MAA SV 25-009 Emergency Meal Service at BWI Thurgood Marshall _IFB_Final.pdf

Revised 2/24

SUBMIT

BID TO:

INVITATION FOR BID

MARYLAND AVIATION ADMINISTRATION

OFFICE OF PROCURMENT AND MATERIALS

MANAGEMENT

Bid Title: Emergency Meal Service at Baltimore/Washington International

Thurgood Marshall Airport

BID SUBMISSION IS DUE: June 11, 2024 at 2:00 P.M.

BID OPENING Date/Time: June 11, 2024 at 3:00 P.M.

IFB NO: MAA-SV-25-009

SITE VISIT: N/A

DEADLINE FOR QUESTIONS: All questions must be submitted in writing via email or fax and received not later than May 15, 2024 at 2:00 P.M.

CONTACT PERSON: Gayle Mealy PHONE: 410-859-7331

E-MAIL ADDRESS: GMealy2@bwiairport.com

ISSUE DATE:

May 1, 2024

NOTICE TO BIDDERS/OFFERORS

SMALL BUSINESS RESERVE PROCUREMENT

In accordance with the Governor’s Executive Order 01.01.2021.01 dated January 6, 2021, this procurement has been advertised as a Small Business Reserve procurement for which award is limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501 – 14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority, and Women’s Business Affairs Small Business Reserve Program are eligible for award of a contract.

However, if small businesses do not show interest in this solicitation, the Procurement

Officer has the right to remove the SBR designation via an Addendum posted on eMMA.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

Maryland Aviation Administration

(MAA)

Office of Procurement and Materials

Management

7001 Aviation Boulevard, 2nd Floor

Glen Burnie MD 21061

IFB No. MAA-SV-25-009

Emergency Meal Service

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SECTION A – GENERAL CONDITIONS OF INVITATION FOR BID

One Original Bid Submission shall be received by the issuing office. Late bids will not be considered. The vendor’s Bid Submission shall be submitted, in a sealed envelope identifying the

IFB Number and title, and clearly marked “Bid”. MAA shall not accept submittals that are late regardless of the method of shipment or delivery. Bidders mailing bids should allow sufficient mail delivery time to ensure timely receipt by the Procurement Officer. This includes but is not limited to those delivered by US Postal Service, FedEx, or any other delivery service. Bids submitted by email or facsimile will NOT be accepted. Bids submissions are to be sent to the following address:

Office of Procurement & Materials Management

7001 Aviation Blvd, 2nd Floor

Glen Burnie, MD 21061

ATTN: Gayle Mealy

IFB NO: MAA-SV-25-009

Hand Delivery is Recommended

All items are to be quoted F.O.B. destination and include all shipping, handling and administrative charges. MAA will NOT accept multiple alternate bids for this solicitation.

The bid is submitted with the understanding that the Bidder shall comply with the attached MDOT

MAA Terms and Conditions for Purchase Orders over $50,000.00 and all State of Maryland

Procurement Regulations in effect at the time of submission and the instructions provided herein.

The Bidder shall acknowledge in writing the receipt of all amendments, addenda and changes issued.

This procurement is being conducted as a competitive sealed bid. The award will be to the lowest responsive bid from a responsible bidder in whole or in part at the States discretion. Bids are irrevocable for 120 days. All bids must be in US Dollars.

Each Bidder before submitting a bid shall become fully informed as to the extent and character of the work required. No consideration shall be granted for any alleged misunderstanding of the material to be furnished or work to be done, it being understood that the submission of a bid is an agreement with all of the items and conditions referred to herein.

MBE firms are encouraged to respond to this solicitation notice.

By submitting a response to this bid, a 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. Vendor shall be registered in good standing with Maryland

Department of Assessments and Taxation (SDAT) to receive contract award exceeding

$50,000.00. To check status or for additional information, go to the SDAT website at http://www.dat.maryland.gov/Pages/sdatforms.aspx.

http://www.dat.maryland.gov/Pages/sdatforms.aspx

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The MAA reserves the right to reject any and all bids and/or waiver minor irregularities if in its judgment, the interest of the MAA may so require.

The State of Maryland requires all contractors to be registered to receive State payments by electronic funds transfer (EFT) before any contract exceeding $200,000 is approved by the

Maryland Board of Public Works. If you want to receive all payments from the State using the

EFT Program, request more information, or request Form X-10, please call 1-888-784-0144 or by email at www.gad@comp.state.md.us.

If there should be any concerns regarding this IFB, please contact Gayle Mealy, A/E and Services

Section at 410-859-7331.

eMaryland Marketplace Advantage (eMMA) is an electronic commerce system administered by the Office of State Procurement. The IFB and associated materials, the solicitation and summary of the pre-bid conference, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation related information will be provided via eMMA. In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to https://emma.maryland.gov, click on “Register” to begin the process, and then follow the prompts.

http://www.gad@comp.state.md.us https://emma.maryland.gov/

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ATTACHMENT A – PRE-BID CONFERENCE RESPONSE FORM

The Maryland Aviation Administration will hold a pre bid conference on May 8, 2024 at 11:00

A.M. This meeting will occur via Microsoft Teams using the following link to access the meeting or phone number to dial in: Join the meeting now; Or call in (audio only) +1 443-409-

5228 United States, Phone Conference ID 5299 969 049#. Attendance is not mandatory, but interested bidders are encouraged to attend. A public bid opening will be held on June 11, 2024 at

3:00 P.M.

Solicitation Number MAA-SV-25-009

Solicitation Title Emergency Meal Service at Baltimore/Washington Thurgood Marshall

Airport

Please return this form by May 7, 2024 at 4:00 P.M. advising whether or not your firm plans to attend. The completed form should be returned via e-mail to the Procurement Officer at the contact information below:

Procurement Officer Name: Gayle Mealy

E-mail: GMealy2@bwiairport.com

Please indicate:

o Yes, the following representatives will be in attendance.

Attendees (Check the IFB for limits to the number of attendees allowed):

1.

2.

3.

No, we will not be in attendance.

Bidder:

Bidder Company Name (please print or type)

By:

Signature/Seal

Printed Name:

Title:

Date:

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NOTICE TO VENDORS - NO-BID NOTICE

Maryland Wants to Do Business with You

The Office of Procurement and Materials Management (OPAMM) of the Maryland Aviation

Administration has solicited your participation in the Invitation for Bid process for Contract No.

MAA-SV-25-009. To help us improve the quality of State bid and proposal solicitations, we ask that you take a few minutes and provide comments and suggestions regarding the enclosed solicitation. Please complete the following and return this form to Maryland Aviation

Administration, Office of Procurement and Materials Management, 7001 Aviation Boulevard., Glen Burnie MD 21061, via email at: GMealy2@bwiairport.com.

I. If you have responded with a "No Bid" please indicate the reasons below:

Other commitments preclude our participation at this time.

The subject of the contract is not something we normally provide.

Do not have the necessary equipment, labor and capital required.

Do not have the experience necessary to perform the work.

The specifications are either unclear, or too restrictive. Please explain in remarks section.

Doing business with Government is simply too complicated.

We cannot be competitive. Please explain in Remarks section.

Time for completion is too short.

Bonding and/or Insurance requirements are prohibitive. Please explain in Remarks section.

Bid/Proposal requirements, other than specifications are unreasonable or too risky. Please explain in remarks section.

Prior experience with State of Maryland contracts was unprofitable or otherwise unsatisfactory. Please explain in Remarks section.

II. If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the Remarks section below.

Remarks:

Vendor Name: Date:

Contact Person: Phone:

Address:

NOTE: Complete this form only if you do not intend to bid or wish to express concerns or comments. MAA is interested in improving its competitive bid process and your comments are important to this endeavor. A "No Bid" reply does not remove you from the bidder’s list. Thank you for your help.

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SECTION B – SUMMARY STATEMENT

The Maryland Aviation Administration (MAA) is issuing this Invitation for Bids (IFB) to procure a

Contractor to provide Emergency Meal Services from November 1, 2024 to October 31, 2027.

The contract award is for a Not to Exceed amount of $200,000.00. In the event the spending authority

(total cost of contract) has been expended prior to reaching the original termination date, the

Administration reserves the right to rebid the contract.

This contract includes a provision authorizing an extension for a reasonable, limited, and defined time to spend funds remaining on the contract as provided in Board Advisory 1995-1.

It is the State’s intention to obtain services, as specified in this IFB, from a Contract between the successful Bidder and the State. The anticipated duration of services to be provided under this Contract is three (3) years from Notice to Proceed (NTP).

The State is issuing this solicitation for the purpose of providing information to Bidders interested in preparing and submitting bids to meet MAA’s requirement for the Emergency Meals Services.

The contract shall be awarded to the responsible bidder that submits the lowest responsive bid based upon the specifications. MAA intends to make a single award as a result of this IFB.

PRE-BID MEETING

A pre-bid will be conducted via Microsoft Teams. To join the meeting, use the following link or call in phone number: Join the meeting now / 443-409-5228; conference ID #529 969 049.

QUESTIONS AND ANSWERS

Written questions from prospective Bidders will be accepted by the Procurement Officer.

Questions to the Procurement Officer shall be submitted via e-mail to the address provided on page one of this IFB. Please identify in the subject line the Solicitation Number and Title. Please submit questions before the question’s deadline listed on page one of the IFB. 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. If time permits, answers to all substantive questions that have not previously been answered will be posted on eMMA as an addendum to the IFB.

BID OPENING

The Maryland Aviation Administration will hold a public bid opening on (June 11, 2024 at 3:00 pm). This meeting will occur via Microsoft Teams. (Join the meeting now or by phone +1 443-

409-5228, 440 051 610# .

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CONFLICT OF INTEREST

The Offeror shall complete and sign the Conflict of Interest Affidavit and Disclosure (Section G) 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 Offeror submitting a Proposal in violation of this provision shall be classified as “not responsible.” See COMAR 21.05.03

INSURANCE REQUIREMENTS

The Contractor shall be responsible for indemnifying MDOT, MAA, the State of Maryland, The

Maryland Department of Transportation (MDOT), and their authorized officers, directors, agents, employees, volunteers, and representatives for any and all operations authorized under this Contract and as set forth.

Commercial General Liability insurance shall be a limit of not less than Two Million Dollars

($2,000,000) for each occurrence.

Commercial Automobile Liability Insurance

Non-Restricted Areas (Areas accessible to the General Public): A limit of not less than One Million Dollars

(1,000,000) for each accident.

Workers’ Compensation Coverage shall be at statutory limits as required by the laws of the State of

Maryland.

Employer’s Liability The commercial umbrella and/or employers liability limits shall not be less than

One Million Dollars ($1,000,000) each accident for bodily injury by accident or One Million Dollars

($1,000,000) each employee for bodily injury by disease.

MDOT MAA must be named as an insured and the coverage can be for the duration of the work.

The Holder’s address is:

PO Box 8766

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BWI Airport, MD 21240-0766 The State of Maryland, MDOT, and the MAA and their employees and authorized agents are included as Additional Insured under Commercial General Liability as required by written contract.

• Contractor shall deliver to the MAA upon execution of this contract accurate and true certificate of insurance which shows that the above coverage has been procured, that the MAA has been named as an additional insured under the insurance above and that the policies will not be canceled, terminated, or modified without 60-day prior written notice to the MAA. In the event the state receives a notice of non-renewal, the contractor must provide MAA with an insurance policy from another carrier at least 30 days prior to the expiration of the insurance policy then in effect. The certificate of insurance is acceptable in lieu of true copies of policies if all policy exclusions are noted on the certificate or through attachment to the certificate by the policy writer.

• If, at any time, the required insurance is canceled or terminated, and is not modified or reinstated within 30day period; the MAA may terminate the contract for cause or obtain additional coverage equal to that required – the cost of which shall be borne by the contractor.

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TECHNICAL PROVISIONS

TP-1.01 Scope of Work

A. The Contractor shall provide all necessary skills, labor, supervision, tools, equipment, materials, supervision, and expertise to provide emergency meal services, during emergency weather events such as snowstorms and ice storms for the Maryland Aviation

Administration (MAA) at Baltimore/Washington International Thurgood Marshall (BWI

Thurgood Marshall) Airport in accordance with these specifications.

B. The Maryland Aviation Administration (MAA or Administration) shall have the unilateral right to order, in writing, changes in the work within the scope of the contract in accordance with General Provisions clause "Changes".

C. The term “Administration” is used throughout these specifications and means the MAA’s

Contract Administrator or a designee, or other management personnel. The phrases “the

Contractor shall provide” and “at no additional cost to the Administration” mean that there shall be no separate line item for compensation and that the cost shall be factored into any unit cost as stated in the specifications.

D. The order of preference of the contract documents shall be as follows:

1. Bid Forms

2. Technical Provisions

3. Special Provisions

4. General Provisions

In the event of a conflict between documents, the earlier listed shall prevail.

E. This Contract is subject to various audits. The Contractor shall be available to assist and fully comply with any audit requests in a timely manner and according to TP-1.16

Administration’s Right to Inspect.

TP-1.02 Contractor Qualifications

A. The Contractor must have five (5) years of current experience as a company working in the catering business. During this time the Contractor must have directly provided emergency catering service similar in size, response time requirements and nature to the service requested herein. The five (5) years of experience shall have occurred since 2019. All work must be performed by the successful bidder. The Administration shall not accept the experience of individual employees or combinations of employees as company experience.

The Contractor shall submit documentation demonstrating the five (5) year current experience, including company, address, contact person, telephone number, and term of the contract, description, and amount.

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B. The Contractor shall be required to operate and prepare all food and beverages provided under this contract from a licensed food service facility kitchen.

C. The Contractor shall submit its qualifications on the Experience Questionnaire. If the

Experience Questionnaire is not submitted with the bid or at the request of the

Administration following the bid opening, the Administration shall reject the bid as non-responsive and proceed to the next lowest responsive bid from a responsible bidder.

TP-1.03

A. This contract shall remain in effect for a period of three (3) years from November 1, 2024 to

October 31, 2027. The contract award will be for a “Not to Exceed” amount of

$200,000.00.

B. In the event the spending authority (total cost of contract) has been expended prior to reaching the original termination date, the Administration reserves the right to rebid the contract.

C. This contract includes a provision authorizing an extension or a reasonable, limited, and defined time to spend funds remaining on the contract as provided in Board Advisory

1995-1.

TP-1.04 General Information

A. The Administration does not guarantee the Contractor that its services will be used consistently. The Bid Document is for bidding and for rate-establishment purposes.

Approval of the actual work schedule is at the sole discretion of the

Administration and subject to schedule adjustments, depending on the requirements of the Administration.

B. In general, emergency meals services for BWI Thurgood Marshall are provided for emergency snow season, which for the Administration is November 1 to April

15 of each calendar year. The emergency meal services are required during emergency weather events, such as snowstorms and ice storms as referenced in

TP-1.01, A, and as determined by the Administration.

C. Prior to submitting a bid, each Contractor shall become fully informed as to the extent and character of the work required. No consideration shall be granted for any alleged misunderstanding of the work to be performed. By submitting a bid, it is understood that the prices are in agreement with all the items and conditions referred to herein. The Contractor shall be responsible for becoming acquainted with conditions relating to the scope of the work and restrictions pertaining to the execution of the work under the Contract and shall thoroughly examine and be familiar with the Specifications. This includes, but is not limited to, becoming knowledgeable about the locations of the various buildings and areas included in this contract. The Contractor shall also take full responsibility for obtaining information concerning the conditions at all locations that may affect the

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Contractor’s work. The failure or omission of the Contractor to receive or examine any form, instrument, addendum or other document, or to become acquainted with the existing conditions, shall in no way relieve the Contractor of any obligations with respect to the bid or to the contract. The Contractor shall determine the work conditions and shall assume all risks and responsibilities and shall complete the work in and under any conditions he/she may encounter or create, without additional cost to the Administration.

D. The services under this procurement consist of providing a variety of prepared meals served cafeteria style for breakfast, lunch and dinner, and boxed meals for personnel unable to receive regularly scheduled meal service, for approximately 100 to 180 personnel during emergency events. There is no minimum or maximum guarantee of order quantity, as the actual meals to be served may be higher or lower depending on workforce requirements. The order will be submitted prior to each event with the final accurate prepared meal-requirement quantity.

E. The Administration shall provide the Contractor with four (4) hours’ notice to allow time to prepare and set up operations. Notice shall include the time of the required service, the number of meals to be delivered, and the type of meals to be served.

Meal service shall continue throughout the event. The Administration will make the best effort to give as much notice as possible.

F. By responding to this solicitation, the Contractor shall agree and understand that the

Administration shall have full and final authority for, but not necessarily limited to, the following:

1. Determination of start and completion regarding each event.

2. Review of spreadsheet used to track MAA personnel meal usage.

3. Ordering additional equipment and/or services.

4. Disapproval of the use of certain equipment, personnel, materials, services, and/or procedures.

5. Hours of work.

6. Days of work; and

7. Stopping project assignments for reasons of safety or general airport operations.

G. The Contractor is responsible for understanding and knowing the requirements specified in this contract, as well as providing the services as described in the contract. The Contractor shall provide expert knowledge and shall take the initiative to provide recommendations to enhance the required services at no additional cost to the Administration.

H. The Administration may contact the Contractor at any time to report the need for emergency catering service and the Contractor shall respond according to the requirements described herein no matter how severe a weather event. Failure to respond within the time specified may result in default of the Contractor. If the

Contractor is unable to respond within the requested timeframe, the Administration

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Administration to purchase food for the emergency event.

I. The Contractor shall have sole responsibility for the health and safety of their employees. This responsibility shall include the selection of protection level(s) and enforcement of safety rules and policies according to accepted industry standards.

J. The Contractor shall be required to work with the Administration’s Contract

Support, Building Maintenance and Field Maintenance Sections, and any other

MAA Divisions or third-party firm(s) as instructed by the Administration’s

Contract Administrator. The Contractor may be requested to assist with record keeping of work completed, reporting of statistics, etc., at no additional cost to the

Administration.

K. The Contractor and its personnel must be knowledgeable of and adhere to all

Federal, State, and local laws, codes, MAA Directives and Policies, industry standards and practices, environmental regulations, and manufacturers’ recommendations as it relates to catering service and work performed under this contract.

L. Upon the Administration’s request and/or within 24 hours of any reported safety incident involving the Contractor, the Contractor must complete a safety inspection and provide the safety report to the Administration.

M. The Administration shall not be held liable for the manner in which the

Contractor protects, constructs, or otherwise handles equipment, materials, and waste.

N. This Contract is subject to various audits. The Contractor shall be available to assist and fully comply with any audit requests in a timely manner.

TP-1.05 Best Practices

A. The Contractor shall ensure that the most appropriate and cost-effective work practices are utilized while caring for the Administration’s property and work completed under this contract as best management practices may require.

B. The Contractor shall ensure that the most appropriate equipment is utilized while caring for the Administration’s property and work completed under this contract as best management practices may require.

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C. The Contractor shall provide timely guidance to achieve proper service and make recommendations at no additional charge to the Administration regarding the areas covered under this contract.

D. The Contractor shall arrange work schedules at the appropriate time for the services that are required (e.g. upcoming weather emergency). Contractors shall recognize the critical nature of completing all required services in a timely manner and employees’ work hours shall be adjusted in consideration of inclement weather. Contractors shall monitor weather conditions to adjust schedules to complete work without causing impairments to contractual requirements. The Administration shall be notified of all modifications to the expected schedule and shall approve such modifications during emergency events.

E. All Contractor personnel performing service in the presence of Administration employees shall observe standards of discipline satisfactory to the Administration at all times while on duty. Any employee or operator who, in the opinion of the Administration, fails to observe and maintain satisfactory standards, security, conduct, discipline, or performance shall at the request of the Administration be removed from working on this contract.

TP-1.06 Pre-Work Conference

A pre-work conference shall be scheduled between the Administration and the Contractor to discuss planning, proposed personnel, schedules, material sources, equipment, site coordination, contact information, procedures, and other matters essential to the satisfactory performance of the work within one month prior to the Notice to Proceed (NTP) of this Contract.

At a minimum, the Contractor’s Project Manager shall attend this conference. If deemed necessary, regularly scheduled meetings may continue prior to any project(s) at a frequency determined by the Administration. Attendance at the conference and regularly scheduled meetings shall be at no additional cost to the Administration.

TP-1.07 Contractor’s Responsibilities

A. All work performed under this contract shall be carried out under the direction of the

Administration. The Contractor in the course of its work under this contract is responsible for maintaining continuous communications and coordination with the Administration.

B. Emergency meal services shall be completed with Administration oversight. At no additional cost or obligation to the Administration, the Administration may request the recommendation of the Contractor. This may include recommendations regarding evaluation of the current emergency meal catering program and recommendations for any other possible modifications or improvements related to the catering activities.

C. The Administration shall notify the Contractor at least four (4) hours prior to each emergency meal event and will attempt to provide as much advance notice as possible prior to the first meal requested to be served. The Contractor shall acknowledge notification and immediately confirm receipt of requirements.

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D. Meals shall be delivered and served, cafeteria style, for up to two (2) hours, in two (2) locations:

1. Building Maintenance (BMX) MAC Building Cafeteria at 7001 Aviation Boulevard, Glen Burnie, MD 21061. The cafeteria has a kitchen with ample parking, storage, and refrigerators.

2. Field Maintenance (FMX) Building at 1005 Air Cargo Service Road, BWI Airport, MD 21240

E. The Emergency Meal Service Program shall take into considerations the following factors:

1. Food Requirements (quantities, hot or cold meals, boxed meals, etc.)

2. Health Requirements (diabetic, low-sodium and low-fat options) and

3. Religious and Cultural Requirements (vegetarian options).

F. The Contractor is responsible for providing three (3) employees total – one (1) at the

MAC Building Cafeteria location and two (2) at the Field Maintenance location – for a maximum of two (2) hours to assist with distribution of the prepared hot meals. The

Contractor’s employees must wear disposable gloves at all times when serving/handling food.

G. The Contractor shall supply serving carts/tables/cabinets for hot and cold foods with sneeze guards, refrigeration equipment such as ice coolers, for cold drinks, ice, and container(s) as needed.

H. The Contractor shall ensure that meals arrive hot and are stored in a way so as to maintain consistent serving temperature for at least two (2) hours.

I. The Contractor shall provide sample menus for each meal and boxed meal as an attachment to the Experience Questionnaire per TP-1.02.

TP-1.08 Types of Meals Provided

Below are menu examples of what the Contractor shall provide during each mealtime. No lunch and dinner main courses shall be repeated within a 4 (four) day or time period, unless prior approval is provided by the Administration.

Breakfast: below are menu sample items for the types of breakfast meals to be provided:

1. Scrambled eggs with breakfast potatoes, and bacon

2. Scrambled eggs with breakfast potatoes and turkey sausage

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3. Pancakes or Belgium waffle with breakfast potatoes and bacon

4. Breakfast burrito, side of salsa, potatoes (burrito is stuffed with scrambled eggs, cheese, tomatoes, onion, and bacon)

Below are required to be available for every breakfast event:

1. Yogurt cups

2. Fresh fruit

3. Variety of cereals

4. Muffins/Danish

Below are required condiments and beverages available with each breakfast event:

Jelly

Syrup

Butter

Ketchup

Mustard

Hot Sauce

Fork, knife and spoon packets w/ napkin and salt and pepper

Bottled Water

Bottled Orange Juice

Bottled Apple Juice

Milk

A. Lunch: below are menu samples for the types of lunch meals to be provided:

1. Hot turkey platter (open faced hot turkey sandwich served with mashed potatoes and covered with gravy)

2. Hot roast beef platter (open faced hot roast beef sandwich served with mashed potatoes and covered w with gravy)

3. Cheese steak wraps (tender beef grilled w/ peppers and onions smothered w/ provolone cheese, wrapped in tortilla wrap) served with fries

4. Chicken Parmesan sub served with fries

5. Chicken Caesar Salad with grilled chicken

6. Greek salad with grilled chicken

Below are required to be available at every lunch event:

Cup of soup and crackers

Small salad

Dessert items (cookie, brownie, etc.)

Mayonnaise

Ketchup

Mustard

Hot Sauce

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Salad Dressing options

Fork, knife and spoon packets w/ napkin and salt and pepper

Bottled Water

Bottled or 12-ounce canned drink (ex, Coke or Pepsi, Diet Coke or Diet Pepsi, Dr.

Pepper, Iced Tea, etc.).

B. Dinner: below are menu sample items for the types of dinner meals to be provided:

1. Homemade Lasagna

2. 12-inch cheese or pepperoni pizza

3. Chicken parmesan dinner w/ noodles

4. Half roasted chicken with red roasted potatoes, and veggie of day

5. Fried chicken with mashed potatoes and veggie of day

6. Meatloaf dinner with mashed potatoes and gravy and veggie

7. Crab Cake Dinner (2 crab cakes) with baked potato and veggie

8. Chicken alfredo pasta dinner

Below are required to be available options every dinner event:

Rolls and Butter

House salad with dressing

Dessert items (cookie, brownie, etc.)

Fork, knife and spoon packets w/ napkin and salt and pepper

Bottled Water

Bottled or 12-ounce canned drink (ex, Coke or Pepsi, Diet Coke or Diet Pepsi, Dr.

Pepper, Iced Tea, etc.)

C. Boxed Meal Option: Approximately 30% of each meal may be requested to be provided in a boxed meal format, or as discussed between the Contractor and the Administration.

This shall provide meal service to those employees that are unable to receive the regularly scheduled meal service.

1. Boxed meals shall be packed into Administration approved individual boxes (one

[1] durable Barn Take-Out box) and shall be delivered in containers and placed in the refrigerators at BMX and FMX. The meals shall be distributed to MAA authorized personnel as determined by the Contract Administrator. The boxed meals shall be varied at each event and shall include varieties that are simple to store, distribute and safe to consume during emergency weather events.

2. Type of boxed meals shall include sandwiches such as Italian cold cut, turkey and cheddar or swiss cheese, roast beef and provolone, ham and American or cheddar cheese, roasted vegetables, tuna, or any other popular meat/cheese/vegetable varieties.

Included with each individual meal should be:

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Napkin

Mayonnaise

Ketchup/Mustard/Hot sauce

Lettuce/Tomato wrapped separately.

Pickle wrapped separately.

Fork, knife and spoon packets w/ napkin and salt and pepper

Bag of chips or pretzels

Piece of fruit (ex. Apple, banana, etc.)

Bottled Water (16 ounces)

Bottled or 12-ounce canned drink (ex, Coke or Pepsi, Diet Coke or Diet Pepsi, Dr.

Pepper, Iced Tea, etc.)

Dessert items (cookie, brownie, etc.)

TP-1.09 Contract Administration

A. The Administration shall assign a Contract Administrator to administer the day-to-day functions and communications between the Administration and the Contractor. The

Administration shall submit the name and phone number of the respective Contract

Administrator to the Contractor as well as other management personnel that may have authority to request work and information.

B. The monitoring of the performance of this Contract is vested in the Administration's

Contract Administrator, designee and higher supervision. The Contract Administrator, designee and higher supervision shall decide any and all questions, which may arise under the Contract, including but not limited to quality and acceptability of materials furnished, work performed, and also the manner of performance and rate of progress of the work.

C. The Contractor in the course of its work under this contract is responsible for maintaining continuous communications and coordination with the Administration.

D. When contract specifications mention "under the direction of the Administration" or require Administration notification, etc., it refers to the Contract Administrator or another authorized person.

E. All work requiring the shutdown of any BWI Thurgood Marshall system, or any portion thereof must have the prior approval of the Administration.

TP-1.10 Communications

A. The Contractor shall establish a communications link with the Administration for the duration of this contract. The Contractor must provide a cell and office phone where the

Administration can contact or leave a message on a 24-hour, seven (7) days a week basis.

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B. The Contractor must also provide the Administration an e-mail address where work requests can be forwarded, or other exchanges of information may occur.

C. Routine day-to-day correspondence for administering the contractor may be conducted by e-mail between the Contractor and Contract Administrator.

D. Official correspondence regarding notices, demands, claims, etc. shall be made by express mail (FedEx, USPS, UPS, etc.) to the Administration as follows:

Procurement & Materials Management

7001 Aviation Boulevard

Glen Burnie, MD 21061

TP-1.11 Personnel and Supervision

A. The Contractor shall assign a Project Manager to the work. This individual shall be a permanent employee of the Contractor and shall be the Administrations’ contact for all aspects of the work.

B. The Contractor shall provide supervised and fully trained personnel for all phases of this contract.

C. The Contractor shall provide adequate qualified replacement personnel to ensure that during vacations, sick time, jury duty and any other occasion that may keep routine personnel from the job, scheduled and emergency work will be completed as required.

TP-1.12 Compensation to Contractor

A. The Contractor shall be compensated on a per meal or per item basis using per person per meal fees in accordance with rates found in the Bid Document.

B. The Contractor shall not receive any payment whatsoever for standby labor, travel time, equipment, and/or materials utilized for meals included in the emergency meal program.

C. The Administration reserves the right to withhold not more than 50% of the contract amount due the Contractor if work is incomplete or not properly completed as determined by the Administration, until the work is completed and approved by the

Administration.

D. The Contractor shall be compensated on a per job basis for all extra work approved by the Administration such as the purchase of food containers or any other food

19 | P a g e service items requested by the Administration. All work requiring the utilization of the extra work allowance shall have the prior approval of the Administration.

TP-1.13 Records and Invoices

A. In accordance with section SP-1.22 Payments and Invoices, all invoices or correspondence pertaining to invoices shall be identified with the Contract number and either emailed to the MAA Accounts Payable (AP) department at maaacctpayable@bwiairport.com; or forwarded to the following address:

Accounts Payable Department

P.O. Box 8789

BWI Airport, MD 21240-0789

Note: The Administration’s AP Department prefers to receive invoices and correspondence pertaining to invoices via the email address provided.

B. Contractor shall include the Vendor Federal Tax I.D. number or the Social Security

Account number on the invoice submitted.

C. The Contractor shall submit invoices within 20 days of the end of the previous calendar month, unless otherwise instructed by the Administration in writing. Invoices will be considered late if they are submitted in excess of 45 days after the work has been completed.

D. The Administration reserves the right to request electronic versions of all invoices submitted to the Administration Accounts Payable (AP) Department and/or to the

Contract Administrator. This practice is intended to facilitate invoice approval and payment to the Contractor, as well as accurate record keeping of all services provided.

E. Each emergency event shall be invoiced individually, based upon the number and type of meal provided. No invoices shall be combined for several events.

F. The Administration shall work with the successful contractor in preparing acceptable invoice and spreadsheet templates.

TP-1.14 Laws to be Observed

The Contractor shall perform all phases of the scope of work in accordance with the following codes and regulations:

A. The NFPA No. 101 Life Safety Code of the latest edition.

B. State of Maryland Fire Prevention Code.

mailto:maaacctpayable@bwiairport.com

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C. Maryland State Department of Health Regulations for eating and drinking establishments, as interpreted by the Environmental Health Services Section of the State Health

Department.

D. Rules and Regulations of Baltimore/Washington International Thurgood Marshall Airport.

E. Code of Maryland Regulations Volume XXIV Title 26 Environment, Part 2 Subtitle 13

Disposal of Controlled Hazardous Substances; and/or, F. Code of Federal Regulations 49CFR171.2 Subchapter C Hazardous Materials Regulations.

TP-1.15 Familiarity with Laws, Etc.

The Contractor shall be familiar with all Federal, State, local and municipal laws, ordinances, rules and regulations which in any manner affect those engaged or employed in the work, or the materials or equipment used in or upon the work, or in any way affect the work. No plea of misunderstanding shall be considered due to ignorance thereof. If the Contractor shall discover any provision in the Specifications or other Solicitation Documents which is contrary to, or inconsistent with, any such law, ordinance, rule, or regulation, he shall immediately report it to the Procurement Officer in writing.

TP-1.16 Administration Quality Assurance

A. The Contractor shall be held strictly to the contract and allowable tolerances in regard to quality of materials, workmanship, and the diligent execution of the contract. All materials and each part or detail of the work shall be subject at all times to inspection by the Administration.

B. The Administration shall be allowed access to all parts of the work and shall be furnished with such information and assistance by the Contractor as is required to make a complete and detailed inspection.

C. The Administration reserves the right to make, or cause to be made, such inspections and tests deemed advisable to ascertain that the requirements of these specifications are being fulfilled. Should it be found that the standards herein specified are not being satisfactorily maintained, the Administration may immediately demand that the Contractor place equipment in a condition to meet the requirements. If the Contractor fails to comply with such demands and/or the contract document requirement, within a reasonable time, the

Administration may, by written notice to the Contractor, terminate his right to proceed further with this work.

D. Each phase of the services rendered under this contract is subject to Administration inspection during both the Contractor's operations and after completion of the operation.

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E. The Administration’s quality assurance is not a substitute for quality control by the

Contractor. All findings of unsatisfactory or non-performed work shall be brought to the attention of the Contractor. All costs associated with rework are the responsibility of the

Contractor.

F. The Administration reserves the right to choose various inspection methods in its Quality

Assurance Program and to vary the inspection methods utilized during the work without notice to the Contractor.

G. Contractor's personnel shall provide first class work and meet Administration’s approval.

Any re-work shall be completed immediately and at the Contractor’s expense.

H. All impairments and critical deficiencies shall be reported to the Administration's Contract

Administrator or other designee immediately.

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SECTION C – BID WORKSHEET

All prices are fully loaded prices, that includes all cost/expenses associated with the provision of this IFB. The bid price shall include but is not limited to all: profit/overhead, general operating administrative, freight and all other expenses necessary to provide the item listed in the Bid

Worksheet. No other amount will be paid to the Contractor.

In preparing its Bid, the Contractor shall not include with the Bid any stipulation(s) or qualification(s). The MAA shall reject any Bid that contains stipulations and qualifiers and proceed to the next lowest, responsive bid from a responsible bidder.

Part I: All Inclusive Per Person Meal Costs

Type of Meal Rate

Breakfast: $ per person

Lunch: $ per person

Dinner: $ per person

Boxed Meal: $ per person

Total Cost: $ per person

The undersigned acknowledges receipt of all addenda to the Bid Documents.

Failure to acknowledge receipt of all addenda may cause the bid to be considered non-responsive to the IFB, which would require rejection of bid.

AUTHORIZED SIGNATURE:

PRINT NAME AND TITLE OF SIGNER:

COMPANY NAME:

FEDERAL ID #: TELEPHONE NO:

EMAIL: FAX NO.:

REMIT TO ADDRESS:

DATE OF BID eMaryland Marketplace Advantage Vendor ID #:

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EXPERIENCE QUESTIONNAIRE

1. How many years of experience does your catering company have providing catering services since 2019?

2. Please provide a list of companies that you have provided catering services for since 2019.

Company 1:

Period Covered:

Contact Person: _____________________________________________________________

Telephone Number: __________________ email address: ___________________________

Company 2:

Company 3:

3. How many years of experience does your catering company have delivering the required meals within 4 hours of notification any time of the day, any day of the week during inclement weather emergencies such as snow and ice events, from the start of the event to the conclusion of the event?

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4. Please provide a list of companies that you have provided similar services (during weather emergencies as stated in the Technical Provisions) with four (4) hour response time to:

Company 1:

Company 2:

Company 3:

5. The Contractor shall provide sample menus for each meal and boxed meal as an attachment to the Experience Questionnaire.

Yes No

6. The Contractor is capable of responding according to the requirements described herein no matter how severe of a weather event.

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7. Have any contracts for catering services held by your organization ever been canceled or terminated for default? If so, give details on separate sheet:

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SECTION D – BID AFFIDAVIT

A. AUTHORITY

I hereby affirm that I, _____________________ (name of affiant) am the ______________ (title) and duly authorized representative of _________________ (name of business entity) and that I possess the legal authority to make this affidavit on behalf of the business for which I am acting.

B. CERTIFICATION REGARDING COMMERCIAL NONDISCRIMINATION

The undersigned Bidder/Offeror hereby certifies and agrees that the following information is correct: In preparing its Bid/proposal on this project, the Bidder/Offeror has considered all Bid/proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in “discrimination” as defined in § 19-103 of the State Finance and Procurement Article of the Annotated Code of Maryland.

“Discrimination” means any disadvantage, difference, distinction, or preference in the solicitation, selection, hiring, or commercial treatment of a vendor, subcontractor, or commercial customer on the basis of race, color, religion, ancestry, or national origin, sex, age, marital status, sexual orientation, sexual identity, genetic information or an individual’s refusal to submit to a genetic test or make available the results of a genetic test, disability, or any otherwise unlawful use of characteristics regarding the vendor’s, supplier’s, or commercial customer’s employees or owners. “Discrimination” also includes retaliating against any person or other entity for reporting any incident of “discrimination”. Without limiting any other provision of the solicitation on this project, it is understood that, if the certification is false, such false certification constitutes grounds for the State to reject the Bid/proposal submitted by the

Bidder/Offeror on this project, and terminate any contract awarded based on the Bid/proposal. As part of its Bid/proposal, the Bidder/Offeror herewith submits a list of all instances within the past four (4) years where there has been a final adjudicated determination in a legal or administrative proceeding in the State of Maryland that the Bidder/Offeror discriminated against subcontractors, vendors, suppliers, or commercial customers, and a description of the status or resolution of that determination, including any remedial action taken. Bidder/Offeror agrees to comply in all respects with the State’s Commercial

Nondiscrimination Policy as described under Title 19 of the State Finance and Procurement Article of the

Annotated Code of Maryland.

B-1. CERTIFICATION REGARDING MINORITY BUSINESS ENTERPRISES.

The undersigned Bidder/Offeror hereby certifies and agrees that it has fully complied with the State

Minority Business Enterprise Law, State…