IFB V-GAT-22047-C Fire Alarm Gaithersburg.pdf

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION MOTOR

VEHICLE ADMINISTRATION (MDOT MVA)

INVITATION FOR BIDS (IFB)

REPLACEMENT FIRE ALARM SYSTEM AT MDOT MVA

GAITHERSBURG BRANCH

IFB NUMBER V-GAT-22047-C

ISSUE DATE: FEBRUARY 28, 2022

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

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 eMaryland Marketplace

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

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Replacement Fire Alarm System at

MDOT MVA Gaithersburg Branch

Solicitation #: V-GAT-22047-C

IFB Document

IFB for MDOT MVA Page ii of 58

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 or fax this completed form to the attention of the Procurement Officer (see Key

Information Summary Sheet below for contact information).

Title: Replacement Fire Alarm System at MDOT MVA Gaithersburg Branch

Solicitation No: V-GAT-22047-C

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: ________________________________________________________________

IFB for MDOT MVA Page iii of 58

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION MOTOR

VEHICLE ADMINISTRATION (MDOT MVA)

KEY INFORMATION SUMMARY SHEET

Invitation for Bids Construction - Replacement Fire Alarm System at MDOT MVA

Gaithersburg Branch

Solicitation Number: V-GAT-22047-C

IFB Issue Date: Monday, February 28, 2022

IFB Issuing Office: Maryland Department of Transportation Motor Vehicle

Administration (MDOT MVA or the "Administration")

Procurement Officer: Kelli Gower

6601 Ritchie Highway

Glen Burnie, MD 21062 e-mail:

Office Phone:

kgower@mdot.maryland.gov

410-768-7396

Bids are to be sent to: Submit Via eMMA

Pre-Bid Conference: Wednesday, March 9, 2022 @ 10:00 AM Local Time

MDOT MVA Gaithersburg Branch

15 Metropolitan Grove Road

Gaithersburg, MD 20878

Site-Visit: Immediately following the Pre-Bid Conference

Location is the same as the Pre-Bid Conference

NOTE: THIS SITE VISIT IS MANDATORY

Questions Due Date and Time Monday, March 14, 2022 @ 2:00 PM Local Time

Bid Due (Closing) Date and

Time:

Thursday, March 24, 2022 @ 2:00 PM Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made.

Contract Type: Firm Fixed Price

Contract Duration 120 Business Days from NTP

Primary Place of

Performance:

MDOT MVA Gaithersburg Branch

15 Metropolitan Grove Road

Gaithersburg, MD 20878

SBR Designation: Yes

Federal Funding: No

IFB for MDOT MVA Page iv of 58

Liquidated Damages: Yes

Prevailing Wage Rates No

DHS Hiring Agreement No

IFB for MDOT MVA Page v of 58

TABLE OF CONTENTS – IFB

1 Minimum Qualifications

1.1 General Information

1.2 Experience

1.3 Licenses and Qualifications

2 Summary Information

2.1 Summary Statement

2.2 Pre-Bid Conference and Site Visit

2.3 eMaryland Marketplace Advantage (eMMA)

2.4 Questions

2.5 Bid Due Date and Time

2.6 MBE Participation Goal

2.7 VSBE Participation Goal

2.8 Procurement Method

2.9 Duration of Bids

2.10 Award Basis

2.11 Bid Affidavit

2.12 Contract Affidavit

2.13 Prevailing Wage

2.14 Maryland Healthy Working Families Act Requirements

2.15 Conflict of Interest Affidavit and Disclosure

2.16 Department of Human Services (DHS) Hiring Agreement

2.17 Small Business Reserve (SBR) Procurement

3 General Information for Contractors

3.1 Background, Purpose and Goals

3.2 Revisions to the IFB

3.3 Cancellations

3.4 Incurred Expenses

3.5 Acceptance of Terms and Conditions

3.6 Multiple or Alternate Bids

3.7 Receipt, Opening and Recording of Bids

3.8 Bidder Responsibilities

IFB for MDOT MVA Page vi of 58

3.9 Confidentiality of Bids / Public Information Act Notice

3.10 Reciprocal Preference

3.11 Financial Capability

3.12 Compliance with Laws/Arrearages

3.13 Verification of Registration and Tax Payment

3.14 Bonds

3.15 Invoicing

3.16 Employee Identification

3.17 Protest/Disputes

3.18 Payments by Electronic Funds Transfer

4 Technical Requirements

4.1 Scope of Work

4.2 General

4.3 Project Schedule and Schedule of Values

4.4 Codes and Permits

4.5 Contract Duration

4.6 Contractor’s Use of Premises

4.7 General Materials and Methods

4.8 Hazardous Materials

4.9 Insurance Requirements

5 Bid Format

5.1 One Part Submission

5.2 Bid Price Form

5.3 Required Bid Submission

6 IFB ATTACHMENTS AND APPENDICES

Attachment A. Pre-Bid Conference Response Form

Attachment B. Bid Form

Attachment C. Bid/Proposal Affidavit

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment M. Contract

Attachment N. Contract Affidavit

IFB for MDOT MVA Page vii of 58

Attachment P. Small Business Reserve Affidavit

Appendix 1. Abbreviations and Definitions

Appendix 2. Bidder Information Sheet

Appendix 4. Firm Experience Form

Appendix 6. Performance Bond

Appendix 7. Bid Bond

Appendix 8. Payment Bond

Appendix 12. Acceptance of the Environmental Handbook for Contractors

Appendix 13. Payment of Employee Health Care Expenses Certification Under State

Finance & Procurement Article Title 17, Subtitle 8

IFB for MDOT MVA Page 1 of 58

1 Minimum Qualifications

1.1 General Information

1. Bidder shall be able to perform all requirements described in this IFB according to the

National Electrical Code, National Fire Protection Associate 72: National Fire Alarm and

Signaling Code, requirements set forth by the AHJ, and other relevant code requirements.

2. Selected Contractor shall warrant that its work shall be of professional quality and performed consistent with the contract specifications and other documents.

3. Selected Contractor shall engage a qualified fire alarm installer who shall provide qualifications as in this specification section, and other documentation as per contract documents.

1.2 Experience

1. Bidder shall have a minimum of five (5) years’ experience providing fire alarm device installation of similar size, scope, and complexity. This experience shall include fire alarm control panels, notification devices, annunciators, conduit, wiring, power circuiting, associated controls, and other components as described in the contract documents. As proof of meeting this requirement the Bidder must include, with its Bid, a Firm Experience Form

(Appendix 4), for a total of three (3) references. The references must be able to comment on the Bidder’s ability to handle a project of this size and scope. Reference contact names, telephone numbers, and email addresses must be accurate.

1.3 Licenses and Qualifications

1. The contractor must have in their regular employment - licensed, experience, qualified and certified electricians, relative to the MVA commercial equipment being installed. As proof of this requirement, the Bidder must provide with its Bid, a list of all employees expected to work on this project, including their role and active licenses and certifications.

2. The Bidder must have a valid Maryland Master Electrician’s License. As proof of this requirement the Bidder must provide with its Bid, a current Maryland Master Electrician’s

License.

3. The fire alarm installer must be trained and certified in fire-alarm system design, be a

NICET certified fire-alarm technician, Level III minimum, and licensed or certified by the authorities having jurisdiction. As proof of meeting this requirement the Bidder must provide with its Bid, a current NICET Level III Fire Alarm Systems Certification or the fire alarm installer.

4. All employees who will be servicing the equipment must possess an active Master or

Journeymen Electrician License(s). As proof of this requirement the Bidder must provide with its Bid, all active Master or Journeymen Electrical Licenses.

IFB for MDOT MVA Page 2 of 58

2 Summary Information

2.1 Summary Statement

2.1.1 The Maryland Department of Transportation Motor Vehicle Administration (MDOT MVA or the "Administration") is soliciting competitive seal bids from qualified Contractors to furnish all labor, equipment, and materials necessary to replace the existing fire alarm system at the

MDOT MVA Gaithersburg Branch located at 15 Metropolitan Grove Road, Gaithersburg, MD.

20878.

2.1.2 It is the State’s intention to obtain these construction services, as specified in this IFB, from a

Contract between the selected Bidder and the State.

2.1.3 The Administration intends to make a single award for the work under this IFB.

2.1.4 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder

(the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.2 Pre-Bid Conference and Site Visit

2.2.1 Pre-Bid Conference

A Pre-Bid conference (Conference) will be held on the date and time indicated on the Key

Information Summary Sheet.

Following the Conference, the attendance record and summary of the Conference will be distributed via the same mechanism described for amendments and questions (see Section 4.2.1 eMMA).

2.2.2 Site-Visit

A Site-Visit will be held on the date and time indicated on the Key Information Summary

Sheet.

Attendance at the Site-Visit is mandatory. Bidders not attending will be precluded from

Bidding.

The Site Visit Response Forms shall be submitted via email to kgower@mdot.maryland.gov by

March 8, 2022 at 2:00 p.m. This Form serves as a reservation for the Scheduled Site Visit.

2.3 eMaryland Marketplace Advantage (eMMA)

2.3.1 eMMA is the electronic commerce system for the State of Maryland. The IFB, 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.

2.3.2 In order 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.

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

IFB for MDOT MVA Page 3 of 58

2.4 Questions

2.4.1 All questions, including concerns regarding any applicable MBE or VSBE participation goals, shall identify in the subject line the Solicitation Number and Title (V-GAT-22047-C -

Replacement Fire Alarm System at MDOT MVA Gaithersburg Branch), and shall be submitted in writing via e-mail to the Procurement Officer no later than the date and time specified the

Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the

Bid due date.

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

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

2.5 Bid Due Date and Time

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

2.5.2 Requests for extension of this date or time shall not be granted.

2.5.3 Bidders submitting Bids should allow sufficient delivery time to ensure timely receipt by the

Procurement Officer. Except as provided in COMAR 21.05.02.10, Bids received after the due date and time listed in the Key Information Summary Sheet will not be considered.

2.5.4 The date and time of an e-mail submission is determined by the date and time of arrival in the e-mail address indicated on the Key Information Summary Sheet.

2.5.5 Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

2.5.6 Bids may not be submitted by e-mail. Bids will be opened publicly at the date and time indicated on the Key Information Summary Sheet.

2.5.7 Potential Bidders not responding to this solicitation are requested to submit the “No Bid

Notice/Vendor Feedback” form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

2.6 MBE Participation Goal

There is no MBE goal for this procurement.

2.7 VSBE Participation Goal

There is no VSBE goal for this procurement.

2.8 Procurement Method

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR

21.05.02.

IFB for MDOT MVA Page 4 of 58

2.9 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

2.10 Award Basis

2.10.1 A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable bid price or most favorable evaluated bid price (as referenced in COMAR

21.05.02.13) for providing the goods and services as specified in this IFB. Bidders must bid all line items. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation.

2.10.2 Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board of Public

Works, if such approval is required.

2.11 Bid Affidavit

A Bid submitted by the Bidder must be accompanied by a completed Bid/Proposal Affidavit. A copy of this Affidavit is included as Attachment C of this IFB.

2.12 Contract Affidavit

All Bidders are advised that if a Contract is awarded as a result of this solicitation, the successful Bidder will be required to complete a Contract Affidavit. A copy of this Affidavit is included for informational purposes as Attachment N of this IFB. This Affidavit must be provided within five (5) Business Days of notification of recommended award. For purposes of completing Section “B” of this Affidavit

(Certification of Registration or Qualification with the State Department of Assessments and Taxation), a business entity that is organized outside of the State of Maryland is considered a “foreign” business.

2.13 Prevailing Wage

The provisions of Subtitle 2 of Title 17 of the State Finance and Procurement Article of the Annotated

Code of Maryland and COMAR 21.11.11 pertaining to Prevailing Wage for Public Works are incorporated in construction contracts of Two Hundred Fifty Thousand Dollars ($250,000.00) or more by reference.

2.14 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 web site for Maryland Healthy Working Families Act

Information: http://dllr.maryland.gov/paidleave/.

2.15 Conflict of Interest Affidavit and Disclosure

2.15.1 The Bidder shall complete and sign the Conflict-of-Interest Affidavit and Disclosure

(Attachment H) and submit it with its Bid.

http://dllr.maryland.gov/paidleave/

IFB for MDOT MVA Page 5 of 58

2.15.2 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.

2.15.3 Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services << under OR individual Task Orders issued under >> the Contract. For policies and procedures applying specifically to Conflict of

Interests, the Contract is governed by COMAR 21.05.08.08.

2.15.4 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.”

2.16 Department of Human Services (DHS) Hiring Agreement

There is no DHS Hiring agreement required for this procurement.

2.17 Small Business Reserve (SBR) Procurement

2.17.1 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 GOSBA Small Business Reserve Program are eligible for award of a contract.

2.17.2 For the purposes of a Small Business Reserve Procurement, a small business is a for-profit business, other than a broker, that meets the following criteria:

A. It is independently owned and operated;

B. It is not a subsidiary of another business;

C. It is not dominant in its field of operation; and

1) With respect to employees, in its most recently completed three (3) fiscal years:

a) Its wholesale operations did not employ more than 50 persons;

b) Its retail operations did not employ more than 25 persons;

c) Its manufacturing operations did not employ more than 100 persons;

d) Its service operations did not employ more than 100 persons;

e) Its construction operations did not employ more than 50 persons; and

f) The architectural and engineering services of the business did not employ more than 100 persons; or

2) With respect to gross sales, in its most recently completed three (3) fiscal years:

a) The gross sales of its wholesale operations did not exceed an average of

$4,000,000;

IFB for MDOT MVA Page 6 of 58

b) The gross sales of its retail operations did not exceed an average of $3,000,000;

c) The gross sales of its manufacturing operations did not exceed an average of

$2,000,000;

d) The gross sales of its service operations did not exceed an average of $10,000,000;

e) The gross sales of its construction operations did not exceed an average of

$7,000,000; and

f) The gross sales of its architectural and engineering operations did not exceed an average of $4,500,000.

D. Note: If a business has not existed for three (3) years, the employment and gross sales average or averages shall be the average for each year or part of a year during which the business has been in existence.

E. Further information on the certification process is available at eMaryland Marketplace

Advantage.

2.17.3 Ineligible Bids. Under a small business reserve procurement, a business that is not a certified small business is ineligible for award of a contract.

2.17.4 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

Governor’s Office of Small, Minority & Women Business Affairs as a small business. A procurement contract award under a small business reserve may not be made to a business that has not been SBR certified.

IFB for MDOT MVA Page 7 of 58

3 General Information for Contractors

3.1 Background, Purpose and Goals

3.1.1 Background

The MDOT MVA plays a vital role in ensuring mobility for Maryland residents and road users.

Maryland lies in a central location along the Eastern seaboard and its transportation network is critical to linking the regional and national economies. As one of the five (5) Transportation

Business Units (TBU) under the Maryland Department of Transportation (MDOT), the MDOT

MVA with a staff of 1,600+ employees, is responsible for the following tasks:

• Licenses all commercial and non-commercial drivers;

• Registers and titles commercial and non-commercial vehicles;

• Issues photo identification for non-drivers;

• Manages Driver Instructional, Driver Wellness and Motor Vehicle Safety

Programs;

• Protects the integrity and security of driver and vehicle records;

• Administers the mandatory insurance compliance program;

• Inspects Maryland’s school buses;

• Regulates driving schools and motor vehicle dealers;

• Ensures air quality through the vehicle emissions inspection program; and,

• Reduces and prevents motor vehicle related crashes, injuries and fatalities through education, enforcement, and engineering countermeasures.

Currently, the MDOT MVA operates a large physical presence across the State. The MDOT

MVA serves its customers through a network of customer service offices: 19 Full-Service

Branch Offices and four (4) Limited or Express Offices, for a total of 23 Branch Offices.

3.1.2 Purpose and Goals

Replacement of the existing fire alarm system at the MDOT MVA Gaithersburg Branch ensures customer and employee protection from fire and smoke.

3.2 Revisions to the IFB

3.2.1 If the IFB is revised before the due date for Bids, the Administration shall post any addenda to the IFB on eMMA and shall endeavor to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the Procurement Officer to have obtained this

IFB. It remains the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

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

3.2.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the

Bid to be deemed not responsive.

IFB for MDOT MVA Page 8 of 58

3.3 Cancellations

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

3.3.2 In the event a government entity proposes and receives the recommendation for award, the procurement may be cancelled, and the award processed in accordance with COMAR

21.01.03.01.A(4).

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

Procurement Art., § 3-207(b)(2).

3.4 Incurred Expenses

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

3.5 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Attachment M. Any exceptions to this IFB or the Contract must be raised prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

3.6 Multiple or Alternate Bids

Multiple or alternate Bids will not be accepted.

3.7 Receipt, Opening and Recording of Bids

Bids are opened, recorded and tabulated in eMMA. To locate a bid tabulation:

1. Log in to eMMA using your username and password. If you do not have an eMMA login, access public solicitations by clicking the Public Solicitations button on the right side of the screen.

Proceed to step 3.

2. Click the Sourcing tab at the top of the page and choose View Public Solicitations.

3. Locate your solicitation by BPM ID or Title, then click on the solicitation name to open it.

Note: The solicitation status must show as “Responses Open” in order to view Bid Tabulation.

4. Scroll to the bottom of the page to view Bid Tabulation Table.

IFB for MDOT MVA Page 9 of 58

3.8 Bidder Responsibilities

3.8.1 Bidders must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder shall be responsible for Contract performance including any subcontractor participation.

3.8.2 If applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) for this solicitation shall be identified as provided in the appropriate Attachment(s) to this IFB.

3.8.3 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder, including but not limited to references, financial reports, or experience and documentation (e.g.

insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

3.8.4 A parental guarantee of the performance of the Bidder under this Section will not automatically result in crediting the Bidder with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. Instead, the

Bidder’s responsibility will be assessed to the extent to which the State determines that the experience and qualifications of the parent are applicable to and shared with the Bidder, any stated intent by the parent to be directly involved in the performance of the Contract, and the value of the parent’s participation as determined by the State.

3.9 Confidentiality of Bids / Public Information Act Notice

3.9.1 The Bidder should give specific attention to the clear identification of those portions of its Bid that it considers confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the

Bid.

3.9.2 The Bids shall be tabulated, or a Bid abstract made. The opened Bids shall be available for public inspection at a reasonable time after Bid opening, but in any case, before contract award, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material so designated as confidential shall accompany the Bid and shall be readily separable from the Bid in order to facilitate public inspection of the non-confidential portion of the Bid, including the Total Bid Price.

3.9.3 For requests for information made under the PIA, the Procurement Officer shall examine the

Bids to determine the validity of any requests for nondisclosure of trade secrets and other proprietary data identified in writing. Nondisclosure is permissible only if approved by the

Office of the Attorney General.

3.10 Reciprocal Preference

3.10.1 Although Maryland law does not authorize procuring agencies to favor resident Bidders in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland contractors. COMAR 21.05.01.04 permits procuring agencies to apply a reciprocal preference under the following conditions:

IFB for MDOT MVA Page 10 of 58

a) The Maryland resident business is a responsible Bidder;

b) The lowest responsive Bid is from a responsible Bidder whose principal office, or principal base of operations is in another state;

c) The other state gives a preference to its resident businesses through law, policy, or practice;

and

d) The preference does not conflict with a federal law or grant affecting the procurement

Contract.

3.10.2 The preference given shall be identical to the preference that the other state, through law, policy, or practice gives to its resident businesses.

3.11 Financial Capability

The Bidder must include in its Bid a commonly accepted method to prove its fiscal integrity. If available, the Bidder shall include Financial Statements, preferably a Profit and Loss (P&L) statement and a

Balance Sheet, for the last two (2) years (independently audited preferred).

In addition, the Bidder may supplement its response to this Section by including one or more of the following with its response:

1) Dun & Bradstreet Rating;

2) Standard and Poor’s Rating;

3) Lines of credit;

4) Evidence of a successful financial track record; and

5) Evidence of adequate working capital.

3.12 Compliance with Laws/Arrearages

By submitting a Bid in response to this IFB, the Bidder, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the Contract.

By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for Contract award.

3.13 Verification of Registration and Tax Payment

Before a business entity can do business in the State, it must be registered with the State Department of

Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West

Preston Street, Baltimore, Maryland 21201. For registration information, visit https://www.egov.maryland.gov/businessexpress.

It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise successful

Bidder from final consideration and recommendation for Contract award.

3.14 Bonds

3.14.1 Bid Bond

IFB for MDOT MVA Page 11 of 58

A. Each Bidder must submit with its Bid a Bid Bond or other suitable security, in the amount of five percent (5%) of the Total Evaluated Price, guaranteeing the availability of the goods and services at the offered price for 180 days after the due date for receipt of

Bids.

B. The bond shall be in the form provided in Appendix 8. Bid Bond

C. The Bidder may request a release of the bond after the date of the award in return for a release signed by the Contractor and accepted by the Administration.

D. The cost of this bond, or other suitable security, is to be included in the total prices proposed and is not to be proposed and will not be recoverable as a separate cost item.

3.14.2 Performance Bond and Payment Bond

A. The successful Bidder shall deliver a Performance and Payment Bonds, or other suitable security, to the State after notification of recommended award.

B. The successful Bidder must submit a Performance and Payments Bonds, or other suitable security in the full amount of the Contract (100%), guaranteeing that the Contractor shall well and truly perform the Contract.

C. The Performance Bond shall be in the form provided in Appendix 7. Performance Bond and underwritten by a surety company authorized to do business in the State and shall be subject to approval by the State.

D. The Payment Bond shall be in the form provided in Appendix 9. Performance Bond and underwritten by a surety company authorized to do business in the State and shall be subject to approval by the State.

E. The Performance and Payment Bonds shall be maintained throughout the term of the

Contract, and renewal option period(s), if exercised. Evidence of renewal of the

Performance Bond and payment of the required premium shall be provided to the State.

F. The Performance and Payment Bonds may be renewable annually. The Contractor shall provide to the State, 30 days before the annual expiration of the bond, confirmation from the surety that the bond will be renewed for the following year. Failure to timely provide this notice shall constitute an event of default under the Contract. Such a default may be remedied if the Contractor obtains a replacement bond that conforms to the requirements of the Contract and provides that replacement bond to the State prior to the expiration of the existing Performance and Payment Bonds.

G. The cost of this bond, or other suitable security, is to be included in the total prices proposed and is not to be proposed and will not be recoverable as a separate cost item.

H. After the first year of the Contract, the Contractor may request a reduction in the amount of the Performance and Payment Bonds. The amount and the duration of the reduction, if any, will be at the Administration’s sole discretion. If any reduction is granted, the

Administration’s shall have the right to increase the amount of the Performance and

Payment Bonds to any amount, up to the original amount, at any time and at the

Administration’s sole discretion.

3.14.3 Acceptable security

Acceptable security shall be as described below, identified within and excerpted from COMAR

21.06.07.01:

IFB for MDOT MVA Page 12 of 58

Acceptable security for bid, performance, and payment bonds is limited to:

1) A bond in a form satisfactory to the State underwritten by a surety company authorized to do business in this State;

2) A bank certified check, bank cashier's check, bank treasurer's check, cash, or trust account;

3) Pledge of securities backed by the full faith and credit of the United States government or bonds issued by the State;

4) An irrevocable letter of credit in a form satisfactory to the Attorney General and issued by a financial institution approved by the State Treasurer.

3.14.4 Surety Bond Assistance Program

Assistance in obtaining bid, performance and payment bonds may be available to qualifying small businesses through the Maryland Small Business Development Financing Authority (MSBDFA).

MSBDFA can directly issue bid, performance or payment bonds up to $750,000. MSBDFA may also guarantee up to 90% of a surety's losses as a result of a Contractor’s breach of Contract; MSBDFA exposure on any bond guaranteed may not, however, exceed $900,000. Bonds issued directly by the program will remain in effect for the duration of the Contract, and those surety bonds that are guaranteed by the program will remain in effect for the duration of the surety’s exposure under the

Contract. To be eligible for bonding assistance, a business must first be denied bonding by at least one surety on both the standard and specialty markets within 90 days of submitting a bonding application to

MSBDFA. The applicant must employ fewer than 500 full-time employees or have gross sales of less than $50 million annually, have its principal place of business in Maryland or be a Maryland resident, must not subcontract more than 75 percent of the work, and the business or its principals must have a reputation of good moral character and financial responsibility. Finally, it must be demonstrated that the bonding or guarantee will have a measurable economic impact, through job creation and expansion of the state’s tax base. Applicants are required to work through their respective bonding agents in applying for assistance under the program. Questions regarding the bonding assistance program should be referred to:

Maryland Department of Commerce

Maryland Small Business Development Financing Authority

MMG Ventures

826 E. Baltimore Street

Baltimore, Maryland 21202

Phone: (410) 333-4270

Fax: (410) 333-2552

3.15 Invoicing

3.15.1 General

a) The Contractor shall e-mail the original of each invoice and signed authorization to invoice to mvaapinvoices@mdot.maryland.gov.

b) All invoices and/or correspondence pertaining to invoices shall be identified with

Contract Number V-MUL-22033-C and shall be forwarded to mvaapinvoices@mdot.maryland.gov.

mailto:mvaapinvoices@mdot.maryland.gov

IFB for MDOT MVA Page 13 of 58

c) An invoice not satisfying the requirements of a Proper Invoice (as defined at COMAR

21.06.09.01 and .02) cannot be processed for payment. To be considered a Proper

Invoice, invoices must include the following information, without error:

• Contractor name and address;

• Remittance address;

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

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

• Invoice date;

• Invoice number;

• State assigned Contract number;

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

• Goods or services provided;

• Any additional documentation required by regulation or the Contract.

d) All services provided under this Contract shall be billed on a monthly basis in accordance with the price submitted on the Contractor’s Bid.

e) MDOT MVA is 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.

f) 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.

3.15.2 Retainage

Ten percent (10%) of the total Contract value shall be retained by the MDOT MVA and will not be released until final payment. The Contractor shall invoice the State for the retainage amount as part of the final invoice.

3.16 Employee Identification

F. 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.

G. 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.

H. 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.

IFB for MDOT MVA Page 14 of 58

I. The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the

Contract.

3.17 Protest/Disputes

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

3.18 Payments by Electronic Funds Transfer

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

A. 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.

B. 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_File s/GADX10Form20150615.pdf.

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GADX10Form20150615.pdf http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GADX10Form20150615.pdf

IFB for MDOT MVA Page 15 of 58

4 Technical Requirements

4.1 Scope of Work

See Detailed Specifications and Drawings, for detailed specifications, requirements, and drawings for this project, as an attachment on eMMA.

4.2 General

A. Project Description: The proposed project includes engineering site investigations to evaluate existing conditions and modifications to the existing fire alarm system for complete replacement. A new fire alarm control panel, and all associated devices, raceway, and wiring as noted in contract documents and as specified in specification section 284621 shall be supplied.

1. Refer to contract drawings, Division 26 specifications for full requirements.

B. The contractor is responsible for providing temporary power

C. Project Construction: The construction work shall be performed such that limited disruptions to the operations of the building occurs. The following is a summary of the requirements and coordination which shall be performed by the Contractor:

1. The work in the employee work areas shall take place only when the work areas are unoccupied (after working hours).

2. Interruption of power to any existing equipment, light or receptacle shall take place only when the work areas are unoccupied (after working hours).

3. All work times shall be coordinated with MVA. The contractor shall inform MVA when and where they plan to work in advance. Provide at least 2 weeks advance notice unless requirements indicated elsewhere are more stringent.

4. Punch List: The contractor shall coordinate with the owner and JMT and attend punch list of the system which shall include startup and prove-out (in the presence of the

MVA) of the system and a field visit to retest specific items. D.

E. Working Hours: Regular working hours for the MVA employees are Monday – Friday

8:00AM to 5:30PM.

F. Daily Cleaning: The project site shall be cleaned daily.

4.3 Project Schedule and Schedule of Values

A. The contractor shall develop a critical path method schedule for the project utilizing

Microsoft project. The CPM schedule shall indicate the critical path and shall identify no activity longer than 2 weeks.

IFB for MDOT MVA Page 16 of 58

1. A schedule must be provided in detail for approval by the MVA and the engineer.

2. Work that takes place outside regular working hours shall be broken down by the hour to allow MVA the ability to schedule supervision staff.

3. Schedule Milestones are to include:

a. Submittals to the owner/engineer within 14 calendar days

b. All re-submittals to the owner/engineer within 28 calendar days

c. Materials delivery no later than 1 month

B. The contractor shall develop and submit a schedule of values for the project. The schedule of value shall be tied to the project schedule. Pricing for major equipment purchases shall be shown in the schedule of values.

4.4 Codes and Permits

The work shall be performed by the Contractor in accordance with the National Electric Code -

2017, National Fire Protection Associate 72: National Fire Alarm and Signaling Code, requirements set forth by the AHJ, and other relevant code requirements.

4.5 Contract Duration

Contract duration shall be one hundred twenty (120) calendar days beginning as of date of Notice to Proceed.

4.6 Contractor’s Use of Premises

A. On-site storage of equipment, tools, and other items shall be permitted.

B. Confine operations of workmen to within the defined project site, which is the MVA office building.

C. The Contractor shall limit the use of the premises to the Work indicated, to always allow for

Owner occupancy and operation.

1. Keep the existing driveways, and entrances serving the premises, clear and available to the Owner and his/her employees always. Do not use these areas for parking or storage of materials.

4.7 General Materials and Methods

A. Refer to equipment specification sections.

B. The contractor shall submit the proposed materials and equipment to the MVA and the engineer for approval. Approval of the materials and equipment shall occur prior to installation. Submittals may be submitted via email to the JMT Engineer and the MVA

Project Manager. Contract information will be provided with NTP. Submittals will be returned to the contractor within 14 days of submission the Engineer and CM.

IFB for MDOT MVA Page 17 of 58

4.8 Hazardous Materials

All potential asbestos products must be tested by the MVA and certified to free or abated prior to commencement of any work.

4.9 Insurance Requirements

A. The Contractor(s) shall, at its own cost and expense, take out and carry in effect, through the term of the Contract a policy or policies of insurance, with a reputable insurance company that is financially sound and authorized to conduct business in the State of Maryland and upon whom process in any suit or action or other proceeding in the courts of the State of

Maryland or of the United States may be served, insuring Contractor against all liability for injuries to persons (including wrongful death) and damages to property caused by

Contractor’s use and occupancy or otherwise caused by Contractor’s activities and operation at the MDOT MVA, the policy limits thereof to be in the minimum(s) as set forth in this section. The Contractor shall furnish to the MDOT MVA duly executed certificated of all required insurance on forms satisfactory to the MDOT MVA. This insurance shall be maintained in full force throughout the entire term of the Contract.

B. The MDOT MVA requires the following minimum levels of insurance coverage for the

Contract:

1. Commercial General Liability Insurance with limits sufficient to cover losses resulting from, or arising out of, Contractor action or inaction in the performance of the Contract by the Contractor, its agents, servants, employees, or subcontractors, but no less than a

Combined Single Limit for Bodily Injury, Property Damage, and Personal and

Advertising Injury Liability of $1,000,000 per occurrence and $3,000,000 aggregate.

2. Errors and Omissions/Professional Liability insurance with minimum limits of

$1,000,000 per occurrence.

3. Automobile and/or Commercial Truck Insurance 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.

C. Within ten (10) Business Days of recommendation for Contract award, the Contractor shall provide the Contract Monitor with current certificates of insurance, and shall update such certificates periodically, but no less than annually in multi-year contracts, as directed by the

Contract Monitor. Such copy of the Contractor’s current certificate of insurance stating the insurance coverages previously listed.

D. The State shall be listed as an additional insured on the policies with the exception of

Worker’s Compensation Insurance and Professional Liability Insurance. All insurance policies shall be endorsed to include a clause that requires that the insurance carrier provide the Contract Monitor, by certified mail, not less than 45 days’ advance notice of any non-renewal, cancellation, or expiration. In the event the Contract Monitor receives a notice of non-renewal, the Contractor shall provide the Contract Monitor with an insurance policy from another carrier at least 15 days prior to the expiration of the insurance policy then in effect.

IFB for MDOT MVA Page 18 of 58

Security Requirements The Contractor(s) shall, at its own cost and expense, take out and carry in effect, through the term of the Contract a policy or policies of insurance, with a reputable insurance company that is financially sound and authorized to conduct business in the State of Maryland and upon whom process in any suit or action or other proceeding in the courts of the State of Maryland or of the United States may be served, insuring Contractor against all liability for injuries to persons (including wrongful death) and damages to property caused by Contractor’s use and occupancy or otherwise caused by Contractor’s activities and operation at the MDOT MVA, the policy limits thereof to be in the…