MAA-MC-26-015 Janitorial Services Quality Control and Performance Program Pre Bid Meeting Notes.pdf

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MAA-MC-26-015 Janitorial Services Quality Control and Performance Program at BWI

Marshall Airport

Pre-Bid Meeting

Date: January 22, 2026

Time: 10:00AM (EST)

Place: Virtual via Microsoft Teams

Presenters:

Dan Guthrie – Acting Director, Office of Procurement Materials Management

Courtney Mahoney – Manager, Office of Custodial Services

Attendees:

Andy Chen – Elliott Affiliates Limited

Bob House – Elliott Affiliates Limited

Melvin Bittle

Patrice Echard – Q and A Consulting LLC

Patrick Sauer – Elliott Affiliates Limited

Patrick Trevino – TRAX Analytics

Tracy Davis – TRAX Analytics

Daniel Guthrie 00:00

Good morning. Let’s get started. I know that everyone has busy schedules and we appreciate everyone taking time this morning to attend the pre-bid meeting for MAA-MC-26-015. This is for the Janitorial

Services Quality Control and Performance Program over at BWI Marshall Airport. And we are glad to have everyone joining us here this morning. So, I will briefly introduce myself. My name is Dan

Guthrie. I'm the Acting Director of Procurement for the Maryland Aviation, Office of Procurement

Materials Management. And again, glad to have everyone joining us here for this pre-bid meeting. We are glad to have Courtney Mahoney, who I believe will be joining us. Yes, Courtney is here, and she's going to give an overview of the project. Courtney, would you like to introduce yourself?

Courtney Mahoney 01:02

Yes, good morning. My name is Courtney Mahoney, and I'm the Manager in the Office of Custodial

Services. We kind of oversee the contract that would be here. But we have two large contracts with the terminal building cleaning, but also with the outer building cleaning as well. So, this is where this contract would come into place, but that's just a brief overview of what our office is responsible for.

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Daniel Guthrie 01:37

Okay, thank you, Courtney, I appreciate that. So, let's go over a few things here, as far as our meeting here this morning. If you would remain on mute to alleviate any kind of background noise, and if you have a question, you can certainly raise your hand. We will have a point at the end of the meeting to try to entertain questions that may arise as we go through the data and information, we have to share this morning. So, moving along here, we have a brief agenda. We've done our introductions as far as the

MAA team. Some clarification, sorry for the confusion, for the pre-bid meeting time, it of course, is today at 10am and sorry for the confusion. In my haste to try to put all my documents together. So, thank you all for accommodating me. I did post Addendum Number 1 yesterday to clarify that the pre-bid meeting was again this morning at 10am. The public bid opening will be on February 11, 2026, at

1pm EST and in the bid document, I believe I had it listed at 2pm but it is at 1pm EST on February 11, 2026. Questions are due by January 30, 2026, at 1pm EST. All questions should be directed to me at the email address in the bid document and also on your screen there, dguthrie@bwiairport.com. Again, we're going to have Courtney give an overview of the project and scope of work in a little bit. And as a reminder, this procurement does not have any MBE goals associated with the project. So, a little bit of notes here, that I have to share. It's being conducted in accordance with COMAR 21.05.02.17 by the

Competitive Sealed Bid method, multi-step procurement. So again, we will look to award the contract to a vendor who is qualified and also needs to be registered on eMaryland Marketplace Advantage. So, if you are not currently registered there, I would highly recommend that you and your firm get qualified to be able to submit your bids there, but also to be awarded if you are determined to be the successful bidder. The bid solicitation consists of the two volumes. Volume 1 is all the technical provisions, special provisions, and the general conditions of the bid. And then Volume 2 contains all your bid forms, your bid documents, bid bonds, the affidavits, and then the multi-step process and that's explained there. All of the bids for this procurement have to be submitted on eMaryland Marketplace Advantage. So that is the process that will be utilized. No bids will be received or accepted after the cut off at 1pm EST on

February 6, 2026. So please do not miss that deadline for the bid opportunity that we have. And then again, two separate submittals on the eMaryland Marketplace Advantage. Your technical submission, which includes your qualifications for your staff, and that's all in in the bid solicitation. And then

Volume 2 would be your submitted cost proposal for the project. So, both of those need to be submitted and labeled correctly, (Envelope A and Envelope B). Again, all this is in the bid documents. I'm just kind of running over it. I don't want to hold everybody up here, but just trying to go over some of that.

MAA will evaluate ‘Envelope A’ and determine if the firm meets the technical criteria and if they are deemed to meet the technical criteria, then they will be classified as acceptable or unacceptable. The firms that are classified as acceptable will have their cost proposals or Volume 2 envelopes open at the public bid opening at 1pm EST on February 11, 2026 and that's a Teams meeting. There is a link in the bid document so that you can join that meeting. So just wanted to reiterate that so you will either be found to meet the criteria as acceptable or non-acceptable, and again, you should review the specifications and the experience qualification document that is in the bid package there. So that's kind of an overview of the project. Didn't want to hold everybody up on that too long. So, at this point, we're mailto:dguthrie@bwiairport.com

- 3 -going to announce the perspective bidders. So, if you would please unmute and introduce yourself and the firm that you're representing, you just go one at a time. That would be great.

Bob House 07:36

So, this is Bob House. I'm with Elliot Affiliates Limited.

Daniel Guthrie 07:42

Thank you, Bob.

Patrice Eckert 07:45

This is Patrice Eckert with Q and A consulting LLC.

Daniel Guthrie 07:51

Okay, thank you so much.

Tracy Davis 07:54

This is Tracy Davis with TRAX Analytics.

Daniel Guthrie 07:58

Thank you, Tracy.

Patrick Sauer 08:02

This is Patrick Sauer with Elliot Affiliates Ltd. Good to hear your voice, Courtney.

Courtney Mahoney 08:11

Good to hear your too.

Patrick Trevino 08:23

This is Patrick Trevino from Tracks Analytics

Daniel Guthrie 08:45

Thank you, Patrick. Patrice, could you please identify what firm you're with?

Patrice Eckert 08:51

Q and A Consulting LLC.

Daniel Guthrie 08:55

Okay, very good. Thank you.

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Andy Chen 09:05

Elliott

Daniel Guthrie 09:09

Okay, thank you, Andy. Just another reminder here, it's in the bid document, but the bids are due on

February 6, 2026, no later than 1pm EST and they're to be submitted on eMaryland Marketplace

Advantage. BPM-054893, identifies the project on eMaryland Marketplace Advantage and then our

MAA number is MAA-MC-26-015, so you will need to upload and submit your bid documents on the eMaryland Marketplace Advantage website. So, if you have any questions on that, you can certainly follow up after the meeting and submit those to me. But eMaryland Marketplace Advantage, I find it to be much more user friendly than it has been in the past. They've done some nice upgrades over the last two or three years, and I think everyone should find it fairly easy to upload your documents. So just an overview here quickly again. This is a multi-step invitation for bid. The contractors will be required to provide all labor, supervision, materials, and their expertise to perform the monthly computerized profiles of the cleanliness in the public and tenant spaces at the airport terminal buildings and various locations at the hourly parking garage and outer buildings at BWI Marshall Airport, and in accordance with all the technical provisions. The contractor must provide documentation of references that they have provided janitorial quality assurance services in a size Category X, airport performing monthly computerized profiles of the cleanliness and the public airport tenant spaces of the airport terminals, facilities at various locations with at least 1 million square feet. The category X: There's a chart in the bid documentations that gives you some more details on that size of airport, pertaining to the performance requirements that we are asking for. The award of the contract will be made to the responsive bidder that submits the lowest responsive bid and meets the specifications of minimum qualifications set forth. In other words, you're deemed acceptable or non-acceptable based upon your submission and references and documentation, and we will review those submissions. MAA will do that in detail to make sure that we are confident in your ability to perform the work. Again, in order to receive a contract award, all bidders have to be registered on eMaryland Marketplace Advantage. The bids will be publicly open for those that have been deemed acceptable on February 11, 2026 at 1pm EST via Teams. And then the link to that public bid opening is in the contract summary form, in your invitation for bid documents. So, moving along here, we're going to let Courtney, if you want to cover some of the, airport operations. You certainly know it better than I do, I'm sure.

Courtney Mahoney 12:55

Yeah, sure.

Daniel Guthrie 10:09

I just put this slide together, Courtney, I don't know if you want to just touch base on some of it.

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Courtney Mahoney 13:04

Sure, I put together just some talking points. I can start by giving another brief overview of what we do.

So good morning again, everyone, and thank you for joining this pre-bid call. My name again is

Courtney Mahoney, and I represent the Maryland Aviation Administration, Office of Custodial Services.

And one of the things that our office will be doing is overseeing the badging process. But first I'll give a little bit of another background. So, we oversee two of the largest contracts here. One of them is actually the internal terminal contract, and that's over 2.1 million square feet of coverage here. As for as the garages and the outer buildings together, collectively, that's over 4.7 million square feet across all of those areas and that's over 15 facilities across the airport campus. And one of the things that our office will be doing is, of course, as the third-party quality assurance contract, we will be directly overseeing that, and all the personnel working under that contract is required to complete, like an airport security badging and access requirements, which is what this slide represents. So, it generally takes, about two weeks. We would put your information in, and now I will say, I don't know if anybody here has had any experience with airport badging, but the airport badging used to be paper, but now it's electronically, so it's a little more seamless, but you still have to come into our office because we have to physically see your documents, but it takes about two weeks. That's just the approximate, the estimation, but it's a little different for every person's background. So come in, put your information in, within two weeks, you would be able to do your badging, and your usually approved within that period of time, but one of the extra things that you have to do is get a custom seal as well, and that sometimes takes a little longer, so the sooner you get your information into us, once it's awarded, that would help us. Okay, so I want to also go back and state a little bit more about the third-party, what this contract really represents of what we are really looking for. So, one of the things that we always tell people is that we, as in, Office of

Custodial Services at BWI, were recognized as the best airport cleaning program in North America at one point, and our goal is not to just maintain that recognition, but to continue raising the bar, raising the standards for our industry, for our cleaning. Our mission is to achieve and maintain that highest cleaning profile for the traveling public and all the airport stakeholders as well, through contract oversight and performance management. So, what that would mean for you guys is that we are really looking for subject matter experts, because the other time that you would see us is on a monthly basis. We have internal meetings once a month with each one of our contractors, but we would need you guys to be the subject matter expert. So right now, we have our internal QA program for both of our contractors, and they're highly trained. They're fluent in industry standards and performance metrics and also the contract language. So as a result, we kind of need a subject matter expert that can take us even higher than what we are, not only just, out here, doing assessments, but actually meeting with us and tweaking our operation for us, just to make sure that we can take it to the next level, like I've been stating. So, our role again would be to support you guys and to oversight. So, if there's anything that you guys need from us, we'd be available. But number one, we would be overseeing your badging process. And number two, we would be meeting with you guys on a monthly basis for you to be able to tweak our program that we currently have. So, all-in-all, this role supports our janitorial services, our specialty Floor Care Program, our carpet program, our glass cleaning and also the outer buildings in the garages as well. So, we're looking for a firm that understands how to operate at this level and take us to the next level through a

- 6 -quality assurance program. So, I know I said a lot, but if there's any questions about any of those process, the badging process, or even the monthly meeting, then let me know or anything that I said

Daniel Guthrie 18:32

Anyone have any questions for Courtney at this point?

Bob House 18:40

This is Bob House with Elliot, again, just one question. The meetings can be virtual if that's appropriate or are they required on site?

Courtney Mahoney 18:50

No, they can be virtual. We've had them both ways. I mean, there will be times where we may need it in person, if there was a training or something. But outside of that, we have had them scheduled virtually.

Bob House 19:05

Thank you.

Courtney Mahoney 19:07

No problem.

Patrick Sauer 19:08

Hi Courtney, Pat Sauer with Elliot, so you mentioned the existing QA program that is in place. Is that using some firm’s software or is that some type of existing BWI program?

Courtney Mahoney 19:25

So, we would, of course, go with whatever the contractor recommends. But right now, internally, we have different practices. I don't mean that we're actually utilizing a program or system to help us do that.

Right now, let me give you an example, when we're doing floor inspections, we don't just look at the floor and be subjective. We actually take gloss meter readings, and right now, we've actually been doing paper inspections because we're in the interim of finding this contractor right now. And secondly, we, with our inspections that we do perform, we take ATP readings and things of that nature. So that's what I mean by we have a program, but we need our program to go to the next level, to make it electronic. In our newer restrooms, we do have a software, but that's just strictly for the newer restrooms. It doesn't entail the whole entire cleaning operation. So that is something that, yes, we would be looking for.

Patrick Sauer 20:47

Thank you. So, no legacy programs from the other contractor?

Courtney Mahoney 20:53

No. We don't have it that.

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Patrick Sauer 20:57

Thank you.

Courtney Mahoney 20:59

No problem

Daniel Guthrie 21:03

Okay, any other questions for Courtney at this point? Okay, very good. Okay, so moving along with our agenda here, speaking of questions after the meeting here is over and you have questions after you've reviewed in more detail with your team the bid specifications, if you'd like to submit a question, please submit those to my attention at the email address here is dguthrie@bwiairport.com. The cut off for questions again is January 30, at 1pm EST, so you have a little bit of time to formulate questions that you may have, and we will do our best to respond to the questions as quickly as we can they will be posted in Addendum Number 2. Okay, as a reminder, bids are due February 6, 2026, no later than 1pm

EST submitted to eMaryland Marketplace Advantage. The bid number/project number is MAA-MC-26-

015. Again, the sourcing project on eMMA is BPM-054893, and again, positively, no bids will be accepted after 1pm on the eMaryland Marketplace Advantage website. Okay, well, then that would really pretty much conclude our pre-bid meeting here for this morning. We greatly appreciate everyone's interest in working with Maryland Aviation Administration, and we wish you the best as you formulate your bid documents and your cost proposals and remember to review the bid submission date and also the question submission date. And then keep in mind it is multi-step, so only the vendors who are deemed to be acceptable with all their reference documentation and qualifications will move forward to the opening of their cost proposals. So, with that in mind, best of luck to everyone. Thank you for your time this morning. Courtney, thank you for your insight. And we hope everyone has a good day and stay safe as the roads may get a little tricky over the weekend, okay, thank you all.

Meeting officially ended at 24:24 mailto:dguthrie@bwiairport.com