janitorial checklist for the contractor to detail work completed.

The checklist must be completed and submitted to the branch management at the end of each day.

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2.3.8 The Contractor will not be required to provide or bill for services on the following State Holiday unless preapproved by the Contract Manager or designee.

New Year’s Day Columbus Day Memorial Day Veterans Day Juneteenth Day Thanksgiving Day Independence Day Christmas Day

Labor Day

Note: The contractor shall report to work during inclement weather, with the exception of a State of Emergency or any other mandated closing declared by the Governor of the State of Maryland.

2.4 Work Excluded from this Contract

Janitorial services shall not be performed in safe rooms, tag rooms, computer/data storage rooms, electrical/ mechanical rooms, currency rooms, or any other areas designated by the Contract Manager or designee.

2.5 Responsibilities and Tasks

Personnel roles and responsibilities under the IFB:

2.5.1 Procurement Officer – The Procurement Officer has the primary responsibility for the management of the IFB process, for the resolution of IFB Agreement scope issues, and for authorizing any changes to the

IFB.

2.5.2 Contract Monitor - The Contract Monitor (CM) is responsible for reporting and managing all aspect of the Contract.

2.5.3 Contractor Manager – The Contractor Manager will serve as primary point of contact to regularly discuss progress of tasks, upcoming tasking, historical performance, and resolution of any issues that may arise pertaining to the Contractor Personnel.

2.5.4 Contractor – The Contractor is the Contractor awarded this IFB and is responsible for the performance of the Technical Specifications as detailed in the IFB

2.5.5 Contractor Personnel – Any official, employee, agent, Subcontractor, or Subcontractor agents of the Contractor who is involved with the Task over the course of the Contract period of performance

2.6 Janitors and Hours when work may be performed

2.6.1 The Contractor shall provide three (3) janitorial personnel, including an On-Site Supervisor during the hours of 6:30 a.m. to 9:30 a.m., Monday through Friday.

2.6.2 The morning cleaning crew will be responsible for the bulk of the daily services as well as other scheduled tasked identified in the IFB.

2.6.3 The morning crew must complete the cleaning in the entrance and lobby areas prior to the 8:00 am opening of the MVA branch.

2.6.4 Daily tasks are to be performed five (5) times per week; Janitors will also be required to keep all associated lobbies clean during their shift.

2.6.5 Other scheduled task shall be arranged in advance with the Contract Manager in writing.

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2.7 Contractor’s Employees

2.7.1 The Contractor shall require all employees to wear distinctive work clothing for ready identification and to assure that every employee is in the proper attire on the date an employee first enters on duty.

2.7.2 The Contractor shall ensure that all personnel employed are properly trained and receive detailed instructions for the proper, efficient, and economical performance of the janitorial operations of the facility.

2.7.3 The Contractor shall have an on-site supervisor available for direct contact by cell phone and/or email with the Contract Manager or his designee at any time during the Contract Manager’s work hours.

2.8 On-Site Supervisor

2.8.1 On-Site Supervisor shall be able to read, write and proficiently in English.

2.8.2 The supervisors shall have knowledge of the various cleaning tasks, equipment, and materials/able to train and direct the janitor of their individual tasks to ensure proper cleaning.

2.8.3 The On-site supervisor will be accountable for the behavior of the janitor.

2.8.4 The on-site supervisor must provide an inspection schedule of all cleaning so that all areas are inspected at least once per week during the actual performance of the janitor’s various tasks. This schedule must be presented to and approved by the Contract Manager within thirty (30) calendar days following the first day of service under this Contract.

2.8.5 The on-site supervisor must be available to the Contract Manager, or designee, between the scheduled hours, Monday through Friday for the purpose of obtaining instructions or information about deficiencies in the janitorial work as specified in this Contract and according to the approved Contractors Task Schedule.

2.8.6 Failure of the on-site supervisor to be present at any time janitorial work is performed under this Contract may result in reductions of payments.

2.9 Provision of a Day Porter Janitor

2.9.1 The Contractor shall provide Day Porter to perform janitorial task that would help with upkeep of some areas such as lobby floors, accidental spill, restrooms, office space, counters and any other task that may be accompanied during the daytime hours.

2.9.2 The Day Porter shall provide janitorial services during the hours of 10:00 a.m. to 4:30 p.m. Monday through Friday and 7:30 a.m. to 12:00 p.m. on Saturday.

2.9.3 Janitorial personnel must be able to read and understand English and demonstrate proficiency to follow directions printed in English on containers or packaging of supplies.

2.10 Conduct of Contractor’s Personnel

2.10.1 The MVA shall have the right to require the Contractor to immediately remove from the work site any employee(s) that violates any provision under the contract or unable to fulfill the services. The Contract Administrator or designee shall notify the Contract in writing.

2.10.2 The Contractor’s employees shall wear its company’s uniform, with name tags and logo displayed.

Uniforms shall not be torn, stained or dirty.

2.10.3 The Contractor is responsible for ensuring that its employees speak English, and are able to understand material, labels, and signs. The Contractor’s supervisor must be able to communicate in English.

2.10.4 The Contractor shall be responsible for the conduct of all its employees and liable for any action or

Page 11 of 58 MARYLAND MOTOR VEHICLE ADMINISTRATION inaction of its employees while performing under this Contract. The Contractor shall not conduct any of the following:

*Remove any State or personal property, equipment, monies, forms, or any other item from any building; engage in loud or boisterous behavior; play radios or tape players; be under the influence of alcohol or drugs; turn on or off or use any equipment other than the Contractor's equipment; use any State telephone; open any desk, file cabinet or storage cabinet; engage in horseplay; remove any article from a desk; sleep; engage in long conversations with security guards, visitors or other individuals; take photographs or videos of the buildings or any of its contents; remove any documents, records, forms, or paper of any kind which is not either in trash cans or clearly marked as trash.

2.11 Supplies, Materials, Equipment and Utilities

2.11.1 The MVA Shall:

1. Provide light, heat, electrical power, and hot and cold water for the cleaning of the building.

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

2. Provide janitorial closets for the housing of the Contractor’s equipment and supplies. These closets must be maintained in a clean, neat and orderly condition by the Contractor.

3. Provide large trash receptacles (dumpsters, outside) for the final disposal of trash and recycling collected in the buildings. The Contractor shall deposit all trash and recycling collected in the building in the receptacle provided and ensure that all lids, doors or other openings to the receptacle are closed and latched. Care shall be taken so as not to litter the outside areas when handling trash. The Contractor shall clean up any spillage.

2.11.2 The Contractor Shall:

1. The Contractor shall provide all supplies, materials and equipment not provided by the MVA necessary for the performance of the work of this Contract. This includes, but is not limited to cleaning agents, disinfectants, floor care products, carpet cleaning and deodorizing products.

2. The Contractor shall utilize cleaning materials, supplies and equipment in accordance with manufacturer’s specifications. The Contractor shall not use any material which the Contract Manager or his designee determines would be unsuitable for the purpose, or harmful to the surfaces to which applied, or to any other part of the building, its contents, or equipment.

NOTE: All Housekeeping supplies in support of this Contract are to be compliant with the Maryland Green Purchasing Committee’s Specifications for Environmentally Preferable Janitorial Supplies and are to be purchased from Blind Industries and Services of Maryland (BISM) to the extent they are available. Compliant products are designated by BISM as ‘green’. Additional information may be obtained from BISM direct by calling Tom Owens at (410) 737-2647. As this is a mandatory requirement, failure to comply will be considered a default under the terms of the Contract. A copy of the Contract will be provided to BISM for follow-up.

3. Not utilize flammable substances as a cleaning or polishing agent without the prior written approval from the Contract Manager or designee. The Contractor shall furnish a list of all hazardous products used and stored at the MVA Office.

4. Not utilize bowl cleaners, acids or strong alkalis without first obtaining written permission from the Contract Manager or designee.

5. Not utilize abrasives to clean fixtures, pipes, hardware or fittings.

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6. Supply to the MDOT MVA’s Office of Environment Safety and Risk Management an OSHA

Form 20 “Material Safety Data Sheet” (MSDS) for all products used in the performance of the Contract displaying a warning label. A book shall be kept in each janitorial closet with an MSDS sheet for each product utilized.

7. Provide and display “Wet Floor” signs while work is being performed on floors to ensure the safety of the building occupants and the Contractor’s employees at all times.

8. Any inoperative equipment shall be repaired and/or replaced within a twenty-four (24) hour period.

9. In conjunction with the Contract Manager or designee, an inventory of all the materials and equipment on hand during the final month of the contract period shall be performed, along with the development of a list of all materials and equipment which have been paid for by the MVA.

Any materials remaining at the termination of the Contract which has been paid for by the MVA will remain the property of the MVA.

10. Comply with the MVA Recycling program. Recyclable items shall be collected, and cardboard boxes broken down and placed in the designated recycling containers provided by the MVA.

2.12 General Cleaning Instructions

2.12.1 Trash Containers and Removal

1. Trash containers located in each site shall be emptied of trash and removed trash shall be properly deposited in the location’s dumpster.

2. Trash shall be placed in large plastic bags and deposited into the location’s dumpster provided. Large plastic bags shall be tied and free from holes which would allow trash or liquid to escape.

3. Dumpster doors shall remain closed and latched.

4. Trash interior receptacle shall be cleaned out using a neutral detergent solution. For restroom trash receptacles, a germicidal cleaner is required.

5. All trash containers shall have two plastic liners provided by the Contractor. If a plastic liner is not contaminated with food or other vermin breeding substances, it may be re-used.

6. Covers/lids shall be replaced on trash and recycling receptacle after emptying.

7. All bottles, cans and boxes (broken down) are deposited in the appropriate recycle containers.

2.12.2 Restrooms

1. The Contractor shall perform the work, stated below, in each restroom to ensure the restroom is kept clean and free of odors.

2. Empty trash receptacles and sanitary napkin containers prior to cleaning and dispose of trash accordingly. Replace appropriate liners in all receptacles.

3. Clean and disinfect fixtures including toilet bowls, urinals and sinks using a clean lint-free cloth and a germicidal cleaner. Do not “cross-use” lint-free cloths or sponges used on toilet bowls and urinals with any other surfaces. Thoroughly scrub all surfaces, including outside of fixtures, pipes, fittings, wall area and floor in the immediate area of the fixture, leaving surfaces clean and free from streaks, stains, mildew, odor, mineral deposits and film. Wipe dry with a clean lint-free cloth after scrubbing.

4. Clean and disinfect all accessories including dispensers, disposal, basin, counter tops shelves, mirrors, partitions and partition doors using a clean lint-free cloth or sponge dampened with a germicidal

Page 13 of 58 MARYLAND MOTOR VEHICLE ADMINISTRATION cleaner, leaving the area clean and disinfected, and free from streaks, stains, mildew, odor, hair and film. Wipe all surfaces dry with a clean lint-free cloth and polish metal surfaces.

5. The restrooms shall be maintained in a spotlessly clean and odor free condition at all times.

6. Replace restroom supplies as necessary including toilet paper, paper towels and soap.

7. Scrub and disinfect all bathroom tile floors using a clean mop or other cleaning equipment with germicidal cleaner, leaving floor completely clean, disinfected, and free of streaks, stains, mildew, odor, and film. Contractor shall sweep or dust mop prior to scrubbing to remove loose dirt and dust.

2.12.3 Break Room

1. Contractor shall perform the work stated below to ensure that these areas are kept clean and free of odors.

2. Clean and disinfect all countertops, sinks (including hardware), shelves, cabinets and appliances using a clean lint-free cloth or sponge dampened with a germicide cleaner, leaving the area and surfaces clean, disinfected and free from streaks, stains, mildew, odor and film. Wipe all surfaces dry with a clean lint-free cloth and polish metal surfaces.

3. Sweep using soft hair brooms sprayed with a non-oily cleaner leaving the surfaces uniformly clean of all dust and surface dirt, including corners. Damp mop, using a clean mop and clean water and/or neutral detergent. Damp mopping shall leave the floor clean and free from streaks, stains, and film.

Scrub heavily soiled areas as needed with mop or other scrubbing equipment and strong cleaning solution to remove all heavy soil, stains and traffic marks. There shall be no splashes left on walls, baseboards, furniture or other adjacent surfaces, and floors shall be left damp, not wet. If a strong cleaning solution is used, floors shall be rinsed afterwards with clean water.

4. Sinks and countertops shall be cleaned, disinfected and free of smears, smudges, fingerprints, food, and trash provided sink is free of dishes. Chrome fixtures shined. Scour kitchen sink as needed.

5. Kitchen tables and chairs shall be clean, disinfected and free of smears, smudges, fingerprints, food, and trash.

6. Doorknobs and or handles shall be cleaned with an anti-bacterial cleaner.

2.12.4 Doors, Windows, Walls, Counters and Fixtures.

1. Glass doors and internal windows shall be cleaned and be free of smears, smudges, fingerprints and be uniform in appearance without residue, haze, streaks or film.

2. Doors, door plates and handles, kick plates, brass metal fixtures, light switches, walls and counters shall be cleaned as needed and be free of smears, smudges, fingerprints and be uniform in appearance without residue, haze, streaks or film.

3. Dust blinds using a lint-free cloth treated with a non-oily cleaner to remove all dust, loose dirt and webs.

4. Spot clean walls using a clean lint-free cloth and neutral detergent solution to leave walls free of streaks and stains.

5. Scrub and disinfect walls, including switch plates and incidental hardware, vertical grills and louvers, using a clean lint-free cloth or sponge and germicidal cleaner, leaving walls and surfaces completely clean, disinfected, and free of streaks, stains, mildew, odor and film.

6. Clean and disinfect water fountains. Clean metal type fountains using a germicidal cleaner and polish sides of fountain with a clean lint-free cloth, leaving the water fountain free of streaks and film. Clean porcelain type fountains using a germicidal cleaner and dry with clean lint-free cloth.

7. All benches must be wiped down.

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2.12.5 Carpeted Floor

1. Vacuum carpeted floors using an industrial vacuum cleaner which incorporates brushing or beating action and is adjustable to thoroughly clean all carpet types and heights. Carpets shall be left clean of all dust, loose particles and imbedded dirt for their full depth of the carpet. If necessary, spot clean using a spot remover solution to clean the carpet of spots and stains. All sweepers and vacuums shall have vinyl guards to prevent them from marring walls and moldings.

2. Contractor shall move out of the way chairs, floor chair pads, trash cans, small pieces of furniture and free-standing trash receptacles, etc. to prepare area for vacuum cleaning. Small pieces of furniture include all furniture except file cabinets, storage cabinets, bookcases, desks, computer furniture with computer equipment and any piece of furniture attached to a wall or other part of the building. Replace all items moved after vacuuming.

3. Steam clean carpeted floors using a hot extraction method safe for all carpets, and quick drying.

Immediately prior to steam cleaning, vacuum, spot clean and pre-treat heavily soiled areas. If necessary, corners and areas not accessible to machines shall be cleaned by hand. Moveable furniture (excluding desks, large tables, file cabinets, credenzas and shelving units) shall be moved prior to cleaning and shall be moved back into place after cleaning, placing all furniture on moisture barriers provided by Contractor. Contractor to remove moisture barriers after carpeted areas are completely dry.

2.12.6 Vinyl Floor

1. Spray buff vinyl flooring (Vinyl Composite Tile - VCT) using a floor polishing machine and clean water or wax compatible with wax currently on the floor. Floors shall be damp mopped prior to spray buffing. Spray buff immediately after being damp mopped until the floor is dry and glossy. If necessary, dust mop floor after buffing to remove all loose waxy residue.

2. Strip and refinish vinyl tile flooring. Prior to stripping and refinishing remove all old wax, stubborn soils and stains using a rotary machine, automatic scrubber, or other similar purpose equipment and liquid stripping solution. Strip areas in corners, at baseboards and other areas inaccessible with cleaning equipment by hand or other methods as necessary. The floor shall be left clean, dry, free of stripping solution and ready for a new finish. Apply wax using a new mop or other equipment according to manufacturer instructions, applying at least two coats. Wax shall be applied evenly and shall cover the entire floor surface. All buffers shall have vinyl guards to prevent them from marring walls and moldings.

2.12.7 Bodily Fluids Cleaning

The Contractor shall have the ability to provide a crew to properly clean and dispose of bodily fluids and any bio-hazardous waste. Bodily fluid may include but not limited to urine, blood, vomit, etc., in small to moderate quantities. When this type of cleaning is required, the Contractor shall follow the CDC standards and procedures for cleaning and disposing of bodily fluids.

2.13. Performance Meetings

2.13.1. Performance meetings will be held on a quarterly basis or more frequently as deemed necessary.

2.13.2. Manager or designee to address issues or concerns regarding the Contract.

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2.13.3. Quarterly meetings will be scheduled at the beginning of the Contract.

2.13.4. Meetings will be recorded and documented. A copy of the performance meeting minutes will be sent to the Procurement Officer and the Contractor.

2.14. Reductions for Non-Performance or Failure to Meet Standards

The following reductions shall be used in adjusting the Contractor’s invoice when the Contractor fails to perform any task required in these specifications or performs any task below the standards as required in these specifications.

a. First occurrence - written documentation notice from the Contract Monitor to the contractor.

b. Second occurrence - written documentation and deduction of 1/60th of monthly invoice amount.

c. Third occurrence - written documentation and deduction of 1/30th of monthly invoice amount.

d. Reductions for “No Shows” may be based on the normal number of Contractor’s personnel assigned to the building multiplied by the hours normally worked by the Contractor.

e. Reductions for below standards work may be made if, after the second documented notification, the Contractor has not corrected the deficiency and State workers are assigned to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

f. Reductions for non-performance may be made if the task was not done and State workers have to be assigned immediately to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

g. The referenced conditions (examples) may result in Termination of Contract for Default by the Procurement Officer.

2.15. Disputes Arising from Reductions

Any dispute related, respectively, to this solicitation or the resulting Contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

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2.16. CLEANING FREQUENCY AND REQUIREMENTS

The cost for the tasks listed (daily and other scheduled tasks) for each location shall be incorporated into the monthly price quoted.

MVA Gaithersburg Branch Building

DAILY

TASKS -

GENERAL

Pick up trash and empty all trash containers, bag and place in dumpsters, leaving all areas neat and free of trash. While disposing of trash, pick up all loose debris from around dumpster inside and around enclosure and deposit in dumpster. Close and secure covers, lids and dumpster gates.

Empty and clean all exterior trash if applicable.

Vacuum all carpeted hallways as needed, conference rooms and common areas as directed Dust mop and damp mop all vinyl tile areas.

Dust mop and damp mop all areas of lobbies, foyers, and elevator as applicable Clean and disinfect drinking fountains if applicable and polish all metal with a clean lint-free cloth.

Remove chewing gum and all other substances from floors, carpeting and walls.

Clean all tables, chairs, counter tops, vending machines, and appliances as applicable.

Clean glass around all door partitions both interior and exterior surfaces Clean all tables, chairs, and counter tops in all conference rooms and vacuum all carpeting.

Vacuum all carpeting in offices and stations/cubicles Clean walk-off mats by vacuuming or sweeping to leave mat clean of all loose dirt and soil.

Dust desks, chairs, files, tables, and bookcases in all offices, conference rooms and lobby areas. Computers, office equipment, papers, file folders.

Clean all kiosk stations

All benches must be wiped down

DAILY

TASKS

RESTROOMS

Sweep, dust mop, scrub, and disinfect floors with germicidal cleaner.

Empty all waste receptacles, changing liners weekly.

Clean and disinfect all fixtures, including toilet bowls, urinals, sinks, seats, under seats, and counter tops.

OTHER

SCHEDULED

TASKS

Power wash rest room 2x a month or as needed.

Stripe and clean all ceramic/porcelain tile areas 2x per year.

Interior windows shall be cleaned/washed 1x per year.

Shampoo carpeting and all hallways and conference room shall be conducted 1x per year or as needed.

All vinyl tile floorings are to be stripped and refinished with 3-coats of wax applied 2x per year.

All vertical grills should be cleaned 2x per year or as needed.

Spray buffs all vinyl tile as needed.

Scrubbing floor using walk behind scrubber 1x week or as needed

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2.17. ADDITIONAL WORK

Additional work may range from preventive maintenance during an outbreak i.e., COVID, Epidemics or related. Other services requested by the MVA that are not covered in the original Scope of Work in this contract must be approved by the MVA prior to proceeding. These services rendered for extra work shall be invoiced separately.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK

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3. Contractor Requirements: General

3.1. Invoicing

3.1.1. General

a) The Contractor shall send the original of each invoice and signed authorization to invoice to the Contract Manager, via e-mail address, or as otherwise requested by the MVA. Contract Manager will be identified upon Notice to Proceed

b) All invoices for services shall be verified by the Contractor as accurate at the time of submission.

c) All invoices and/or correspondence pertaining to invoices shall be identified with the Contract Number and shall be forwarded to MVAAPInvoices@mdot.maryland.gov.

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

1) Contractor name and address;

2) Remittance address;

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

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

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

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

f) The MVA reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the MVA with 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.

g) Any action on the part of the MVA, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§15-215 through 15- 223 and with COMAR 21.10.04.

h) 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.

mailto:MVAAPInvoices@mdot.maryland.gov

Page 19 of 58 MARYLAND MOTOR VEHICLE ADMINISTRATION

i) 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.

3.1.2 Invoice Submission Schedule

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

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

MVA.

2. For items of work for which there is quarterly pricing, see Attachment B–Bid Form, those items shall be billed in the month following the performance of the services.

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

4. The amount invoiced is inconsistent with the Contract;

5. The proper invoice has not been received by the party or office specified in the Contract;

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

7. The item or services have not been accepted;

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

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

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

11. If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

12. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

3.2 Insurance Requirements

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

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

3.2.2.1 Commercial General Liability - of $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and $1,000,000 annual aggregate. General Aggregate limit $2,000,000; Products /Completed Operations Aggregate Limit $2,000,000; Fire Legal Liability $300,000, and Medical Payments to Others $10,000. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

3.2.2.2 Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of $100,000 per loss, and a minimum single loss retention not to exceed $10,000. The State of Maryland and the MVA should be added as a “loss payee.”

3.2.2.3 Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Page 20 of 58 MARYLAND MOTOR VEHICLE ADMINISTRATION

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.

3.2.3 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, Theft Insurance and professional liability.

3.2.4 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail or email, 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 cancelled 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.

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

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

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

3.3 Security Requirements

The following requirements are applicable to the Contract:

3.3.1 Employee Identification

a) Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor Personnel shall provide additional photo identification.

b) Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance if applicable, and wearing the badge in a visual location at all times.

c) Contractor shall remove any Contractor Personnel from working on the Contract where the State determines, in its sole discretion, that Contractor Personnel has not adhered to the Security requirements specified herein.

3.4 Problem Escalation Procedure

3.4.1 The Contractor must provide and 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.

3.4.2 The Contractor shall provide contact information to the Contract Manager, as well as to other State personnel as directed should the Contract Manager not be available.

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3.4.3 The Contractor shall provide the PEP 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 PEP, including any revisions thereto, must also be provided within ten (10) Business Days after the start of each Contract year and within ten (10) Business Days after any change in circumstance which changes the PEP. The PEP shall detail how problems with work under the Contract will be escalated in order to resolve any issues in a timely manner. The PEP shall include:

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 Manager of any changes to the

PEP.

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

3.5 Performance and Personnel

3.5.1 Contractor Personnel Maintain Certifications

3.5.2 Any Contractor Personnel shall maintain in good standing and required professional certifications for the duration of the Contract

3.6 Substitute of Personnel

3.6.1 The Contract Monitor may direct the Contractor to replace any Contractor Personnel who, in the sole discretion of the Contract Monitor, are perceived as being unqualified, non-productive, unable to fully perform the job duties, disruptive, or known, or reasonably believed, to have committed a major infraction(s) of law or Department, Contract, or Contract requirement.

3.7 Minority Business Enterprise (MBE) Reports

This Section is Inapplicable to this IFB.

3.8 Veteran Small Business Enterprise (VSBE) Reports

This Section is Inapplicable to this IFB.

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3.9 Additional Clauses

3.9.1 No-Cost Extensions

In accordance with BPW Advisory 1995-1 item 7.b, in the event there are unspent funds remaining on the Contract, prior to the Contract's expiration date the Procurement Officer may modify the Contract to extend

Page 23 of 58 MARYLAND MOTOR VEHICLE ADMINISTRATION the Contract beyond its expiration date for a period up to, but not exceeding, one-third of the base term of the Contract (e.g., eight-month extension on a two-year contract) for the performance of work within the Contract's scope of work. Notwithstanding anything to the contrary, no funds may be added to the Contract in connection with any such extension.

3.10 Green Purchasing

The State of Maryland reserves the right to request from the Contractor and subcontractors’ quarterly sales data over the life of this contract. This information must include details about the recycled content, third-party sustainability certifications, and other environmental attributes of products and services sold on this price agreement per the contract specifications.

This information will enable Maryland State agencies to comply with Article §14–405 of the Annotated Code of Maryland and COMAR 21.13.01.14, effective October 1, 2014, which requires Maryland state agencies to report to the Department of General Services on their procurement of environmentally preferable products and services.

To facilitate consistent reporting on targeted contracts, the Contractor will be required to submit quarterly VENDOR GREEN SALES REPORTs to MDOT MVA’s Socioeconomic Office. MDOT MVA’s Socioeconomic Office will provide the awarded Contractor and subcontractors further Green Purchasing Report submittal requirements, template and schedule after contract award. Additional Green Purchasing information is available on the Office of State Procurement’s website at https://dgs.maryland.gov/pages/greenpurchasing/index.aspx https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdgs.maryland.gov%2Fpages%2Fgreenpurchasing%2Findex.aspx&data=04%7C01%7Cdedet%40mdot.state.md.us%7C9dffa68b849244f362e508d9d7709a4a%7Cb38cd27c57ca4597be2822df43dd47f1%7C0%7C0%7C637777700889603004%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=NKKYLt7QnOEPT1DZKIEY3eQKwhaW%2BPfD9kreSsPWuqY%3D&reserved=0

Page 24 of 58 MARYLAND MOTOR VEHICLE ADMINISTRATION

4 Procurement Instructions

4.1 Pre-Bid Conference

4.1.1 A pre-Bid conference (Conference) will be held at the date, time, and location indicated on the Key

Information Summary Sheet.

4.1.2 Attendance at the Conference is mandatory, and all interested parties are encouraged to attend in order to facilitate better preparation of their Bids.

4.1.3 Following the Conference, the attendance record and summary of the Conference will be distributed via the same mechanism described for amendments and questions. Contractors are advised of the Site Investigation clause.

4.1.4 Attendees should bring a copy of the solicitation and a business card to help facilitate the sign-in process.

4.1.5 In order to assure adequate seating and other accommodations at the Conference, please e-mail the Pre- Bid Conference Response Form (Attachment A) no later than the time and date indicated on the form.

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.