K24-0089-29 Fire Suppression Preventative-Fire Prevention Maintenance Services.pdf

Solicitation No. K24-0089-29 – Fire Suppression Preventative/Fire Prevention Maintenance Services – mdcourts.gov/procurement Rev. 11/08/2023

STATE OF MARYLAND

ADMINISTRATIVE OFFICE OF THE COURTS

PROCUREMENT, CONTRACT AND GRANT ADMINISTRATION

187 HARRY S. TRUMAN PARKWAY

ANNAPOLIS, MD 21401

INVITATION FOR BIDS (IFB)

FOR

Fire Suppression Preventative/Fire Prevention Maintenance Services

Solicitation No. K24-0089-29

To help us improve the quality of the Administrative Office of the Courts solicitations and to make our procurement process more responsive and business friendly, Bidders may provide comments and suggestions regarding this solicitation by utilizing the Intent to Bid under the Submission section of the solicitation.

The sole point of contact for this solicitation is the Procurement Officer. Bidders are specifically directed NOT to contact any other Maryland Judiciary personnel or its contracted consultants for meetings, conferences, or discussions that are specifically related to this IFB at any time prior to any award and execution of a contract. Unauthorized contact with any Maryland Judiciary personnel or the Maryland Judiciary’s contracted consultants may be cause for rejection of the Bidder’s bid.

Unless otherwise stated in this solicitation, the Maryland Judiciary's Procurement Portal will be the sole method of communication during all phases of the solicitation and award process. We encourage Bidders to whitelist emails from the Procurement Portal to ensure relevant emails are not blocked and/or marked as spam. Additionally, Bidders are strongly encouraged to access the Procurement Portal on a regular basis to view and respond to relevant communications.

Minority Business Enterprises (MBE) and Veteran-owned Small Business Enterprises (VSBE) are encouraged to respond to this Invitation for Bids.

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KEY INFORMATION SUMMARY SHEET

Invitation for Bids (IFB)

Fire Suppression Preventative/Fire Prevention Maintenance Services

Solicitation No. K24-0089-29

IFB Issue Date: April 16, 2024

IFB Issuing Office: Procurement, Contract and Grant Administration

Procurement Officer: Joeshia Brawner Maryland Judiciary, Administrative Office of the Courts Department of Procurement, Contract and Grant Administration

187 Harry S. Truman Parkway Annapolis, MD 21401 410-260-2556 Joeshia.brawner@mdcourts.gov

Bid Submission: Submissions are exclusively accepted electronically via the Procurement Portal.

Important Events: Refer to the project details and important events on the Procurement Portal for the date and time of the pre-proposal conference (as applicable), site visit(s) (as applicable), deadline for questions, and solicitation closing date & time.

Contract Term: One (1) year base period from 06/01/2024 to 05/31/2025 with the AOC retaining the sole right to exercise three (3) one-year renewal options at its discretion.

mailto:Joeshia.brawner@mdcourts.gov https://www.mdcourts.gov/procurementportal

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TABLE OF CONTENTS

SECTION I. GENERAL INFORMATION

A. PURPOSE

B. ABBREVIATIONS AND DEFINITIONS

C. PROCUREMENT OFFICER

D. CONTRACT MANAGER

E. BID OPENING

F. DURATION OF BID

G. REVISIONS TO THE IFB

H. CANCELLATIONS

I. PROTESTS/DISPUTES

J. MULTIPLE OR ALTERNATE BIDS

K. ARREARAGES

L. VERIFICATION OF REGISTRATION AND TAX PAYMENT

M. FALSE STATEMENTS

N. PRESS RELEASES

O. PAYMENTS TO SUCCESSFUL BIDDER

P. NON-DISCLOSURE AGREEMENT

Q. DAMAGE TO STATE AND PERSONAL PROPERTY

R. BIDDER SECURITY REQUIREMENTS

S. ACCESS TO AOC INFORMATION TECHNOLOGY SYSTEMS

T. ACCESS AND BACKGROUND CHECKS

U. REQUIRED POLICIES, GUIDELINES, AND METHODOLOGIES

V. SUBSTITUTION OF PERSONNEL

W. END OF CONTRACT TRANSITION

SECTION II. INSTRUCTIONS TO BIDDERS

A. CONTRACT TYPE

B. PROCUREMENT METHOD

C. AWARD BASIS

D. PRE-BID CONFERENCE

E. QUESTIONS

F. BID CLOSING DATE & TIME

G. INCURRED EXPENSES

H. ECONOMY OF PREPARATION

I. PUBLIC ACCESS TO JUDICIAL RECORDS

J. BIDDER RESPONSIBILITIES

K. ACCEPTANCE OF TERMS & CONDITIONS

L. ACCEPTANCE OF SERVICES

M. DIVERSITY & OUTREACH PROGRAMS

N. INSURANCE

O. BID/PROPOSAL AFFIDAVIT

P. CONTRACT AFFIDAVIT

SECTION III. SCOPE OF WORK

A. SUMMARY

B. BACKGROUND INFORMATION

C. BIDDER MINIMUM QUALIFICATIONS

D. SCOPE OF WORK

SECTION IV. BID SUBMISSION

A. BID SUBMISSION

B. BID SUBMITTALS

C. EVIDENCE OF BIDDER RESPONSIBILITY

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ATTACHMENTS

Attachment A – Standard Contract Agreement Sample Attachment B – Bid/Proposal Affidavit Attachment C – Contract Affidavit Sample Attachment E – Bid/Price Proposal Form Attachment E1 – Bid/Price Proposal Workbook Attachment F – Non-Disclosure Agreement Sample Attachment L – Bidder/Offeror Profile Attachment M – Bidder/Offeror Experience

Attachment 1 – Fire Suppression System Package

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SECTION I. GENERAL INFORMATION

A. PURPOSE

The Administrative Office of the Courts (AOC) issues this Invitation for Bids (IFB) on behalf of Judicial Information Systems (JIS) to furnish all labor, materials, and equipment to accomplish preventative/fire prevention maintenance of the FM200 Fire Suppression System located at 189 Harry S. Truman Parkway, Annapolis, MD 21401.

B. ABBREVIATIONS AND DEFINITIONS

For this IFB, the following abbreviations or terms have the meanings indicated below:

1. AOC – Administrative Office of the Courts.

2. Bidder – An entity that submits a bid in response to this solicitation.

3. Contract – A formal, written agreement entered into by the Judiciary for the provision of materials, supplies, and/or services. A Contract sample is attached to this solicitation as Attachment A.

4. Contract Manager – The AOC representative that serves as the technical manager for the resulting contract. The Contract Manager monitors the daily activities of the contract and provides technical guidance to the Successful Bidder.

5. Diversity & Outreach Programs – Judiciary Program established to encourage and increase participation in Judiciary procurement by underrepresented or disadvantaged groups. The Program includes Minority Business Enterprises (MBE) and Veteran-owned Small Business Enterprises

(VSBE).

6. eMMA – eMaryland Marketplace Advantage online procurement platform used to connect the supplier community with contracting opportunities from within the state, county, and local government entities.

7. IFB – Invitation for Bids

8. Local Time – Time in the Eastern Time Zone.

9. MBE – Minority Business Enterprise means any legal entity, other than a joint venture, organized to engage in commercial transactions, that is at least 51 percent owned and controlled by one or more individuals who are in a minority group (African American, Native American, Hispanic, women, or the physically or mentally disabled) that is socially and economically disadvantaged, and managed and operated by one or more of the socially and economically disadvantaged individuals who own it, and is so certified by the Maryland Department of Transportation.

10. Procurement Officer – The AOC representative responsible for this solicitation, for the determination of contract scope issues, and the only AOC representative who can authorize changes to the contract.

11. Procurement Portal – Strategic sourcing software allowing the Judiciary to receive and evaluate bids and proposals electronically.

12. Successful Bidder – The awarded Bidder.

13. VSBE - Veteran-owned Small Business Enterprise means any legal entity that meets the requirements set by the United States Small Business Administration, that is organized to engage in commercial transactions, and is at least 51 percent owned and controlled by one or more individuals who are Veterans, and who manage the operations of the business, and is so designated in eMMA.

C. PROCUREMENT OFFICER

The sole point of contact in the AOC for purposes of this IFB is the Procurement Officer noted on the Key Information Summary Sheet. The AOC may change the Procurement Officer at any time by written notice.

Only information communicated by the Procurement Officer shall be deemed the official position of the AOC. No other State of Maryland or AOC employee, official, or representative has the authority to change the requirements of this solicitation. Attempts by the Bidder to circumvent this procedure in any manner may be grounds for disqualification.

D. CONTRACT MANAGER

The Contract Manager for post-award activities will be disclosed to the Successful Bidder. The AOC may change the Contract Manager at any time by written notice to the Successful Bidder.

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E. BID OPENING

The Procurement Officer shall hold all bids and modifications in a secure place until the closing date, after which time the bids will be opened in the presence of at least one other AOC employee.

F. DURATION OF BID

Bids submitted in response to this IFB shall be valid and irrevocable for 90 days following the closing date for this IFB. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

G. REVISIONS TO THE IFB

1. The AOC reserves the right to amend this IFB at any time prior to the bid closing date and time. If the IFB is revised prior to the bid closing date and time, the AOC shall post any addenda to the IFB on the Procurement Portal, eMaryland Marketplace Advantage (eMMA), and shall attempt to provide such addenda to all prospective Bidders that received the IFB or are otherwise known by the Procurement Officers to have obtained this IFB. It remains the responsibility of all prospective Bidders to review the Procurement Portal for any addenda issued prior to the submission of bids.

2. If one (1) or more than one (1) addenda are issued to this IFB, Bidders shall acknowledge receipt of all addenda on the Procurement Portal.

3. Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, clarifications, or corrections set forth in the addendum, and may cause the bid to be rejected.

H. CANCELLATIONS

The AOC 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; or waive or permit cure of minor irregularities. Bidders, whose bids are not accepted, will be notified in writing.

I. PROTESTS/DISPUTES

Any protest or dispute related to this solicitation or the resulting Contract shall be subject to the provisions of the Judicial Branch Procurement Policy.

J. MULTIPLE OR ALTERNATE BIDS

Neither multiple nor alternate bids will be accepted.

K. ARREARAGES

By submitting a bid in response to this IFB, the Bidder shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract if selected for Contract award.

L. VERIFICATION OF REGISTRATION AND TAX PAYMENT

Before an entity can do business in the State of Maryland, it must be registered with the Department of Assessments and Taxation (SDAT), 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 the registration prior to the due date for receipt of bids. A Bidder’s failure to complete registration with SDAT may disqualify an otherwise Successful Bidder from final consideration and recommendation for Contract award.

https://www.egov.maryland.gov/businessexpress

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M. FALSE STATEMENTS

Bidders are advised that in connection with a procurement contract, a person may not willfully: Falsify, conceal, or suppress a material fact by any scheme or device; make a false or fraudulent statement or representation of a material fact; use a false writing or document that contains a false or fraudulent statement or entry of a material fact; or, aid or conspire with another person to commit any of these acts.

N. PRESS RELEASES

The Successful Bidder shall issue no press release to any publication, including newspapers and social media outlets, regarding work being conducted under the resulting contract from this IFB, or utilize the Maryland Judiciary brand mark in any marketing materials, without the express written consent of the AOC.

O. PAYMENTS TO SUCCESSFUL BIDDER

1. By submitting a response to this solicitation, the Bidder agrees to accept payments by electronic funds transfer unless the State Comptroller’s Office grants an exemption. The selected Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form. Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form and must include the business identification information as stated on the form and include the reason for the exemption. The COT/GAC X-10 form can be downloaded at: https://www.marylandtaxes.gov/forms/state-accounting/static-files/GADX10Form.pdf

2. Payments to the Successful Bidder shall be made not later than thirty (30) days after the acceptance of deliverables, and receipt of a proper invoice from the Bidder. Any charges of interest or the like for late payment are prohibited.

3. The AOC may consider adjustments to rates only upon submission of documented increases and decreases, not less than sixty (60) days prior to the expiration of each contract term; however, in no case will increases or decreases exceed the percentage increase in the Consumer Price Index for All Urban Customers (CPI-U) or Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W) as published by the Federal Government for the latest 12-month period.

P. NON-DISCLOSURE AGREEMENT

All Bidders are advised that if a contract is awarded as a result of this IFB, the Successful Bidder shall be required to complete a Non-Disclosure Agreement. A sample of this Agreement is included for informational purposes as Attachment F of this IFB. This signed Agreement must be provided with the Successful Bidder’s signed Contract.

Q. DAMAGE TO STATE AND PERSONAL PROPERTY

1. The Bidder, their employees, subcontractors, and agents shall be held directly responsible to repair, replace, or restore to its original condition, to the satisfaction of the AOC, curbs, roadway surfaces, wheel stops, shrubbery, trees, buildings, bollards, gates, light pole, sign poles or any other State-owned property which is damaged by the actions of the above-mentioned representatives.

2. The Bidder, their employees, subcontractors, and agents shall be held directly responsible for any damage caused by their action or inaction to privately-owned property and shall hold the State of Maryland harmless for such damages.

R. BIDDER SECURITY REQUIREMENTS

1. The Successful Bidder, and all Successful Bidder personnel and subcontractor personnel assigned to the Contract, must comply with all applicable federal and state laws, regulations, policies, and AOC policies and procedures for the duration of the contract.

2. The Successful Bidder must comply with the Judicial Information Systems (JIS) Information

Security Policy. The Information Security Policy closely aligns with guidelines published by the https://www.marylandtaxes.gov/forms/state-accounting/static-files/GADX10Form.pdf

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National Institute of Standards and Technology. The Information Security Policy is available online at: http://www.mdcourts.gov/procurement/index.html.

3. The AOC reserves the right to monitor all applicable computer and electronic equipment usage for compliance with its policies.

S. ACCESS TO AOC INFORMATION TECHNOLOGY SYSTEMS

1. The Successful Bidder’s personnel shall complete all required paperwork as directed for access to any AOC information systems.

2. The Successful Bidder shall ensure the list of authorized Bidder personnel is always maintained and accurate. The system access rights of Successful Bidder personnel must be updated no later than twenty-four (24) hours after notification of the change in status; therefore, the Successful Bidder shall immediately notify the Contract Manager and JIS Information Security of any termination of Successful Bidder personnel or if any approved Successful Bidder personnel no longer require access to an AOC system. The AOC security identification badge and all issued AOC assets must be immediately returned to the Contract Manager.

3. To ensure compliance with the JIS Information Security Policy, the approval, configuration, and monitoring of secured remote access into AOC systems will be processed by JIS staff. All remote connections that utilize a shared infrastructure must utilize encryption for transmission of data and authentication.

4. Any software used to meet the requirements of this solicitation, on any AOC system, must be included in the Bidder’s bid. Software must be assessed by JIS and approved by the JIS Chief Information Officer. At the discretion of JIS, proposed software may be determined to be a risk to system and information integrity security controls and therefore rejected. If software is to be used remotely, the Judiciary shall control the method of access to our network via Virtual Private Network (VPN), firewall configurations, and/or segregating remote machine access within our environment.

5. Bidders using an As-a-Service (e.g., infrastructure, software, platform, hardware) subservice hosting provider (e.g., Microsoft Azure, Amazon Web Services, Google Cloud Platform) must submit a current Service Organization Control (SOC) 2 Type II report, or equivalent (as determined by the AOC), for the subservice and for the As-a-Service service provider. A SOC 2 Type II report for the subservice alone does not meet the requirements of this solicitation.

T. ACCESS AND BACKGROUND CHECKS

1. Successful Bidder may be required to submit the following information for AOC engagements for Successful Bidder personnel, subcontractors, third-party resources, temporary employees, and training candidates:

a. Full Name.

b. Phone Number.

c. Personal/Private email with no connection to employer.

d. Emergency contact information

2. Site visits to any AOC location must be coordinated by AOC staff with the designated site personnel in advance of any visit.

3. Any Successful Bidder personnel working at AOC locations, or on AOC systems or projects, or who have access to AOC or State criminal data or systems, must be approved in writing by the Procurement Officer prior to beginning work.

4. All Successful Bidder personnel working on AOC premises, property, systems or projects, contracts, or who have access to AOC or State criminal data or systems, may be required to obtain a Criminal http://www.mdcourts.gov/procurement/index.html

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Justice Information System (CJIS) State and Federal criminal background check prior to beginning work. The AOC reserves the right to refuse to allow any Successful Bidder personnel to begin work based upon criminal records.

5. All Successful Bidder personnel assigned to work at AOC locations may be required to obtain an

AOC security identification badge prior to beginning work, and annually thereafter. The Successful Bidder is responsible for any fees that may be incurred for initial issuance of the badge and for any replacement.

6. The security identification badge shall always be displayed while on AOC premises. To verify identity, the Successful Bidder personnel shall be prepared to provide photo identification upon request by an AOC employee.

7. Successful Bidder personnel are required to immediately notify the Contract Manager, the

Administrative Official of the respective department or office or the Contract Manager, if their security identification badge is lost or stolen.

8. The Successful Bidder personnel must notify the Contract Manager and the Administrative Official of the respective department or office, within one (1) business day if any personnel have been arrested, indicted, served with a criminal summons, named in a peace or protective order, or named as a defendant in any civil case. The Successful Bidder personnel are also required to provide regular updated information regarding the status of any of these court actions.

9. The Contract Manager, in conjunction with the Chief of the Office of Security Administration and the Procurement Officer, may impose restrictive conditions in response to prior criminal convictions, pending criminal charges, or a violation of AOC procedures, including removal from the contract, and/or restricted access to AOC locations or systems.

10. In the event of a security incident or suspected security incident, the Successful Bidder personnel shall immediately notify the Contract Manager:

11. The Successful Bidder personnel shall cooperate fully in all security incident investigations.

12. During the contract, if necessary, for the delivery of goods and services, the Successful Bidder may be provided an AOC asset in the form of a cell phone, laptop, or other electronic device. All AOC devices are the property of the AOC and must be returned in working, acceptable condition at the contract’s conclusion. If said devices are not in working acceptable conditions, Successful Bidder may be responsible for the cost of said device(s). All devices must be regularly updated as specified by the manufacturer and JIS and must adhere to all confidentiality guidelines as provided by JIS and the AOC.

13. If the AOC determines that there is cause for the Successful Bidder’s work to be suspended, the

Successful Bidder shall take the following steps:

a. Immediately cease to represent itself as providing services to the AOC.

b. Deliver to the AOC: (a) a report describing the current state of the Deliverables provided by the Successful Bidder under this Agreement and any applicable Statements of Work outstanding as of the date of termination; (b) all AOC Confidential information in its possession or, at AOC’s option, destroy all such AOC Confidential information; and, (c) all work product to the AOC within seven (7) business days as of the date of termination. Work product includes, but is not limited to, works for hire and materials as described in §29.3.

c. The Successful Bidder is responsible for all AOC assets (including but not limited to, laptops, tablets, computers, cell phones, other portable electronic devices, accessories, and peripherals, etc.), that have been provided to the Successful Bidder at the AOC’s cost. All AOC issued assets are required to be surrendered to the AOC within five (5) business days

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3 Page 10 of the termination of services. Assets will be subject to evaluation and can include normal and expected wear and tear but must be functional and operable. Assets that do not meet this condition may be subject to additional charge to the Successful Bidder. Successful Bidder shall be liable to the AOC for all assets not surrendered.

U. REQUIRED POLICIES, GUIDELINES, AND METHODOLOGIES

The Bidder shall be required to comply with all applicable laws, regulations, policies, standards and guidelines affecting information technology projects, which may be created or changed periodically by the AOC. The Bidder shall adhere to and remain abreast of current, new, and revised laws, regulations, policies, standards and guidelines affecting project execution. These may include, but are not limited to:

1. A System Development Life Cycle (SDLC) methodology and framework based on best practices and industry standards, such as the incremental waterfall methodology, and the agile software development framework.

2. The Administrative Office of the Courts Judicial Information Systems Security Policy.

V. SUBSTITUTION OF PERSONNEL

1. Successful Bidder personnel may not be removed from working under the Contract without the express written approval of the Contract Manager, or designee, and shall be subject to the same requirements set forth in Access and Background Check Section of this IFB.

2. The Contract Manager may direct the Successful Bidder to replace any Successful Bidder personnel who, in the sole discretion of the Contract Manager, are perceived as being unqualified, non-productive, unable to fully perform the job duties, disruptive, or known, or reasonably believed, to have committed a major infraction(s) of law, AOC policies, or Contract requirements.

W. END OF CONTRACT TRANSITION

1. The Successful Bidder recognizes that the services under this Contract are vital to the AOC and must be continued without interruption and that, upon Contract expiration, a successor, either the AOC or another contractor, may continue them. The Successful Bidder shall:

a. Furnish phase-in training; and

b. Exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor.

2. The Successful Bidder shall, upon written notice, (1) furnish phase-in, phase-out services for up to 90 days after the Contract expires and (2) coordinate in good faith a plan with the successor and Contract Manager to determine the nature and extent of phase-in, phase-out services required.

a. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan and shall be subject to the Contract Manager’s approval.

b. The Successful Bidder shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by the Contract are maintained at the required level of proficiency.

END OF SECTION I.

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SECTION II. INSTRUCTIONS TO BIDDERS

A. CONTRACT TYPE

The Contract that results from this IFB shall be based on Fixed Price for annual fire suppression preventative maintenance, and Time & Materials for any repair services.

B. PROCUREMENT METHOD

The Contract resulting from this IFB shall be awarded in accordance with the Invitation for Bids (IFB) process under the Judicial Branch Procurement Policy.

C. AWARD BASIS

After obtaining all required approvals, a contract shall be awarded to the responsive and responsible Bidder(s) submitting the most favorable bid. The AOC intends to make a single award under this IFB.

D. PRE-BID CONFERENCE

1. A Pre-bid Conference and site visit (as applicable) may be held on the date and time, and at the location (i.e., virtual or on-premises) indicated in the project details and important events sections of the solicitation on the Procurement Portal.

a. If the Pre-Bid Conference is to be held on-premises, Offerors are encouraged to bring a copy of this IFB and a business card to help facilitate a more efficient sign-in process. To ensure adequate seating and other accommodations at the Pre-bid Conference, please email the Pre-bid/proposal Conference Response Form (Attachment D) to the attention of the Procurement Officer no later than one (1) business day prior to the scheduled Pre-bid Conference date and time.

b. If the Pre-proposal Conference will be held virtually, Offerors shall register using the registration link located in the important events section of the solicitation on the Procurement Portal.

2. MBE & VSBE subcontractors are encouraged to attend the Pre-bid Conference to solicit their services to potential Bidders.

3. If there is a need for sign language interpretation or other special accommodations due to a disability, please notify the Procurement Officer at least five (5) business days prior to the Pre-bid Conference.

The AOC will make a reasonable effort to provide such special accommodations.

E. QUESTIONS

1. Bidders shall direct all communication regarding this IFB to the Procurement Officer. Submit questions to the Procurement Officer through the opportunity Q&A section on the Procurement Portal, no later than the date indicated on the solicitation.

2. The Procurement Officer, based on the availability of time to research and communicate, shall answer questions at their discretion prior to the bid closing date.

3. Answers to all substantive questions that are not clearly specific only to one (1) Bidder will be answered via Addenda and will be furnished to all potential Bidders known to have received the IFB as posted on the Procurement Portal and on eMMA.

4. The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the AOC unless issued in writing as an addendum.

F. BID CLOSING DATE & TIME

1. Bids must be received through the Procurement Portal not later than the date and time indicated on the solicitation. Bidders shall allow sufficient time to complete the submission process on the Procurement Portal. Untimely bids will not be considered.

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2. Bids may be modified or withdrawn by the Bidder through the Procurement Portal any time before the date and time set forth in the solicitation.

3. Unless specifically requested, bids not submitted electronically through the Procurement Portal will not be accepted.

G. INCURRED EXPENSES

The AOC will not be responsible for any costs incurred by a Bidder in preparing and submitting a bid in response to this IFB.

H. ECONOMY OF PREPARATION

Bids shall be prepared simply and economically providing a straightforward, concise description of the Bidder’s ability to meet the requirements of this IFB.

I. PUBLIC ACCESS TO JUDICIAL RECORDS

1. Bidders shall specifically identify those portions of its bid that it considers confidential, proprietary commercial information, or trade secrets and provide justification why such materials, upon request, shall not be disclosed by the AOC under Title 16, Chapter 900 of the Maryland Rules.

2. The inspection of Judiciary procurement documents shall be governed exclusively by the Judicial

Branch Procurement Policy. Procurement documents are presumed to be open to the public for inspection, except as otherwise provided by the Judicial Branch Procurement Policy.

J. BIDDER RESPONSIBILITIES

1. Bidders shall be responsible for all goods and/or services and requirements set forth in this IFB including the contract performance of any subcontractor participation.

2. All subcontractors must be identified and a complete description of their role relative to the bid must be included in the Bidder’s bid. If the Successful Bidder requires the use of a subcontractor during the life of the Contract that was not identified in the bid or the role of an identified subcontractor otherwise changes, the Successful Bidder shall obtain approval from the Contract Manager. If applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) shall be identified as provided in the appropriate MBE/VSBE forms attached to this IFB.

3. If a Bidder that seeks to perform or provide the services required by this IFB is the subsidiary of another entity, all information submitted by the Bidder such as, but not limited to, references and financial reports, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s bid must contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization consents to the terms of the IFB and will guarantee the performance of the subsidiary.

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 qualification of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. The Bidder will be evaluated on the extent to which the AOC 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

AOC.

5. The Successful Bidder will be required to follow all current Judiciary protocols referencing pandemic flu or other infectious diseases including, but not limited to, proof of vaccination, producing negative COVID tests, completing/passing an initial screening questionnaire, non-contact temperature taking, the wearing of personal protective equipment (e.g., face mask), and practicing appropriate social

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K. ACCEPTANCE OF TERMS & CONDITIONS

1. 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 Standard Contract Agreement Sample attached hereto as Attachment A.

2. A bid that takes exception to these terms and conditions may be rejected.

3. 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.

L. ACCEPTANCE OF SERVICES

1. The Contract Manager or his/her designated representative has sole authority to determine the acceptable level of service.

2. When the Contact Manager or his/her designee determines that the Successful Bidder service is unsatisfactory, the Successful Bidder shall return to the site at the request of the AOC, or an authorized designee, and resolve the issue at no additional cost to the AOC.

M. DIVERSITY & OUTREACH PROGRAMS

The objective of the Diversity & Outreach Programs is to encourage and increase participation in AOC procurements by Minority Business Enterprises (MBE) and Veteran-owned Small Business Enterprises

(VSBE).

1. Minority Business Enterprise

MBEs are encouraged to respond to this solicitation notice as Prime Contractors. In order to participate as an MBE in AOC procurements, MBEs must be certified by the Maryland Department of Transportation (MDOT). Additional information regarding certification can be located on the MDOT Website: https://www.mdot.maryland.gov/tso/Pages/Index.aspx?PageId=90

a. There is no MBE goal established for this solicitation.

2. Veteran-owned Small Business Enterprise

VSBEs are encouraged to respond to this solicitation notice as Prime Contractors. VSBEs must complete three (3) steps: Supplier Registration, Veteran Verification, and VSBE Certification. These steps are outlined by the State of Maryland VSBE program. Additional information regarding certification can be located at: https://gomdsmallbiz.maryland.gov/Pages/VSBE-Program.aspx

a. There is no VSBE goal established for this solicitation.

N. INSURANCE

1. The Successful Bidder shall maintain, at minimum, the insurance coverages outlined in this section, or any minimum requirements established by law, if higher, for the duration of the contract including option periods, if exercised. Evidence that the required insurance coverage has been obtained may be provided by Certificates of Insurance duly issued and certified by the insurance company or companies furnishing such insurance.

2. All insurance policies shall be endorsed to provide that the insurance carrier will be responsible for providing immediate notice to the AOC in the event of cancellation or restriction of the insurance policy by either the insurance carrier or the Successful Bidder, at least sixty (60) days prior to any https://www.mdot.maryland.gov/tso/Pages/Index.aspx?PageId=90 https://gomdsmallbiz.maryland.gov/Pages/VSBE-Program.aspx

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3 Page 14 such cancellation or restriction. All insurance policies shall name as an additional insured the Maryland Administrative Office of the Courts.

3. The requiring of any and all insurance as set forth in this IFB, or elsewhere, shall be in addition to and not in any way in substitution for all the other protection provided under the Contract for acceptance and/or approval of any insurance by the Procurement Officer, and shall not be construed as relieving or excusing the Successful Bidder from any liability or obligation imposed upon it by the provisions of the Contract.

4. The following type(s) of insurance and minimum amount(s) of coverage are required and may be satisfied by either individual policies or a combination of individual policies and an umbrella policy:

a. Commercial General Liability

(1) $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury, and $2,000,000 annual aggregate.

(2) A combined single limit per occurrence of $2,000,000 is acceptable.

b. Worker’s Compensation

(1) $500,000 each accident.

(2) $500,000 each disease for each employee.

(3) $500,000 each disease per policy limit.

(4) Coverage must be valid in all states where work is performed.

c. The AOC reserves the right to modify, or remove in its entirety, any of the required coverages when in the best interest of the AOC.

5. The insurance required above shall provide adequate protection for the Successful Bidder against claims which may arise from the Contract, whether such claims arise from operations performed by the Successful Bidder or by anyone directly or indirectly employed by the Successful Bidder, and against any special hazards which may be encountered in the performance of the Contract. In addition, all policies required must not exclude coverage for equipment while rented to others.

6. If any of the work under the Contract is subcontracted, the Successful Bidder shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Procurement Officer with the same documentation as is required of the Successful Bidder.

O. BID/PROPOSAL AFFIDAVIT

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

P. 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 sample of this Affidavit is included for informational purposes as Attachment C of this IFB. This Affidavit must be provided within five (5) business days of notification of proposed Contract award.

END OF SECTION II.

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SECTION III. SCOPE OF WORK

A. SUMMARY

The Administrative Office of the Courts (AOC) is seeking bids from prospective Bidders furnish all labor, materials, and equipment to accomplish preventative/fire prevention maintenance of the FM200 Fire Suppression System located at 189 Harry S. Truman Parkway, Annapolis, MD 21401.

B. BACKGROUND INFORMATION

The Judicial Information Services (JIS) is assuming the responsibility of the annual preventative/fire prevention maintenance services from the Landlord of 189 Harry S. Truman Parkway, Annapolis, MD 21401.

The requested fire suppression maintenance is for the following locations within the building:

1. Network Room – 307

2. Network Electrical Room – 330

3. Technician Office – 305

4. Secure Hallway – 306

5. Print/Mail Room – 308

The system was activated in May 2023, and Attachment 1 – Fire Suppression System Package includes comprehensive details of the installed system.

C. BIDDER MINIMUM QUALIFICATIONS

1. Bidder shall have at least three (3) years’ experience providing services of a similar size and scope.

2. Bidder shall be an authorized dealer or distributor of Janus Fire Systems.

3. Bidder technicians shall possess, at minimum, and maintain through the life of the Contract, the following certifications:

a. National Institute for Certification in Engineering Technologies (NICET) certification in

Special Hazard Systems, Level II.

D. SCOPE OF WORK

1. General

a. Bidder technicians must wear identification, including a name tag and clothing identifying the Bidder’s company name.

b. All services shall be provided by certified technicians meeting the requirements of Section III.C. of this RFP. Non-certified technicians (i.e., helpers) shall not perform any services without supervision from a certified technician.

c. All goods and/or service shall comply with local, state, and federal regulations, including, but not limited to, applicable OSHA regulations in effect at the time commodities are shipped and/or the service is performed. Material Safety Data Sheets (MSDS) are required in accordance with applicable regulations. Material Safety Data Sheets must be left on site immediately after commodities and/or services have been provided.

d. Bidder provided preventative maintenance must satisfy the manufacturer’s requirements for maintaining warranty coverage and adhere to the manufacturer’s maintenance schedule and procedures for preventative maintenance and repair services.

e. The Bidder shall, prior to commencing work, thoroughly examine and become familiar with the system(s) and associated facilities to ensure the service can be completed in an orderly, safe manner.

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f. The Bidder shall always maintain a safe work environment. The Bidder shall report immediately to the Contract Manager the existence of unsafe condition(s) which may compromise the performance of service. The Bidder shall take all necessary precautions and shall properly maintain, at all times, all necessary facility safeguards for human protection.

g. All technicians shall complete a service tag/sticker and attach it to the serviced equipment after completion of the services. The service tag/sticker shall be used to document the date serviced, name of the technician(s), and description of the service(s) performed. The service tag/sticker must contain adequate space to document future repairs. The technician shall not place the new service tag over preexisting service tags, including tags that have previous history and repairs.

h. The AOC shall not be responsible for payment for unauthorized work performed under this

Contract or for any work performed by the Contractor that is not initially authorized.

i. During the life of the Contract, the AOC may add or remove equipment. The Bidder shall anticipate that any removal of equipment will be accompanied by an addition of equipment (i.e., equipment swap).

j. The AOC reserves the right to obtain materials and services outside of this Contract, and to utilize and information provided through this Contract to support outside materials and services.

2. Preventative Maintenance

a. Bidder shall provide all parts and labor for preventative maintenance during normal business hours, Monday through Friday, 8:00AM to 4:30PM EDT.

(1) Bidder shall provide a minimum two (2) business days’ notice to the Contract

Manager prior to performing inspection(s).

b. Bidder shall inspect, service, test, and maintain the fire suppression system in accordance with NFPA 2001, 2022 edition, Standard on Clean Agent Fire Extinguishing Systems.

(1) Bidder is not responsible for the monthly inspections. However, Bidder shall provide a one-time training to the AOC on how to perform monthly self-inspections including, but not limited to, the following:

i Operable range for pressure gauges.

ii Releasing panel is powered, and is free of supervisory, trouble, or alarm conditions.

iii Any other recommended inspection items.

c. Bidder shall identify and advise the Contract Manager of any additional repair(s) or maintenance work that may be required or recommended to maintain the efficient operation and extend the life of the equipment.

3. Service Calls & Response Time

a. The Bidder shall complete work during any service call to prevent follow-up work. If follow-up work is required, including improper repairs, installation, or substandard parts, the AOC shall not be charged. If the services cannot be completed during regular business hours, the Bidder shall make a temporary repair. The Bidder will be allowed to finish the repair during regular business hours.

b. Bidder shall maintain a telephone answering system that allows the Contract Manager to make service requests on twenty-four (24) hours a day, seven (7) days a week basis.

c. Emergency Service

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(1) Bidder shall provide a guaranteed four (4) hour on-site emergency response seven

(7) days a week for twenty-four (24) hours day. Emergency service calls are outside normal business hours, Monday-Friday, 8:00AM to 4:30PM EDT, including weekends and holidays.

(2) While all work must be pre-authorized and approved via written work order by the Contract Manager following receipt of a written estimate or quote, if the Contract Manager deems the repair an emergency repair, this requirement may be waived by the Contract Manager.

(3) Service level agreement for emergency services include the following:

i When an emergency call is placed by the Contract Manager, Bidder personnel must report to site within four (4) hours of notification.

ii In the event of an emergency service call, pre-authorization and approval may not be required. If overtime hours are required to complete work, the Bidder must receive approval from the Contract Manager prior to commencement of work. The AOC reserves the right to request that the Bidder receive written approval prior to commencement of work.

iii Bidder must resolve any operating issues and return the equipment to standard operational status as soon as possible.

iv Bidder must provide a detailed service report after the work is completed.

v Bidder must provide a detailed and timely invoice for emergency service work.

vi Any shutdown of service and/or utilities must be approved and scheduled with the Contract Manager.

d. Non-Emergency Service

(1) Bidder shall provide non-emergency service during normal business hours, Monday-

Friday, 8:00AM to 4:30PM EDT.

(2) Any non-emergency work performed beyond the standard preventive maintenance must be pre-authorized and approved via written work order by the Contract Manager following receipt of a written estimate or quote.

e. Actuation of Fire Suppression System

(1) In the event of the actuation of the fire suppression system, the Bidder shall furnish service personnel to inspect installation, and to recommend to the Contract Manager the reconditioning and/or replacement of equipment necessary to return the system to its original operational condition.

4. Materials

a. All materials must be new original equipment manufacturer (OEM), unused, the latest improved models in current production, and, if applicable, include all product information and manufacturer’s warranties. In the event the Bidder is unable to source OEM parts, the furnished materials must meet or exceed the manufacturer’s original equipment specifications.

b. Any materials provided by the Bidder are provided only on a straight pass-through basis. No additional fees or markups shall be allowed. The Bidder shall provide all invoices for materials. The AOC will not pay for unused materials and will not accept unused materials for delivery. The AOC reserves the right to request the current price sheet(s) for materials from the Bidder’s supplier.

c. Bidders are not eligible to purchase materials using the Maryland Judiciary’s exemption from sales and use tax.

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d. Bidder shall maintain a reasonable supply of common materials/parts for the fire suppression system to allow timely repairs. For uncommon material/parts, Bidders shall have an existing supply chain for the acquisition of materials/parts for timely repair with minimal downtime.

5. Tools & Housekeeping

a. Bidder shall supply their own tools including, but not limited to, ladders, vacuum cleaners, extension cords, power tools, test equipment, etc. The AOC will not provide any tools or supplies.

b. Bidder shall remove all trash, boxes, and other items related to the installation, and provide overall clean-up of the work area. Dumpsters are not available.

6. Warranty

a. Bidder shall provide a ninety (90) day warranty on all labor and materials from the date of acceptance of services, or the manufacturer’s warranty, whichever provides the longest duration of coverage.

b. Bidder shall provide all manufacturer warranty documents upon completion of services.

c. If new equipment or parts are installed by the Bidder fails during the warranty period, the

Bidder shall be responsible for coordinating the warranty repair with the manufacturer. The AOC shall not be responsible for any additional costs to repair new equipment or parts that…