ITB 2027-005 Fire Sprinklers_for eMMA.pdf

INVITATION TO BID

BOARD OF COUNTY COMMISSIONERS

OF

CALVERT COUNTY

PRINCE FREDERICK, MARYLAND 20678

ITB 2027-005

Commercial Fire Sprinkler Preventative Maintenance, Inspection, Testing, and

Service

PROCUREMENT OFFICE

150 MAIN STREET, SUITE 443

PRINCE FREDERICK, MARYLAND 20678

procurement@calvertcountymd.gov

410-535-1600, Extension 2441

DUE DATE/TIME: Monday, November 16, 2026 by 12:00 p.m. (Local Prevailing Time)

MANDATORY SITE VISITS: Site Visit #1, October 27, 2026, starting at 8:30 AM

Site Visit #2, October 28, 2026, starting at 8:30 AM Site Visit #3, October 29, 2026, starting at 8:30 AM

Site Visit #4, October 30, 2026, starting at 8:30 AM

WRITTEN QUESTIONS SHALL BE DUE ON OR BEFORE Monday, November 2, 2026 BY 2:30 P.M.

(LOCAL PREVAILING TIME). ALL QUESTIONS SHALL BE SUBMITTED TO THE PROCUREMENT

OFFICE AT PROCUREMENT@CALVERTCOUNTYMD.GOV.

mailto:procurement@calvertcountymd.gov mailto:PROCUREMENT@CALVERTCOUNTYMD.GOV

INVITATION TO BID

CALVERT COUNTY GOVERNMENT

Bids shall be submitted in a SEALED ENVELOPE with the label provided below affixed to the front. The Board of County Commissioners of Calvert County, Maryland reserves the right to reject bids improperly labeled. The envelope shall also show the Contractor’s name and address.

From: __________________________

SEALED BID

TO BE DELIVERED AND OPENED BY:

PROCUREMENT OFFICE

150 MAIN STREET

SUITE 443

PRINCE FREDERICK, MARYLAND 20678

ELECTRONIC COPY SHOULD BE SENT TO:

PROCUREMENT@CALVERTCOUNTYMD.GOV

BID TITLE: ____________________________________________________

ITB NUMBER: _________________________________________________

BID DATE: ______________________ BID TIME: ___________________

mailto:PROCUREMENT@CALVERTCOUNTYMD.GOV

Table of Contents

NOTICE TO CONTRACTORS

PRICE PROPOSAL

FORM 1. NAME AND SIGNATURE REQUIREMENTS FOR BID AND CONTRACTS

GENERAL CONDITIONS OF BID AND CONTRACT

SPECIFICATIONS

FORM 2. REFERENCES

FORM 3. CONTRACTOR PERFORMANCE RECORD

FORM 4. NON-COLLUSION CERTIFICATE

FORM 5. ANTI-BRIBERY AFFIRMATION AND AFFIDAVIT OF QUALIFICATION TO BID

FORM 6. VENDOR CERTIFICATION OF INDEPENDENCE AND GOOD STANDING

AGREEMENT

NOTICE TO CONTRACTORS

Sealed bids shall be due on or before Monday, November 16, 2026 by 12:00 p.m. (Local Prevailing Time) for:

Commercial Fire Sprinkler Preventative Maintenance, Inspection, Testing, and

Service

Site Visit Attendance at the mandatory sites visit is required. To be eligible for award, Contractors must bid on all facilities and attend the designated site visit at each facility. Site visits will take place over four (4) days, as outlined below. Specific facility addresses are provided in the tables below. Each facility visit is expected to last no more than thirty (30) minutes. Bidders are responsible for arriving on time, signing the attendance sheet at each location visited, and providing their own transportation between facilities. The start and end times below are approximate and subject to change. Bidders should gather directly outside each facility and wait until a representative from Calvert County Buildings and Grounds Custodial arrives and officially begins the site visit---bidders shall not enter any facilities until the site visit officially begins.

Site Visit #1: Tuesday, October 27, 2026, at 8:30 AM The site visit will begin at the Fairview Library/ Community Center and end at the Prince Frederick Library.

Visit Order

Facility Name Address Approximate Start Time

Approximate End Time

1 Fairview Library/ Community Center

8120 Southern Maryland Blvd Owings, MD 20736

8:30 AM 9:00 AM

2 North Beach Senior Center

9010 Chesapeake Ave North Beach, MD 20714

9:30 AM 10:00 AM

3 Twin Beaches Library

4100 5th St North Beach, MD 20714

10:30 AM 11:00 AM

4 Chesapeake Beach Railway Museum

4155 Mears Ave Chesapeake Beach, MD 20732

11:30 AM 12:00 PM

5 Northeast Community Center

4075 Gordon Stinnett Ave Chesapeake Beach, MD 20732

12:30 PM 1:00 PM

6 Health Services Center

975 Solomons Island Rd North Prince Frederick, MD 20678

1:30 PM 2:00 PM

7 Edward T. Hall Aquatic

130 Auto Drive Prince Frederick, MD 20678

2:30 PM 3:00 PM

8 Prince Frederick Library

850 Costley Way

20678

3:30 PM 4:00 PM

Site Visit #2: Tuesday, October 28, 2026, at 8:30 AM The site visit will begin at the Fleet Maintenance Building and end at the Barstow Substance Abuse Facility.

Facility Name Address Approximate Start Time

Approximate End Time

1 Fleet Maintenance

251 Schooner Lane Prince Frederick, MD 20678

8:30 AM 9:00 AM

2 Public Works 100 Skipjack Rd Prince Frederick, MD 20678

9:30 AM 10:00 AM

3 Linda L. Kelley Animal Shelter

5055 Hallowing Point Rd

10:30 AM 11:00 AM

4 Highway Maintenance

335 Stafford Rd

11:30 AM 12:00 PM

5 Public Safety – Annex

315 Stafford Rd

12:30 PM 1:00 PM

6 Calvert County Detention

325 Stafford Rd

1:30 PM 2:00 PM

7 Barstow Substance Abuse Facility

280 Stafford Rd

Site Visit #3: Tuesday, October 29, 2026 at 8:30 AM The site visit will begin at the Calvert Pines Senior Center and end at Courthouse Square.

Facility Name Address Approximate Start Time

Approximate End Time

1 Calvert Pines Senior Center

450 West Dares Beach Rd Prince Frederick, MD 20678

8:30 AM 9:00 AM

2 Calvert County Government Facility

Prince Frederick Address to be provided at start of Calvert Pines Senior Center site vist.

3 Public Safety

110 Main St

20678

10:30 AM 11:00 AM

4 Calvert House

30 Church St

20678

11:30 AM 12:00 PM

5 County Administration Building

150 Main St

20678

12:30 PM 1:00 PM

6 Courthouse

175 Main St

20678

1:30 PM 2:00 PM

7 Courthouse Square

205 Main St

Site Visit #4: Tuesday, October 30, 2026, at 8:30 AM The site visit will begin at the Company 4 Rescue Squad and end at Lore Oyster House.

Visit Order

Facility Name Address Approximate Start Time

Approximate End Time

1 Company 4 Rescue Squad

755 Solomons Island Rd S, Prince Frederick, MD 20678

8:30 AM 9:00 AM

2 Dowell House 4889 Calvert Dr St. Leonard, MD 20685

4889 Calvert Dr St. Leonard, MD 20685

3 Cove Point Lighthouse

3500 Lighthouse Blvd Lusby, MD 20657

10:30 AM 11:00 AM

4 Chesapeake Hills Golf Course

1352 HG Trueman Rd

11:30 AM 12:00 PM

5 Annemarie Sculpture Garden & Art Center

13470 Dowell Rd Solomons, MD 20688

12:30 PM 1:00 PM

6 Calvert Marine Museum Administration Building

14150 Solomons Island Rd Solomons, MD 20688

1:30 PM 2:00 PM

7 Calvert Marine Museum Exhibition Building

14200 Solomons

Solomons, MD 20688

8 Lore Oyster House

14430 Solomons

Solomons, MD 20688

3:30 PM 4:00 PM

To be considered for award, a bid shall comply in all material respects with the Invitation to Bid (hereinafter, ITB). Such compliance enables Contractors to stand on an equal footing and maintain the integrity of the sealed bidding system.

A virtual bid opening will be held on Monday, November 16, 2026 at 2:00 p.m. (Local Prevailing Time). The public may participate through Microsoft Teams as follows:

To Join on the Web:

https://teams.microsoft.com/meet/24173079103605?p=69fFV0FIwz9JAuYciE

Meeting ID: 241 730 791 036 05, Passcode: Mw9PS2Av

To Join by Phone: +1 872-216-2953, Phone Conference ID: 909 396 107#

After the virtual opening, public access to any audio, video, internet, or web-based broadcast of the opening shall be discontinued.

Bids shall be submitted both physically and electronically. Physical bids shall be submitted in a SEALED ENVELOPE with the label provided affixed to the front. The Board of County Commissioners of Calvert County, Maryland, noted hereinafter as Calvert County Government (or the officially authorized official), reserves the right to reject bids improperly labeled. The envelope shall also show the Contractor’s name and address.

https://teams.microsoft.com/meet/24173079103605?p=69fFV0FIwz9JAuYciE

The Contractor may submit their response as follows:

1. Ship package through USPS, UPS, FedEx, or hand delivery to:

PROCUREMENT OFFICE

150 MAIN STREET

SUITE 443

PRINCE FREDERICK, MARYLAND 20678

AND

2. Send electronically to

Procurement@calvertcountymd.gov

Bidders are required to submit bids both in paper and electronically. Failure to submit bids using both paper and electronic are subject to rejection by Calvert County Government

Where bids are sent by any method to Calvert County Government’s Procurement Office, the Contractor shall be responsible for their delivery before the date and time set for the closing of bid acceptance. If the delivery is delayed beyond the due date and hour set for the bid closing, bids shall not be accepted.

Acceptance of bids by Calvert County Government employees, other than employees of the Procurement Office, shall not be deemed proper delivery.

If an emergency or unanticipated event interrupts normal Calvert County Government processes so that bids cannot be received at the Calvert County Government Procurement Office by the exact time specified in the ITB and urgent Calvert County Government requirements preclude amendment of the bid opening date, the time specified for receipt of bids shall be deemed to be extended to the same time of day specified in the ITB on the first workday on which normal governmental processes resume.

All bids received before the time set for the opening of bids shall be kept secure. The bids shall not be opened or viewed, and shall remain in a locked bid box, a safe, or in a secured, restricted-access electronic bid box. If an ITB is cancelled, bids shall be returned to the Contractors. Necessary precautions shall be taken to ensure the security of the bid box or safe. Before bid opening, information concerning the identity and number of bids received shall only be made available to employees of Calvert County Government Procurement Office. Such disclosure shall be only on a “need to know” basis. If bid samples are submitted, they shall be handled with sufficient care to prevent disclosure of characteristics before bid opening.

Bids made on any form(s) other than the required form(s) included in this ITB shall not be considered. Changes in the phraseology of the proposal, additional or limiting provisions, shall render the proposal informal and may cause its rejection.

Contractors shall be responsible for obtaining all documentation, including but not limited to any addenda issued by going to eMaryland Marketplace Advantage at https://emma.maryland.gov prior mailto:Procurement@calvertcountymd.gov https://emma.maryland.gov/ to submitting their bid.

Changes to the Information for Contractors or Technical Specifications shall only be made in writing.

Calvert County Government assumes no responsibility for verbal instructions or interpretations.

Unless otherwise specified, all formal bids shall be binding for 120 calendar days following bid opening date, unless extended by mutual consent of all parties.

Calvert County Government is tax exempt, and all prices quoted shall be exclusive of any Federal or Maryland State Taxes. This includes Federal Excise Tax and any other Excise Tax applicable to any other equipment or accessories. However, taxes are required to be paid by the Contractor on all materials and equipment to be incorporated into the project. The Contractor is prohibited from using Calvert County Government’s tax-exempt number for any purchases.

Contractors are warned against unbalancing their proposals as this will render them liable to rejection.

The right is hereby reserved to reject any or all proposals, and to waive informalities, as the interest of Calvert County Government may require.

If the Contractor to whom an award is made shall fail to execute the Contract hereto attached, and as herein provided, the award may be annulled and the Contract awarded to the next lowest responsible Contractor, and such Contractor shall fulfill every stipulation embraced herein, as if they were the original party to whom the award was made; or Calvert County Government may reject all bids as its interests may require.

Contractors shall examine all documentation carefully. In case doubt shall arise as to the meaning or intent of anything comprised in the specifications, inquiry shall be made to the Procurement Office before a bid is submitted. Written questions and inquiries shall be accepted from all Contractors. The Procurement Office shall be the sole point of contact for this solicitation unless otherwise instructed herein. Written requests for information related to this ITB shall be directed to the Procurement Office by E-Mail: procurement@calvertcountymd.gov. Unauthorized contact with other Calvert County Government staff regarding this ITB may result in the disqualification of the Contractor.

Inquiries pertaining to this ITB shall give the ITB number, title, due date, and time. Written questions shall be received on or before Monday, November 2, 2026 by 2:30 p.m. (Local Prevailing Time). It shall be the responsibility of all Contractors to ensure they have received all addenda and other documents issued. All addenda issued shall become a part of the Contract Documents and shall be fully considered by all Contractors during formation of Bids. The submission of a bid shall indicate the Contractor thoroughly understands the terms of all Contract Documents.

The submission of a bid on this work and service shall be considered as a representation that the Contractor has carefully investigated all conditions which affect or may, at some future date, affect the performance of the work or services covered by the proposal, the entire area to be serviced as described in the specifications and other Contract Documents, and that the Contractor is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed, and equipment and materials to be furnished; also, that the Contractor is familiar with all Federal, State and County laws, all codes and ordinances of Calvert County Government to which affect the prosecution of the work and persons engaged or employed in mailto:procurement@calvertcountymd.gov the work or the materials and equipment used in the work.

Documents Required Upon Submission

Contractors should execute the following forms and provide required information and include as part of their bid. Failure to do so may be cause for rejection of bid as nonresponsive.

1. Price Proposal

2. Form 1. Name and Signature Requirements of Proposal and Contract

3. Form 2. References

4. Form 3. Contractor Performance Record

5. Form 4. Non-Collusion Certificate

6. Form 5. Anti-Bribery Affirmation and Affidavit of Qualification to Bid

7. Form 6. Vendor Certification of Independence and Good Standing

8. Copies of Maryland State Fire Marshall fire sprinkler licenses: Class I and Class IIIc

9. Addenda, if Applicable

10. Questions and Answers/Clarification, if Applicable

The results for this ITB shall be posted on Calvert County Government’s web site at https://calvertcountymd.gov/3750/Bid-Results https://calvertcountymd.gov/3750/Bid-Results

Name of Organization: ________________________________________ Name of Authorized Signatory: _____________________

Signature of Authorized Signatory: ______________________________ Date: ______________________

Commercial Fire Sprinkler Preventative Maintenance, Inspection, Testing, and Service

PRICE PROPOSAL

INSTRUCTIONS: Bidders shall complete the price proposal form for all facilities included in this ITB. To be considered responsive, bidders must provide a bid for all sites. In addition, each page of the price proposal form must be signed and dated at the bottom.

TO THE BOARD OF COUNTY COMMISSIONERS OF CALVERT COUNTY: The undersigned agrees to furnish all labor, material, supervision, and equipment necessary for Commercial Fire Sprinkler Preventative Maintenance, Inspection, Testing, and Service, as specified in this Invitation to Bid to the Board of County Commissioners of Calvert County in accordance with the SPECIFICATIONS and other documents herein and at the following price(s):

I. PREVENTATIVE MAINTENANCE, INSPECTION, AND TESTING

Unit prices submitted shall include all costs, including but not limited to, labor, materials, supervision, overhead, general administrative expenses and profits, travel, vehicle fuel, and mileage.

A. BUILDINGS & GROUNDS CENTRAL FACILITIES

SITE # FACILITY

TYPE OF

SYSTEM

PREVENTATIVE MAINTENANCE, INSPECTION, AND TESTING

Frequency Unit Price # of units Annual Price

A-1 Courthouse 175 Main Street Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-2 Courthouse Square 205 Main Street Prince Frederick, MD 20678

Wet Quarterly $ 4 $

Dry Quarterly $ 4 $

A-3

Calvert House 30 Church Street Prince Frederick, Maryland

Wet Quarterly $ 4 $

Name of Organization: ________________________________________ Name of Authorized Signatory: _____________________

A-4 Calvert County Facility Prince Frederick. Address provided upon award.

Wet Quarterly $ 4 $

A-5 Calvert Pines Senior Center 450 West Dares Beach Road Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-6 Prince Frederick Library 850 Costley Way Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-7 Edward T. Hall Aquatic Center 130 Auto Drive Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-8 Health Services Center 975 Solomons Island Rd North Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-9 Fleet Maintenance 251 Schooner Lane Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-10

Barstow Substance Abuse Facility 280 Stafford Road Prince Frederick, MD 20678

Wet Quarterly $ 4 $

Dry Quarterly $ 4 $

A-11 Linda L. Kelley Animal Shelter 5055 Hallowing Point Road Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-12 Public Safety Annex 315 Stafford Road Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-13 Public Works 100 Skipjack Rd

Name of Organization: ________________________________________ Name of Authorized Signatory: _____________________

A-14 Public Safety 110 Main St Prince Frederick, MD 20678

Wet Quarterly $ 4 $

Dry Quarterly $ 4 $

A-15 Highway Maintenance Building 335 Stafford Rd Prince Frederick, MD 20678

Wet Quarterly $ 4 $

A-16

County Administration Building 150 Main St Prince Frederick, MD 20678

SUBTOTAL A – BUILDINGS & GROUNDS – CENTRAL FACILITIES $

B. BUILDINGS & GROUNDS LOCATIONS-NORTHERN FACILITIES

SITE # FACILITY

TYPE OF

SYSTEM

PREVENTATIVE MAINTENANCE, INSPECTION, AND

TESTING

Frequency Unit Price # of units Annual Price

B-1 Fairview Library/Community Center 8120 Southern Maryland Blvd.

Owings, MD 20736

Wet Quarterly $ 4 $

B-2 North Beach Senior Center 9010 Chesapeake Avenue North Beach, Maryland 20714

Wet Quarterly $ 4 $

Dry Quarterly $ 4 $

B-3 Northeast Community Center 4075 Gordon Stinnett Avenue Chesapeake Beach, Maryland 20732

Wet Quarterly $ 4 $

B-4 Chesapeake Beach Railway Museum 4155 Mears Avenue Chesapeake Beach, Maryland 20732

Dry Quarterly $ 4 $

B-5 Company 4 Prince Frederick Wet Quarterly $ 4 $

Name of Organization: ________________________________________ Name of Authorized Signatory: _____________________

Volunteer Rescue Squad 755 Solomons Island Road Prince Frederick, Maryland 20678

B-6 Twin Beaches Library 4100 5th St North Beach, MD 20714

Wet Quarterly $ 4 $

SUBTOTAL B – BUILDINGS & GROUNDS – NORTHERN FACILITIES $

C. BUILDINGS AND GROUNDS DIVISION - SOUTHERN FACILITIES

Site #

FACILITY

TYPE OF

SYSTEM

PREVENTATIVE MAINTENANCE, INSPECTION, AND

TESTING

Frequency Unit Price # of units Annual Price

C-1 Dowell House 4889 Calvert Drive St. Leonard, Maryland 20685

Wet Quarterly $ 4 $

C-2 Annemarie Sculpture Garden & Art Center 13470 Dowell Road Dowell, MD 20629

Wet Quarterly $ 4 $

C-3 Chesapeake Hills Golf Course 1352 HG Trueman Rd

SUBTOTAL C – BUILDINGS & GROUNDS – SOUTHERN FACILITIES $

Name of Organization: ________________________________________ Name of Authorized Signatory: _____________________

D. CALVERT MARINE MUSEUM LOCATIONS

SITE # FACILITY

TYPE OF

SYSTEM

PREVENTATIVE MAINTENANCE, INSPECTION, AND

TESTING

Frequency Unit Price # of units Annual Price

D-1

Calvert Marine Museum Administration Bldg.

14150 Solomons Island Road Solomons, Maryland 20688

Wet Quarterly $ 4 $

D-2

Calvert Marine Museum Exhibition Building 14200 Solomons Island Road Solomons, Maryland 20688

Wet Quarterly $ 4 $

D-3 Cove Point Lighthouse 14275 Solomons Island Road Solomons, Maryland 2688

Wet Quarterly $ 4 $

D-4 Lore Oyster House 14430 Solomons Island Road Solomons, Maryland 20688

SUBTOTAL D – CALVERT MARINE MUSEUM $

Name of Organization: ________________________________________ Name of Authorized Signatory: _____________________

E. DETENTION CENTER LOCATION

SITE # FACILITY

TYPE OF

SYSTEM

PREVENTATIVE MAINTENANCE, INSPECTION, AND

TESTING

Frequency Unit Price # of units Annual Price

E-1 Detention Center 325 Stafford Road Barstow, Maryland 20610

SUBTOTAL E – DETENTION CENTER LOCATION $

I. PREVENTATIVE MAINTENANCE, INSPECTION, AND TESTING BID SUMMARY

SUBTOTAL A. Buildings & Grounds – Central Facilities $

SUBTOTAL B. Buildings & Grounds – Northern Facilities $

SUBTOTAL C. Buildings & Grounds – Southern Facilities $

SUBTOTAL D. Calvert Marine Museum $

SUBTOTAL E. Detention Center $

TOTAL BID $

Verify the calculation of your math. In the event of errors in computation, unit price(s) shall be the determining factor for the total(s).

Name of Organization: _________________________Name of Authorized Signatory: ____________________

Signature and Date: __________________________ __________

II. REPAIRS, SERVICES AND INSTALLATION

(NOT INCLUDED IN PREVENTATIVE MAINTENANCE, INSPECTION, AND TESTING)

The Contractor guarantees the following rates for repairs, emergency repairs, services, emergency service, and installation not included in Section I. Preventative Maintenance, Inspection, and Testing.

The following conditions apply to all proposed pricing in II. REPAIRS, SERVICES AND INSTALLATION

1) For service and repair not covered under the quarterly preventive maintenance, inspection, and testing portion of this Contract, the Contractor shall only charge for on-site labor hours. The unit labor price shall include all costs, including, but not limited to, labor, consumable materials, supervision, travel, mileage, vehicle fuel, and overhead.

2) Lunch breaks shall not be billable time.

3) Travel time shall not be considered part of this Contract. The Contract shall only charge for onsite labor hours.

4) CONTRACTOR SHALL NOT round up labor hours.

5) Should downtime occur as a result of the Contractor’s negligence to have proper material/equipment, time shall not be billable for workers waiting on the job site for such material/equipment.

TRADE PERSONNEL

Please reference Specifications section 4 for response time requirements.

HOURLY RATES FOR SERVICES AND REPAIRS

TRADE

PERSONNEL

HOURLY RATE

NORMAL

WORKING HOURS

Monday through Friday 7:00 a.m. to 5:00 p.m.

AFTER

WORKING HOURS

Monday through Friday 5:00 p.m. to 7:00 a.m.

EMERGENCY RESPONSE

24-hours

Mechanic $ $ $

Forman $ $ $

Pipe Fitter $ $ $

Helper $ $ $

Verify the calculation of your math. In the event of errors in computation, unit price(s) shall be the determining factor for the total(s).

Name of Organization: _________________________Name of Authorized Signatory: ____________________

Signature and Date: __________________________ __________

III. INSTALLED PARTS, MATERIALS, AND/OR EQUIPMENT

The Contractor shall be paid for any items installed or used based on the Contractor’s actual purchase price, plus applicable taxes and freight charges. The Contractor shall provide the vendor’s invoice to verify the actual purchase price of each item. At all times during the Contract, the Contractor shall obtain the best possible prices for products/materials for Calvert County Government.

The Contractor may apply an established 10% markup to the cost of the installed items; however, the Contractor shall not apply the 10% markup to any tax amounts shown on supplier invoices. The Contractor shall not charge a markup on products purchased from a government contract.

List prices and prices subject to discounts shall not be considered actual purchase prices, and Contractor quotes alone are not sufficient to substantiate cost. The Contractor must provide the vendor’s invoice to substantiate the actual purchase price of each item. Vendor quotes may only be used when the material is sourced from the Contractor’s existing “truck stock” inventory and must be approved by the Project Manager or an authorized representative.

No Contractor shall withdraw their proposal within 120 calendar days after the opening thereof.

It is further agreed by the Undersigned that upon receipt of written advice of the acceptance of bid, the necessary contract will be executed within ten (10) calendar days after such notice.

The undersigned has caused this proposal to be executed as of the day, and year indicated on each proposal page and hereby agrees to provide aforementioned services necessary for compliance with the Contract Documents and agrees to provide these for the price(s) indicated in this proposal form. By signing each proposal page, the Contractor does hereby attest they have fully read the ITB and understand it.

The Contract effective date shall begin from the date on the Agreement Page or as otherwise directed by Calvert County Government.

By signing and submitting a bid, your firm acknowledges and agrees that it has read and understands the ITB documents and agrees to the Contract Terms and Conditions as contained herein.

Calvert County Government reserves the right to obtain a second opinion on work proposed by the Contractor in addition to the right to obtain comparative pricing from other contractors for parts, services, and/or equipment required under this Contract. Calvert County Government reserves the right to purchase necessary parts, materials, or equipment to be installed by the Contractor or by Calvert County Government.

FORM 1. NAME AND SIGNATURE REQUIREMENTS FOR BID AND CONTRACTS

The legal business name and principal office AS RECORDED WITH THE STATE DEPARTMENT OF ASSESSMENTS AND TAXATION (SDAT) for Maryland shall be used on all forms submitted. A trade name (i.e., a shortened or different name under which the firm does business) shall not be used when the legal name is different. Corporations shall have names complying with State law. The Contractor’s signature shall conform to the following:

All signatures shall be made by an authorized officer, partner, manager, member, or employee. The signing of an offer by a contractor is a representation and certification by the person signing that the person signing is authorized to do so on behalf of the Offeror or Contractor.

CONTRACTOR’S LEGAL BUSINESS NAME

TELEPHONE NUMBER

PRINCIPAL OFFICE ADDRESS

FAX NUMBER

REMITTANCE ADDRESS: (If Remittance Address is Different from Above Address)

EMAIL ADDRESS

NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (TYPE OR PRINT)

SIGNATURE OF ABOVE PERSON DATE

WITNESS DATE

GENERAL CONDITIONS OF BID AND CONTRACT

1. DEFINITIONS

Wherever the words defined in this section or pronouns used in their stead, occur in the specifications, proposal, contract or bond, they shall have the meanings herein given and as defined:

BIDDER/OFFEROR/CONTRACTOR shall mean a firm that responds to this ITB with a bid.

BOARD OF COUNTY COMMISSIONERS OF CALVERT COUNTY, MARYLAND shall mean the governing board of elected officials of Calvert County, Maryland noted hereinafter as Calvert County Government (or the officially authorized official).

CALVERT COUNTY or COUNTY shall mean Calvert County, Maryland.

CONTRACT DOCUMENTS shall mean those written documents that define the roles, and responsibilities, and work under the Contract, and are legally binding on the parties (Calvert County Government and the Contractor). The individual documents constituting the Contract Documents are as outlined herein under Contract Interpretation by the Project Manager.

CONTRACTING OFFICER shall mean the County Administrator or their designated representative entrusted by Calvert County Government with the authority to enter into, administer, renew, or terminate the Contract, along with related determinations and findings.

DIRECTOR shall mean the Director, Department of Public Works, and shall mean the principal or their duly authorized representatives; said agents acting severally within the scope of the particular duties entrusted to them.

PROJECT MANAGER shall mean that person whom the Director has designated to supervise performance of this Contract on behalf of the Calvert County Government within the scope of duties entrusted under such delegation of authority.

Whenever the Contract Documents or upon any drawings the words DIRECTED, REQUIRED, PERMITTED, ORDERED, DESIGNATED, PRESCRIBED, or words of like import are used, it shall be understood that the direction, requirement, permission, order, designation, or prescription of the Project Manager is intended, and similarly the words APPROVED, ACCEPTABLE, SATISFACTORY, or, words of like import, shall mean approved by, acceptable or satisfactory to, the Project Manager, unless otherwise expressly stated.

2. CONTRACT INTERPRETATION BY THE PROJECT MANAGER

Any inconsistencies or ambiguities in the Contract Documents shall be immediately reported, in writing, to the Project Manager. Questions regarding the meaning and intent of the Contract Documents shall be referred in writing by the Contractor to the Project Manager with a Request for Information. The Project Manager shall respond to the Contractor in writing with a decision within fifteen (15) calendar days of receipt of the request, or if it is necessary to extend this period, the Project Manager shall notify the Contractor in writing as to when a decision will be provided.

Work done by the Contractor after its discovery of such inconsistencies or ambiguities without such notice and prior to response from the Project Manager shall be done at the Contractor’s risk.

In resolving conflict, error, or discrepancies within the Contract Documents, the Contract Documents shall be given precedence in the following order (Change Orders, highest precedence and Notice to Contractors, lowest precedence):

Change Orders Addenda Federal, State, and/or County Requirements General Conditions of Bid and Contract Specifications Price Proposal Contract Notice to Contractors

In the event that conflicts, errors, or discrepancies are not resolved by the Contract Documents’ order of precedence, the more restrictive provision shall govern.

3. BID FORMS AND AFFIDAVITS

All bids shall be submitted on the forms provided, shall be signed by a principal duly authorized to make contracts, and submitted in a sealed envelope.

The attached Anti-Bribery Affirmation and Affidavit of Qualification to Bid form shall be submitted with bids. Failure to comply may be cause for rejection of bids.

4. ALTERNATE BIDS

Alternate bids shall only be considered when they are submitted separately and clearly marked and labeled ALTERNATE BID. The alternate bid shall only be considered if the Contractor’s primary bid is the lowest responsible bid.

5. BRAND NAME OR EQUAL ITEMS

Unless otherwise provided in the ITB, the name of a certain brand, make or manufacturer does not restrict Contractors to the specific brand, make or manufacturer named; it conveys the general style, type, character and quality of the article desired, and any article which Calvert County Government in its sole discretion determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.

6. FORMAL SOLICITATION

When a formal specification (no substitutes) is included or referred to in the solicitation, no deviation therefrom shall be permitted, and the Contractor shall be required to furnish articles in conformity with that specification.

7. NEW GOODS, FRESH STOCK

All Contractors, unless otherwise specifically stated, shall provide new commodities, fresh stock, latest model, design, or pack.

8. DEVIATIONS TO SPECIFICATIONS

Any deviations from the specifications shall be noted in detail by the Contractor in writing and submitted with the price proposal. Calvert County Government reserves the right to accept or reject any deviation.

9. PROHIBITION AGAINST UNIFORM PRICING

Calvert County Government shall encourage open and competitive bidding by all possible means and shall endeavor to obtain the maximum degree of open competition on all purchase transactions using the competitive sealed bidding, competitive negotiation, or open market transaction methods of procurement. In submitting a bid, each Contractor shall, by virtue of submitting a bid, guarantee that the Contractor has not been a party with other Contractors to an agreement to bid a fixed or uniform price. Violation of this implied guarantee shall render void the bid of such Contractors. Any disclosure to or acquisition by a competitive Contractor, in advance of the opening of the bids, of the terms or conditions of the bid submitted by another competitor shall render the entire proceedings void and shall require re-advertising the bids.

10. AWARD OR REJECTION OF BIDS

Calvert County Government shall award the Contract to the lowest responsible bidder, subject to its right to reject any or all bids Calvert County Government reserves the right to award a Contract by individual items, in the aggregate, or in combination thereof, and to waive any informality in bids received whenever such rejection or waiver is in the best interest of Calvert County Government.

Calvert County Government reserves the right to reject all bids and make purchases based on state, county, or municipal contracts that are established by a legal competitive process whenever it is in the best interest of Calvert County Government to do so. Calvert County Government also reserves the right to reject the bid of a Contractor who has previously failed to perform properly or complete on time contracts of a similar nature, or a bid of a Contractor who investigation shows is not in position to perform the Contract.

In determining the “lowest responsible bidder”, in addition to considering price, Calvert County Government shall consider:

A. The ability, capacity, and skill of the bidder to perform the Contract or provide the services required;

B. Whether the bidder can perform the Contract or provide the service promptly, or within the time specified, without delay or interference;

C. The character, integrity, reliability, reputation, judgment, experience, and efficiency of the bidder;

D. The quality of performance of previous contracts or services;

E. The previous and current compliance by the bidder with laws and ordinances relating to the Contract or service;

F. Whether the bidder is in arrears to Calvert County Government on any debt or Contract, is in default on any surety to Calvert County Government, or is delinquent as to any taxes or assessments; and

G. Any other information that may have a bearing on the decision to award the Contract.

11. WARRANTY AND SUPPORT

The Contractor shall warrant the products and services furnished during the course of this Contract to be of the highest quality, complying with the specifications, and free from all defects in materials and workmanship. The Contractor shall warranty all products for a period of not less than one (1) year after acceptance by Calvert County Government. If the manufacturer’s warranty is for more than a one (1) year period, the Contractor shall adhere to the manufacturer’s warranty. The Contractor agrees to promptly repair, replace, or correct, at the Contractor’s expense, any materials or workmanship problems arising during the warranty period at no cost to Calvert County Government. The construction, interpretation, and performance of all applicable standard manufacturers’ warranty shall be governed by the laws of the State of Maryland. All warranties and guarantees required shall be furnished by the Contractor and shall be delivered to Calvert County Government before final payment on any portion of the Contract is made.

12. INDEMNIFICATION

Nothing contained in the Contract shall be construed to constitute the Contractor an agent of Calvert County Government. The Contractor shall indemnify, keep, and save harmless Calvert County Government, its agents, officials, and employees, against all injuries, death, loss, damage, claims, patent claims, suits, liabilities, judgments, costs, and expenses which may or otherwise accrue against Calvert County Government in consequence of the granting of a Contract or which may or otherwise result therefrom. If it shall be determined that the act was caused through negligence or omission of the Contractor or his officers, directors, agents, or employees, and the Contractor shall, at his own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in connection therewith, and if any judgement shall be rendered against Calvert County Government in any such action, the Contractor shall at his own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance protection required by this Contract, or otherwise provided by Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend Calvert County Government as herein provided.

13. NON-DISCRIMINATION IN EMPLOYMENT

During the performance of this Contract, the Contractor agrees as follows:

A. The Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, gender identity, sexual orientation, or disability (physical or mental), except where religion, sex, national origin, gender identity, sexual orientation, or disability (physical or mental), is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

B. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, shall state that such Contractor is an equal opportunity employer. In addition to complying with the provision of Equal Opportunity, the Contractor shall, in good faith, cooperate with Calvert County Government in investigation of Equal Employment Opportunity (EEO) complaints, whether formal or informal.

C. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

14. LAWS AND REGULATIONS

In all operations connected with the works, all ordinances and regulations of Calvert County Government within which same is to be done, and all Federal, State, and County laws, which shall be or become applicable to, and control or limit in any way the actions of, those engaged as principal or agent, must be respected and strictly complied with. The Contractor shall protect and indemnify Calvert County Government and its officers and agents against any claim or liability arising from or based on the violation of any such law, ordinance or regulation, whether by himself or his employees.

The Contractor shall keep itself fully informed of all existing and future legislated Federal, State, and County laws and County ordinances and regulations which in any manner affect those engaged or employed in the Work, or the materials and equipment used in the Work, or which in any way affect the conduct of the Work, and all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. If any discrepancy or inconsistency is discovered in the Drawings, Specifications, or in any other part of this Contract, in relation to any such law, ordinance, regulation, order or decree, the Contractor shall forthwith report of the same to the Project Manager in writing. The Contractor shall at all times observe and comply with all such existing and future laws, ordinances, regulations, orders, and decrees and shall protect and indemnify Calvert County Government and the engineering consultant and all of their officers, agents, employees, and servants against any claim or liability arising from or based upon the violation of any such law, ordinance, regulation, order, decree, whether by the Contractor or by its employees.

15. INSURANCE

The Contractor shall not commence work under this Contract until it has obtained the insurance required under this section. All coverage shall be with insurance carriers licensed and authorized to do business in Maryland. Insurance companies providing insurance shall be acceptable to Calvert County Government. Self-insured Contractor s shall submit an affidavit attesting to their self-insured coverage.

A. Certificate Holder, Additional Insured, and Contract Information

i. The Board of County Commissioners of Calvert County, Maryland shall be named as certificate holder and as an additional insured for the duration of the Contract as follows:

Board of County Commissioners of Calvert County, Maryland Attention: Procurement Office 150 Main Street, Suite 443 Prince Frederick, Maryland 20678 ii.The certificate shall also indicate the contract name and number.

iii.Additional insured shall be as pertains to general liability and automobile liability.

iv.The “ADDL INSD” box shall be checked for general liability and automobile liability.

B. Commercial General Liability Insurance

During the life of this Contract, the Contractor shall procure and maintain Commercial General Liability Insurance in an amount not less than $1,000,000.00 (combined personal injury and/or property damage) per occurrence subject to $2,000,000.00 aggregate.

C. Automobile Liability Insurance

Automobile Liability Insurance, including applicable No-Fault coverage, with limits of liability not less than $1,000,000.00 per accident combined single limit Bodily Injury and Property Damage. Coverage shall include vehicles to be used in conjunction with this Contract on behalf of the Contractor.

If during the life of this Contract the Contractor owns commercial vehicles or obtains commercial vehicles, the Contractor shall procure and maintain Automobile

Liability Insurance, to include No-Fault coverage, with limits not less than

$1,000,000.00 per accident combined Bodily Injury and Property

Damage. Coverage shall include “Any Auto” as indicated on the required

Certificate of Insurance. If during the life of this Contract the contractor does not own commercial vehicles, the Contractor shall procure and maintain vehicle coverage in accordance with the statutes of the State of Maryland. Coverage shall include “Non-Owned” and “Hired” as indicated on the required Certificate of

Insurance.

D. Workers’ Compensation

Workers Compensation insurance, including Employers Liability Coverage in accordance with the statutes of the State of Maryland, covering all employees engaged in performance of the contract. If a Contractor is a sole proprietor or is a company that is not required to maintain workers compensation insurance coverage under the laws of the state of Maryland, that the Contractor shall show some alternative injury insurance coverage, either through health insurance or employer`s liability coverage.

E. Builders Risk

RESERVED

F. Notice of Cancellation

Prior to starting performance of the Contract and for each extension of the Contract, a certificate of insurance shall be furnished to Calvert County Government. Insurance companies providing insurance shall be acceptable to Calvert County Government.

The Contractor agrees to provide Calvert County Government a Certificate of

Insurance evidencing that all coverage, limits and endorsements required herein are maintained and in full force and effect. If the Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify Calvert County Government within two (2) business days with a copy of the non-renewal or cancellation notice, or written specifics as to which coverage is no longer in compliance. It shall be the Contractor’s responsibility to make immediate notification to Calvert County Government if any changes are made to the policy.

16. WORK TO BE DONE AND MATERIALS TO BE FURNISHED

RESERVED

17. WRITTEN NOTICE AND SERVICE THEREOF

Any notice to any party relative to any part of this Contract shall be in writing. The mailing in a United States post office box, of a written communication, notice or order, addressed to the Contractor at the business address filed with Calvert County Government, or to the Contractor’s office at the site of work, shall be considered as sufficient service upon the Contractor of such communication, notice or order, and the date of said service shall be the date of such mailing.

18. MAINTENANCE OF TRAFFIC

19. RESTORATION OF DISTURBED SURFACES

20. ACCIDENT PREVENTION

21. WORKMANSHIP

RESERVED

22. EMPLOYMENT OF SKILLFUL PERSONNEL

The Contractor shall employ only competent, skillful personnel to perform or supervise the work, and whenever the Project Manager or duly authorized representative shall, in writing, notify the Contractor that any personnel employed on the work is, in Calvert County Government’s opinion incompetent, disobedient, unfaithful, disorderly, discourteous, or otherwise unsatisfactory, such employee shall be removed and shall not again be employed on the work, except with the consent of the Project Manager or duly authorized representative.

23. CARE AND PROTECTION OF WORK

From the commencement of each project during the course of this Contract until its completion, the Contractor shall be solely responsible for the care of the work and all injury or damage to the same, from whatever cause shall be made good by the Contractor, at the Contractor’s own expense, before the final payment is made. The Contractor shall provide suitable means of protection for all materials intended to be used in the work and for work in progress, as well as for completed work.

24. INJURY TO PROPERTY

In case any direct or indirect damage is done to public or private property, by or because of the work, or in consequence of any act or omission on the part of the Contractor, the Contractor’s employees or agents, the Contractor shall, at the Contractor’s own cost, restore such property to a condition similar or equal to that existing before such damage was done, by repairing, rebuilding, or otherwise, as may be required by the Project Manager or duly authorized representative or shall make good such damage in a satisfactory manner; and in case of failure on the part of the Contractor to promptly so restore such property, or make good such damage, the Project Manager or duly authorized representative may, upon forty-eight (48) hours’ written notice, proceed to repair, rebuild, or otherwise restore such property, as may be necessary, and the cost thereof shall be deducted from any monies due or to become due the Contractor under the Contract; or Calvert County Government may deduct, from any monies due the Contractor, a sum sufficient, in the judgment of the Project Manager or duly authorized representative, to reimburse the owners of the property so damaged.

25. SURVEYS, PERMITS, AND REGULATIONS

Unless otherwise expressly provided for during the course of this Contract, Calvert County Government shall furnish the Contractor all surveys, necessary for the execution of work. The Contractor shall comply with all laws, codes, ordinances, rules, orders, and regulations relating to the performance of the work, the protection of adjacent property, and the maintenance of passageways, guard fences, or other protective facilities.

26. SUBLETTING OF CONTRACT OR ASSIGNMENT OF CONTRACT FUNDS

It is mutually understood and agreed that the Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of their contractual duties to any other person, firm, or corporation, without the previous written consent of Calvert County Government.

If the Contractor desires to assign their right to payment of the Contract, Contractor shall immediately notify Calvert County Government, in writing, of such assignment of right to payment.

In no case shall such assignment of Contract relieve the Contractor from their obligations or change the terms of the Contract.

27. STATUS OF CONTRACTOR AND SUBCONTRACTORS

RESERVED. No subcontracting shall be permitted under this contract.

28. COOPERATION AMONG SUBCONTRACTORS

RESERVED. No subcontracting shall be permitted under this contract.

29. TERMINATION OF CONTRACT

Calvert County Government may terminate a contract, in whole or in part, whenever Calvert County Government determines that such termination is in the best interest of Calvert County Government, without showing cause, upon giving written notice to the Contractor. Calvert County Government shall pay all reasonable costs incurred by the Contractor up to the date of termination. However, in no event shall the Contractor be paid an amount exceeding the price proposed for the work performed. The Contractor shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination.

When the Contractor has not performed or has unsatisfactorily performed the Contract, Calvert County Government may terminate the Contract for default. Upon termination for default, payment may be withheld at the discretion of Calvert County Government. Failure on the part of a Contractor to fulfill the contractual obligations shall be considered just cause for termination of the Contract.

The Contractor shall be paid for work satisfactorily performed prior to termination, less any excess costs incurred by Calvert County Government in completing the Contractor’s obligations under the Contract.

30. AVAILABILITY OF FUNDS

Multi-year contracts may be continued each fiscal year only after funding appropriations and program approvals have been granted by Calvert County Government. In the event Calvert County Government does not appropriate funds for the continuation of this Contract, then the affected multi-year contract becomes null and void effective July 1 of the fiscal year for which such approvals have been denied.

Calvert County Government reserves the right to immediately terminate a contract in the event funds are no longer available or have been exhausted.