KEFURN27R Furnace replacement at SHA Chestertown.pdf

SHA Turf Maintenance Solicitation #: KEFURN27R IFB Document

IFB for MDOT SHA Chestertown Shop Page 1 of 22

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION STATE HIGHWAY

ADMINISTRATION

(MDOT SHA)

INVITATION FOR BIDS (IFB)

Carpet replacement at MDOT SHA Chestertown Shop

IFB NUMBER KEFURN27R

ISSUE DATE: 07/24/2026

A Prospective Bidder that has received this document from a source other than eMaryland Marketplace Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/ https://procurement.maryland.gov/ https://emma.maryland.gov/

IFB for MDOT SHA Chestertown Shop Page 2 of 22

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Furnace replacement at MDOT SHA Chestertown Shop

Solicitation Number:

KEFURN27R

IFB Issue Date: 07/24/2026

IFB Issuing Office:

Maryland Department of Transportation, State Highway Administration, Chestertown Shop

Procurement Officer:

Teresea Edwards 615 Morgnec Rd Chestertown, MD 21620

Email:

Phone Number:

TEdwards2@mdot.maryland.gov 410-778-0818

Bids are to be sent to:

eMMA Upload

No Bid Notice Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid Conference:

There is no Pre-Bid conference

Scheduled Site Visit

Optional: it does not affect SHA’s evaluation of the bids, but may help you better understand what you’re bidding on.

Questions Due Date and Time:

08/13/2026 at 1PM

Bid Due (Closing) Date and Time:

08/14/2026, 1PM, Microsoft Teams information below Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor Feedback Form).

IFB for MDOT SHA Chestertown Shop Page 3 of 22

Public Bid Opening Date, Time, and Location

8/14/2026 at 1PM Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2438606399974 39?p=FspUOKX7zBpjLMh2Tt

Meeting ID: 243 860 639 997 439

Passcode: 2rE7uP97

Need help? | System reference

Dial in by phone

+1 667-262-2962,,63472184# United States, Baltimore

Find a local number

Phone conference ID: 634 721 84#

MBE or DBE Subcontracting Goal:

N/A

VSBE

Subcontracting Goal:

N/A

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids:

Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date. If there is no written notice, the most current bid will be used.

Contract Type: Firm fixed price per defined quantity.

Contract Duration:

2 months

Primary Place of Performance:

MDOT SHA 615 Morgnec Rd, Chestertown, MD 21620 https://teams.microsoft.com/meet/243860639997439?p=FspUOKX7zBpjLMh2Tt https://teams.microsoft.com/meet/243860639997439?p=FspUOKX7zBpjLMh2Tt https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzlhNzExMDctZmY1ZS00ZjBkLTg4ZTQtOTNlOTA2YTJkYTY3%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%22a50dd5e7-31f0-4b3a-950f-d2e7e204602d%22%7d tel:+16672622962,,63472184 https://dialin.teams.cloud.microsoft/bf475622-ba25-438e-9483-abd330e2c794?id=63472184

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SBR Designation: No

Federal Funding: No

Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.2.1 Project Goals

2.2.2 State Staff and Roles

2.2.3 Other State Responsibilities ......................................... Error! Bookmark not defined.

2.3 Contractor Responsibilities and Tasks

2.4 Supplemental Category of Work Requirements and Responsibilities ...... Error! Bookmark not defined.

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.3.1 Invoice Submission Schedule

3.3.2 Deliverable Invoicing

3.3.3 Labor Hour/Time and Materials Invoicing

3.3.4 Travel Reimbursement

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

3.4.2 Liquidated Damages other than MBE

3.4.3 Problem Escalation Procedure

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

3.10.2 Non-Disclosure Agreement (Contractor)

3.11 Maryland Healthy Working Families Act Requirements

IFB for MDOT SHA Chestertown Shop Page 5 of 22

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and Services (EPPs)

3.13 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

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

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

IFB for MDOT SHA Chestertown Shop Page 6 of 22

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

1.1.1 5 years of experience.

1.1.2 50%+ of the labor must be done by yourself and/or your W-2 employees. You can subcontract a specialty trade like electrical, but cannot subcontract or use 1099 independent contractors for the entire project.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

IFB for MDOT SHA Chestertown Shop Page 7 of 22

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 SHA Chestertown Shop is currently soliciting furnace replacement services for their facility located at 615 Morgnec Rd, Chestertown, Maryland 21620. BULDING C

TEAM LEADER BAY 7

2.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.1.3 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

2.1.4 A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background and Purpose

The carpet is old, worn out, and needs to be replaced.

Optional: All bidders are requested to visit the location and familiarize themselves with the local conditions affecting the cost of work. To schedule an appointment (optional) please contact Harold T. Jones at 410-778-0818 between the hours of 7:00 A.M. and 3:00 P.M.

Project Goals:

Mow the yard.

2.2.1 State Staff and Roles

A. SHA shall provide the contractor with a tentative schedule as stated in the section above.

B. SHA shall provide access to the locked / gated / back yard between 7AM and 2:30PM.

The gate locks at 3PM.

2.3 Contractor Responsibilities and Tasks

2.3.1 Upon contract award and approval, the successful contractor will be notified as to when to begin work, with a starting point and contact representative provided.. Work may be postponed due to inclement weather conditions.

I. 2.3.2 WORK SCOPE

A. General: This scope of work for replacing the existing Jackson Church ceiling-hung oil furnace (OL-350) with a new oil furnace that meets the specified requirements. The new furnace will be installed with necessary ductwork, electrical, and oil supply connections.

B. Work Items:

1. Inspect the condition of the oil supply line, electrical connections, and ductwork for wear, damage, or signs of leakage, Check that the ceiling structure can support the new furnace, ensuring it meets the installation weight and dimensional requirements, evaluate the existing ductwork to confirm it can handle the air

IFB for MDOT SHA Chestertown Shop Page 8 of 22 supply of 6,000 CFM from the new furnace, any damage or wear in the ductwork should be addressed or noted before proceeding with the installation.

2. Safely disconnect and remove the old oil furnace, including the oil supply line, electrical wiring, and exhaust connections, and remove and reinstall supply duct below the existing heater, dispose of the old furnace and any parts.

3. Remove Old Furnace safely disconnect and remove the old oil furnace, including the oil supply line, electrical wiring, and exhaust connections.

4. Existing wiring is 120V 20 amp circuit in panel VR1 Wiring may need to be upgrade depending on the new heaters specs.

5. Provide an Installer’s Workmanship Warranty.

C. Job Conditions And Requirements:

1. All work shall comply with all of the requirements of the 2024 Edition of the SHA Standard Specifications for Construction and Materials ( www.roads.maryland.gov ).

D. Safety and Protection:

1. The Contractor shall be entirely responsible for all safety on the job site and project premise, and shall comply with all applicable OSHA and MOSH and SHA requirements.

2. All necessary precautions and care shall be used to prevent accidental fire:

a. Furnish two fully charged and operable ABC fire extinguishers readily visible within 25 feet of operations. THIS WILL BE STRICTLY

ENFORCED.

E. Materials and Equipment:

1. The ‘Basis Of Design’ product TRAN 350,000 BTU, 6,000 CFM, 3450 RPM burner with stainless steel flame retention head, 81% steady-state efficiency

2. Oil Supply Line and Filter

3. Electrical Wiring, Connectors and New Disconnector

4. Duct Jacks, Supports, and Sealant

5. Flexible Duct Connector and Sealant

6. Tools and Equipment for Installation and Testing

I. EXECUTION

A. Installation of the New Furnace;

1. Position the New Furnace lift the new ceiling-hung oil furnace into place using appropriate lifting equipment and duct jacks.

2. Securely mount the furnace to the ceiling structure using brackets or supports as per the manufacturer’s guidelines.

3. Ensure the furnace is level and aligned with the existing ductwork and connections, and verify that it can be installed horizontally as required.

4. Replace existing disconnector. If needed (Current supply voltage is 120V 12ga, wiring may need upgrading).

5. Reconnect the power supply to the furnace, using a new disconnector ensuring proper electrical connections (120V) current power supply.

6. Check that the power connections are tight and safe, using proper wire size and strain relief.

http://www.roads.maryland.gov/

IFB for MDOT SHA Chestertown Shop Page 9 of 22

7. Reconnect the oil supply line to the new furnace, ensuring all connections are tight and leak-free. If necessary, replace or upgrade any damaged or worn oil lines and install a new fuel filter.

8. Make Duct Connections using Flexible Duct Connector and Sealant to the existing ductwork, check for any issues such as leaks, damage, or inadequate sizing for the new furnace’s air supply.

9. Use duct jacks or appropriate supports to align and secure the ductwork to the furnace’s air outlets, ensuring a proper and leak-free seal.

10. Ensure that all connections are properly sealed to prevent any air loss, and check for any gaps or cracks in the ducts that could impair system performance.

B. Testing and Commissioning

1. Before powering up the new furnace, carefully check all oil line connections for leaks.

2. Ensure all oil fittings are secure and leak-free. Tighten connections as necessary.

3. Restore electrical power to the furnace and test the system, verifying that the furnace operates as intended.

4. Check the burner to ensure it operates at the specified 3450 RPM,

5. Ensure the two-stage fuel pump is delivering the correct fuel flow and pressure.

6. Observe the new furnace’s operation, looking for any unusual noises, vibrations, or signs of malfunction.

7. Check the performance of the twin blowers, confirming that they are delivering the required airflow (6,000 CFM) and are running smoothly.

8. Test the primary and secondary fan limit controls, ensuring they properly cycle the furnace and prevent overheating.

9. Verify the furnace’s efficiency is operating at the stated 81% steady-state efficiency.

10. Monitor all safety systems, including the primary safety relay, for proper operation.

11. Test the observation door and ensure that the removable service panels are easy to access for maintenance.

12. Confirm that all safety relays, fan limit controls, and overload protection systems are functioning correctly.

Close-Out:

1. Provide SHA staff with a basic understanding of the new furnace’s operation, safety features, and maintenance requirements.

2. Explain the function of the primary and secondary fan limit controls, safety relays, and observation door.

3. Ensure that the furnace warranty is registered with the manufacturer, and provide the client with warranty documentation and information on what is covered.

4. Properly dispose of or recycle the old furnace and any removed components according to local regulations, and cleanup work area.

IFB for MDOT SHA Chestertown Shop Page 10 of 22

5. Provide a one-year (1 year) Contractor’s Workmanship Warranty

6. Provide manufacture Commercial Application Warranty

I. TERMS AND CONDITIONS

A. Work Orders (reference to Standard Terms) B. Security Requirements (reference to Standard Terms) C. Insurance Requirement

IFB for MDOT SHA Chestertown Shop Page 11 of 22

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

3.2 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

3.3 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

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

A. Contractor name and address;

B. Remittance address;

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

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number; (maybe the same as the PO / BPO number)

H. State assigned (Blanket) Purchase Order number(s);

I. Goods or services provided;

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

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

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

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Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed, and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.3.1 Invoice Submission Schedule

The Contractor shall submit an invoice within one month of the completion of a work cycle.

3.3.2 Deliverable Invoicing

N/A

3.3.3 Labor Hour/Time and Materials Invoicing

N/A

1. Timesheet Reporting

N/A

2. Materials Reporting

N/A

3.3.4 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

Inapplicable because there is no MBE goal for this IFB.

3.4.2 Liquidated Damages other than MBE

N/A

3.4.3 Problem Escalation Procedure

N/A

3.5 Work Orders

N/A

3.6 Payments by Electronic Funds Transfer

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

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD X-10 form may be downloaded from the Comptroller’s website at:

https://www.marylandtaxes.gov/forms/state-accounting/static-files/GADX10Form.pdf

IFB for MDOT SHA Chestertown Shop Page 13 of 22

3.7 Prompt Payment Policy

Not applicable. This contract does not allow subcontracting.

3.8 Federal Funding Acknowledgement

Not applicable. This Contract does not contain federal funds.

3.9 Conflict of Interest Disclosure

The Bidder shall complete and sign the Conflict of Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid.

By submitting a Conflict of Interest Affidavit and Disclosure, the Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR 21.05.08.08.

Participation in Drafting of Specifications: Disqualifying Event: Bidders are advised that Md. Code Ann. State Finance and Procurement Article §13-212.1(a) provides generally that “an individual who assists an executive unit in the drafting of specifications, an invitation for bids, a request for proposals for a procurement, or the selection or award made in response to an invitation for bids or a request for proposals, or a person that employs the individual, may not: (1) submit a bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.” Any Bidder submitting a Bid in violation of this provision shall be classified as “not responsible.”

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

A Non-Disclosure Agreement (Bidder/Offeror) is not required for this procurement.

3.10.2 Non-Disclosure Agreement (Contractor)

A Non-Disclosure Agreement (Contractor) is not required for this procurement.

3.11 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

Employers who employ 15 or more employees are required to provide paid earned safe and sick leave. Employers with less than 15 employees are required to provide unpaid earned sick and safe leave.

Certain employees are exempt from the requirements of the law.

All employees whose primary work location is in Maryland are entitled to accrue sick and safe leave unless they are exempt from coverage under the law.

https://dllr.state.md.us/paidleave/

IFB for MDOT SHA Chestertown Shop Page 14 of 22

Leave accrues at the rate of one hour for every thirty hours that an employee works.

An employee is not entitled to accrue sick and safe leave during (1) a 2 week pay period in which the employee worked fewer than 24 total hours; (2) a 1 week pay period if the employee worked fewer than a combined total of 24 hours in the current and immediately preceding pay period; or

(3) a pay period in which the employee is paid twice per month and worked fewer than 26 hours in the pay period.

The leave hours provided for under the law are the minimum number of hours an employee is entitled to earn and accrue. An employer may provide more leave for its employees.

The Act preempts local paid sick and safe leave laws enacted on or after January 1, 2017.

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

3.13 Insurance Requirements

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

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

A. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one hundred thousand ($100,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

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

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

3.13.4 Subcontractor Insurance

Not applicable. This contract does not allow subcontracting.

https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid Conference (Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:

A. Submission of Bond documents determined by the State to require original signatures; or

B. Any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy.

Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract Monitor.

“Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions.

Electronic means includes e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g., https://procurement.maryland.gov), and electronic data interchange.

4.3 Pre-Bid Conference

N/A

4.4 Questions

All questions shall identify in the subject line the Solicitation Number and Title for this IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

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

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

4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/

IFB for MDOT SHA Chestertown Shop Page 16 of 22

21.05.02.10. Bids received after that date will not be considered. Requests for an extension of this date or time shall not be granted.

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

Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Proposal Notice/Vendor Feedback” form Attachment 1, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

4.6 Receipt, Opening and Recording of Bids

Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder.

Bids shall be opened publicly at the time, date and place designated in the Key Information Summary Sheet.

The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of Bid opening.

4.7 Duration of Bids

Bids submitted in response to this IFB are irrevocable for the latest of the following: 90 days following the Bid due date and time or the date any protest concerning this IFB is finally resolved.

This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

4.8 Revisions to the IFB

4.8.1 All revisions to the IFB before the due date for Bids will be published in an addendum to the IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this IFB or are otherwise known by the Procurement Officer to have obtained this IFB. It is the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

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

4.8.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

4.9 Cancellations

4.9.1 This IFB may be cancelled as provided in COMAR 21.06.02.02

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

4.9.3 In the event a government entity proposes and receives the recommendation for award, this procurement may be canceled, and the award processed in accordance with COMAR 21.01.03.01.A(4).

IFB for MDOT SHA Chestertown Shop Page 17 of 22

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

Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

4.10 Incurred Expenses

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

4.11 Protest/Disputes

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

4.12 Bidder Responsibilities

Not applicable. This section is for subcontractors and subsidiaries.

4.13 Acceptance of Terms and Conditions

By submitting a Bid in response to this IFB, the Bidder, if selected for award, is deemed to have accepted the terms and conditions of this IFB and the Contract, attached hereto as Exhibit 2 – Sample Contract. Any questions or exceptions to this IFB or the Contract must be submitted by the “Questions Due Date and Time” prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

4.14 Compliance with Laws/Arrearages

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

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

4.15 Verification of Registration and Tax Payment

Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

https://egov.maryland.gov/BusinessExpress/

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4.16 False Statements

Bidders are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as follows:

In connection with a procurement contract a person may not willfully:

A. Falsify, conceal, or suppress a material fact by any scheme or device;

B. Make a false or fraudulent statement or representation of a material fact;or C. Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under this section.

A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.

4.17 Confidentiality of Bids / Public Information Act Notice

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

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

For requests for information made under the PIA, the Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure. Nondisclosure is permissible only if approved by the Office of the Attorney General.

4.18 Use of Bidder’s Form Not Binding on State

The Bidder may not substitute, modify, or provide any other document in lieu of the documents provided with this Bid. Only those forms and documents provided with this solicitation and by the Procurement Officer will be considered acceptable as bid submission.

4.19 Attachments and Documents Required with the Bid (Table A) A Bidder shall include the following Attachments with its Bid as a single Bid Package:

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TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

B

The Price Form (as specified within eMMA) Do not alter this Price Form or the Bid may be determined to be not responsive.

The Price Form must be signed and dated, where requested, by an individual who is authorized to bind the Bidder to the prices entered on the Bid Form.

(See Appendix 2 for specific Price Form Instructions.)

I Conflict of Interest Affidavit and Disclosure

4.20 Bid Delivery Instructions

Bids shall only be accepted via the State’s internet-based electronic procurement system, eMMA.

Bidders shall provide their Bids in one submission through eMMA following the Quick Reference Guides (QRG) labeled “4 - eMMA QRG Responding to Solicitations (IFB)” for single envelope submissions.

4.21 Bid Evaluation Criteria and Award Basis

The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13. All Bids will be ranked from the lowest (most favorable) to the highest (least favorable) price based on the Total Bid Price as submitted in its Bid.

A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable Bid Price or most favorable evaluated Bid Price for providing the goods and services as specified in this IFB.

Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by SHA following any approvals of the Contract required by law or regulation.

4.22 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.23 Reciprocal Preference

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

https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/

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A. The Maryland resident business is a responsible Bidder;

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

C. The other state gives a preference to its resident businesses through law, policy, or practice; and

D. The preference does not conflict with a federal law or grant affecting the procurement Contract.

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

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

Upon receipt of a notification of recommendation for contract award, along with submitting the signed Contract (see Exhibit 2 - Sample Contract), the following documents shall be completed and submitted by the recommended awardee within ten (10) business days, unless otherwise directed by the Procurement Officer.

Click the link to download each required Attachment in the Table B below:

TABLE B - Documents Required upon Notice of Recommendation for Contract Award

Attachment Attachment Name

A Certificate(s) of Insurance

Workers Compensation Insurance & Automobile Insurance

B W-9 Request for Taxpayer Identification Number

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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5 IFB Appendices and Exhibits The Appendices and Exhibits listed below in Tables C and D are reference documents as needed to assist the bidders in preparing their bids in response to this solicitation. If a specific Appendix or Exhibit is not required for this solicitation, it is listed in the tables as “Not applicable” or “N/A”.

5.1 Appendices (Table C)

TABLE C - APPENDICES

Appendix # Appendix Name

1 N/A

2 Price Form Instructions

3 N/A

4 N/A

5 N/A

6 N/A

7 N/A

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5.2 Exhibits (Table D)

TABLE D - Exhibits

Exhibit # Exhibit Name

1 N/A

2 Sample Contract

3 N/A

2.3 Contractor Responsibilities and Tasks