MDVA-CEM-CH24-BLINDS.pdf

MARYLAND DEPARTMENT OF VETERANS AFFAIRS

SMALL PROCUREMENT SOLICITATION

KEY INFORMATION SUMMARY SHEET

Solicitation Number: MDVA-CEM-CH24-BLINDS

Solicitation Issue Date: May 15, 2024

Issuing Office: Maryland Department of Veterans Affairs 16 Francis Street, 4th Floor Annapolis, MD 21401 Phone: (410) 271-0821

Procurement Officer: Tom Johnson Maryland Department of Veterans Affairs 16 Francis Street, 4th Floor Annapolis, MD 21401 Phone: (410) 260-3970 E-mail: tom.johnson@maryland.gov

Contract Monitor: Dimitra Johnson, Superintendent Maryland Department of Veterans Affairs Cheltenham State Veterans Cemetery 11301 Crain Highway Cheltenham, Maryland 20623 Phone: (301) 372-6398 E-mail: dimitra.johnson@maryland.gov

Pre-Bid Conference: N/A Site Visit: By Appointment

Questions Due By: May 24, 2024, no later than 12:00 noon, EDT Local Time

Closing Date and Time: May 31, 2024, no later than 12:00 noon, EDT Local Time

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

MDVA-CEM-CH24-BLINDS

I. SUMMARY STATEMENT

The State of Maryland and the Maryland Department of Veterans Affairs (MDVA) are honored to offer our veterans and their eligible dependents a final resting place at one of five state veterans cemeteries located throughout Maryland. Cheltenham State Veterans Cemetery Cheltenham State Veterans Cemetery consists of 112 acres and was formerly used for agricultural purposes. Currently, the Cheltenham Veterans Cemetery is conducting more than 1,000 burials each year and is the final resting place for over 30,000 Maryland veterans and their eligible dependents.

The Maryland Department of Veterans Affairs is soliciting bids for window treatments for the Administration Building located at Cheltenham State Veterans Cemetery.

II. PROCUREMENT METHOD/ CONTRACT TYPE

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small Procurement Regulations Category II ($15,000 or less).

The Contract resulting from this solicitation shall be a firm fixed price contract with firm fixed unit prices as defined in COMAR 21.06.03.02 (A)(1) and (2).

This Contract shall be awarded to the responsive and responsible bidder whose bid meets the requirements and evaluation criteria set forth in this Solicitation and is the most favorable bid price.

III. TERMS AND CONDITIONS

A. The Contractor shall comply with the provisions of State Finance and Procurement Article, Title 19, Annotated Code of Maryland.

B. Termination for Non-appropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

C. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract.

D. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

E. Changes. This contract may be amended only with the written consent of both parties.

Amendments may not significantly change the scope of the Contract (including the Contract price).

F. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

G. Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law.

H. Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or the United States.

I. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2).

IV. Acceptance of Terms and Conditions By submitting a Bid in response to this Solicitation, the Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this Solicitation and the Contract, attached hereto. Any exceptions to this Solicitation or the Contract must be raised prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

V. GENERAL REQUIREMENTS:

5.1 The work in this contract consists of all the responsibilities associated with the measurement, fabrication, delivery, and installation of sixteen (16) blind and one (1) blackout solar shade in the Administration Building located at the Cheltenham State Veterans Cemetery.

5.2 The contractor shall be responsible for measuring and assessing the window dimensions, fabricating, or customizing blinds and solar shade according to specified designs and materials, and installation at the designated location. This is a new installation, there are no blinds or window treatments to remove or dispose of.

5.3 The contractor shall conduct a thorough site visit to measure windows to ensure accurate measurements and assess any unique requirements; Consult with the Cemetery Superintendent or designated representative to confirm materials, colors, and design preferences; Perform installation professionally and efficiently utilizing licensed (if applicable) and experienced employees.

5.4 The contractor shall address any issues or defects promptly.

5.5 The Contractor shall furnish all personnel, licenses, supervision, professional expertise, vehicles, tools, materials, services, equipment, supplies, and quality control for window treatment installation located at Cheltenham State Veterans Cemetery, in strict conformance with the standards specified in this scope of work.

5.6 The Contractor must own or acquire, prior to the start date of the contract, all necessary commercially rated equipment for the proper performance of the contract.

5.7 The Contractor shall perform and complete the work to the satisfaction of the Cemetery

Superintendent or designee.

5.8 The Contractor shall be responsible for repair, replacement, restoration, or reimbursement of damages to the Cemetery facilities, property, Cemetery grounds, any cultivated area, headstones, fences, permanent in-ground flower vases, and appurtenances damaged by careless or accidental use of machinery, tools, or equipment used during the performance of the requested work.

5.9 The Contractor shall report all findings and recommendations to the Cemetery

Superintendent or designee in writing with an estimate if repairs are not covered within the scope of this contract.

Specifications:

LOCATION # OF BLINDS MATERIAL COLOR STYLE

Reception Area 3 Aluminum Subtle Gray 1-Inch Horizontal Superintendent Office 3 Aluminum Subtle Gray 1-Inch Horizontal Reception Assistant 3 Aluminum Subtle Gray 1-Inch Horizontal Operation Center 2 Aluminum Subtle Gray 1-Inch Horizontal Honor Guards 3 Aluminum Subtle Gray 1-Inch Horizontal Break Room 2 Aluminum Subtle Gray 1-Inch Horizontal Total 16

Specifications (Solar Shade):

LOCATION # SOLAR SHADES TYPE COLOR

Conference Room 1 Blackout TBD

VI. BID CONTENT/ RESPONSE SUBMISSION PROCEDURE

6.1 Bids must be submitted via EMMA and received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet in order to be considered. Login: eMaryland Marketplace Advantage (eMMA).

6.2 Vendor shall submit a bid based on the description of the products or services requested in the specifications. Vendor shall state bid price on Attachment One and shall complete, sign, and submit the bid form (including references), along with applicable licenses, current insurance certificate (do not update the COI at this time), and Acknowledgements of Receipts of Addendum or Amendments to the Solicitation, if issued.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

6.3 In order 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.

6.4 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. Please DO NOT send the entire Solicitation document as part of the bid response. Only submit what has been requested.

Note: The bid tab will be available in eMMA as soon as possible after the bid closes.

VII. OVERSIGHT AND ACCEPTANCE OF DELIVERABLES

All services under this Scope of Work shall be subject to the direction, acceptance, and approval of the Cemetery’s Superintendent:

Name: Dimitra Johnson - Telephone Number: (301) 372-6398

VIII. CONTRACTORS’ RESPONSIBILITIES

Contractor shall be responsible for:

1. Supplying all equipment, licensing, personnel, tools, supplies, and materials necessary to perform the services required by this contract. Contractor-furnished items necessary to perform work as required under this contract shall be consistent and fully compliant with all applicable OSHA, Federal, State, County, City laws, ordinances, and regulations.

2. Ensuring that all his/her motor vehicles and equipment (leased and/or owned) meet State inspection, safety, licensing, registration, and insurance requirements.

3. Ensuring that Contractor equipment and supplies (property) required to perform work under this contract shall not be stored on the cemetery premises. Contractor’s and/or Contractor staff’s personal property, equipment, or vehicles shall not be stored on the cemetery premises.

IX. HOURS WHEN WORK MAY BE PERFORMED

1. The hours of operation at the Cemetery are 8:00 a.m. to 5:00 p.m. Monday through Friday. Hours of operation for Saturday, Sunday, and State holidays are 8:00 a.m. to 5:00 p.m. for visitation only.

2. The requested work under this contract shall be scheduled in advance by contacting the Cemetery Superintendent, (or designated staff), and shall be carried out in a manner that does not disrupt funeral services conducted at the Cemetery.

3. To ensure continuity and pass-down of information, the Contractor shall meet with the Cemetery Assistant Superintendent or designated Cemetery staff upon arrival at the cemetery, prior to starting any scheduled work.

X. PAYMENT

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

10.1 Upon award of the contract, and satisfactory completion of the work requested, payment shall be made by CPC (Referenced in 10.1, A) to the awarded vendor to be referenced on all invoices and communications. Work must be approved by the Cemetery Superintendent prior to the start of any work.

A. METHOD OF PAYMENT

State of Maryland Corporate Purchasing Card (CPC)

B. INVOICING

1. The Contractor shall submit a detailed invoice to the Cemetery Superintendent of services provided. Invoices shall be presented by the tenth (10th) day following the completion of services. Invoices shall contain the following information: Invoice number, Contract Name/Number and Purchase Order Number, Contractor’s name, mail address, email address, fax and telephone numbers, SERVICES PROVIDED, AND DATE(S) and Federal Tax Identification or Social Security number.

2. The Cemetery Superintendent shall review (and approve if applicable) the Invoice for accuracy and acceptance of stated work as complete, and fees charged, in compliance with Contracted rates.

3. The Cemetery Superintendent shall send the approved invoice to |accounts-payable.mdva@maryland.gov.

4. Payments to the Contractor pursuant to this Contract shall be made no later than 30 days after the State's receipt of a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, of the State Finance and Procurement Article, Annotated Code of Maryland, or by the Public Service Commission of Maryland with respect to regulated public utilities, as applicable, are prohibited.

Note: The Maryland Department of Veterans Affairs is exempt from Maryland Sales and Use Taxes.

XI. LIABILITY

The Contractor (and any Subcontractors) shall secure and keep in force until the expiration of this contract insurance as listed below. Additionally, the Contractor shall add the State of Maryland, its officers, employees, and agents as additional insured. The contractor shall provide prior (at least 30 days) written notice of cancellation, material changes, or non-renewal of coverage, issued to the Maryland Department of Veterans Affairs.

Commercial General Liability:

Bodily Injury/Property Damage Each Occurrence Limit $ 1,000,000

Personal & Advertising Injury Limit $ 1,000,000 General Aggregate Limit $ 2,000,000 Products/Completed Operations Aggregate Limit $ 2,000,000 Fire Legal Liability $ 300,000

Medical Payments to Others $ 10,000

Workmen’s Compensation and Employers Liability Coverage (WC/EL) Section A: Statutory Benefits as required by the State of Maryland;

Section B: Employers Liability - $500,000 Each Accident, $500,000 Disease Policy Limit, $500,000 Disease – mailto:accounts-payable.mdva@maryland.gov

Each Employee

Automobile Liability (AL) Combined Single Limit $1,000.000

Include Owned, Hired, and Non-owned Auto Liability Uninsured/Underinsured Motorist $1,000,000

Umbrella: $1,000,000

XII. ATTACHMENTS

• Attachment Number One: Contract Bid Form

• Attachment Number Two: References

• Attachment Number Three (Exhibit One) - MBE/VSBE Research Factors

• Attachment Four: Exhibit Two - Maryland Department of Veterans Affairs

SAMPLE Small Procurement Contract

XIII. ATTACHMENTS TO BE SUBMITTED WITH BID RESPONSE

A) Attachment Number One: Completed and Signed Contract Bid Form.

B) Contractor current Certificate of Insurance (COI).

C) Any and All Acknowledgements of Receipt (Signed) of Amendments/ or

Addendum/Addenda issued during the solicitation process.

D) Any applicable State of Maryland licenses necessary to provide the services as stated in the Solicitation.

E) Three (3) or more references of Bidding Company’s previous work providing services of a similar nature to the specifications provided, within the last three (3) years.

ATTACHMENT ONE - CONTRACT BID FORM – MDVA-CEM-CH24-BLINDS

CONTRACTOR INFORMATION: To be completed and signed by Contractor/Vendor.

Company Name:

Business Phone No.:

Federal ID No.:

Address:

Owner/Point of Contact:

Owner/Point of Contact Email Address: Owner/Point of Contact Phone No.:

Number of Years in Business under Present Name:

Other/Former Names under which your Organization has Operated:

Attach a copy of all current Licenses, Permits and Certificates applicable and required by State, Federal and Local Laws.

Please PROVIDE responses to the following:

U.S. Dept. of Veterans Affairs Verified Veteran-Owned Small Business “VOSB” Yes No State of Maryland MBE Certified: Yes No If yes, MBE Number:

State of Maryland Small Business Enterprise: Yes No If yes, SBE Number:

State of Maryland Small Business Reserve: Yes No If yes, SBR Number:

CONTRACTOR BID PRICING: Quantities are for bid evaluation only, and are not meant to establish minimum, maximum, or exact quantities.

The Total bid price shall include the total fully loaded cost to provide goods and services as described in these specifications. The price shall cover performance of all requirements. The State reserves the right to cancel this Solicitation, or accept or reject all Bids, in whole or in part, received in response to this Solicitation.

CONTRACTOR BID: For Window Treatments

Line One: Blinds Unit Cost $ X SIXTEEN (16) = Total Cost $

Line Two: Solar Shade Unit Cost $ X ONE(1) = Total Cost $

Total Evaluated Price (CONTRACTOR TOTAL): Total Cost $

VENDOR SIGNATURE: DATE:

EXHIBIT 1: MBE, VSBE, and (if applicable) SBR Research Factors

Solicitation Title: MDVA-CEM-CH24-BLINDS– Small Procurement eMMA Solicitation No. BMP0

This exhibit serves as a summary of the factors the State used, in conjunction with guidance from the Governor’s Office of Small, Minority, and Women’s Business Affairs, to determine:

1. The expected degree of Minority Business Enterprise (MBE) participation for the procurement contract, including subcontracting opportunities identified for the project, any applicable North American Industry Classification System (NAICS) codes linked to the subcontracting opportunities, and the number of certified MBEs in those industries;

2. The expected degree of Veteran-owned Small Business Enterprise (VSBE) participation for the procurement contract, including subcontracting opportunities identified for the project, any applicable United Nations Standard Products and Services Codes (UNSPSC) [identified in eMaryland Marketplace Advantage (eMMA) as Categories] linked to the subcontracting opportunities, and the number of certified VSBEs in those industries; and

3. If this procurement is for a Statewide Master Contract where secondary competition may occur, the expected degree of Small Business Reserve (SBR) participation for the secondary competition agreement (such as a task order agreement or purchase order agreement) to be designated as an SBR, including opportunities identified for the secondary competition agreement, any applicable UNSPSCs linked to the subcontracting opportunities, and the number of certified SBRs in those industries.

Disclaimer: This summary’s research results are not all inclusive and do not exclude any other subcontracting opportunities that the Bidder/Offeror may identify in preparing a Bid/Proposal to submit in response to the solicitation.

Exhibit 1 for Maryland Department of Veterans Affairs

MBE Research by NAICS Code NAICS Codes Description # MBEs in MDOT

Directory NA- Small Procurement

MBE Research by Keywords Keywords # MBEs in MDOT

Directory

VSBE Research by UNSPSC/eMMA Category Code eMMA Category Codes

Description #VSBEs in eMMA Directory

NA- Small Procurement

NOTE: In this procurement, small businesses are strongly encouraged to submit a bid/proposal as a Prime Contractor to compete as an SBR at the secondary competition level. SBR certification is required to receive an SBR-designated secondary competition agreement award.

SBR Research by UNSPSC/eMMA Category Code eMMA Category Codes

Description # SBRs in eMMA Directory

52131500 Curtains and Draperies 0 52131600 Blinds and Shades 0

EXHIBIT NUMBER TWO

STATE OF MARYLAND

DEPARTMENT OF VETERANS AFFAIRS

SMALL PROCUREMENT CONTRACT

THIS CONTRACT (the “Contract”), is made as of the day of , 2024, by and between the STATE OF MARYLAND, acting through the MARYLAND DEPARTMENT OF VETERANS AFFAIRS (“Department”), whose principal office is located at 16 Francis Street, Annapolis, Maryland, 21401 and (“Contractor”) whose principal office is located at , together, hereinafter known as “the Parties.” The Parties agree as follows:

1. Scope of Contract.

(a) The Contractor shall provide the following services:

Window Treatments for the Administration Building located at Cheltenham State Veterans Cemetery, 11301 Crain Highway, Cheltenham, MD 20623, to fabricate and install sixteen (16) blinds and one (1) solar shade. The Contractor will provide services as specified in Exhibit A - Solicitation MDVA-CEM-CH24-BLINDS.

The Solicitation dated May 15, 2024, is attached, and incorporated by reference as Exhibit A. The Contractor’s bid / quoted rate dated , 2024, is incorporated by references as Exhibit B. If there is any conflict between this Contract and any exhibits incorporated by reference, the terms of this contract shall govern. If there is any conflict among the Exhibits, the following order of precedence shall determine the prevailing provision: Exhibit A –the Solicitation, and Exhibit B – the Contractor’s bid or proposal.

(b) Changes. This Contract may be amended only with the written consent of both parties.

Amendments may not significantly change the scope of the Contract (including the Contract price).

2. Term of Contract. The term of this Contract shall be for the period beginning at the final date of Contract execution by MDVA, for one (1) month from the date of the fully executed contract.

3. Compensation and Method of Payment.

(a) Compensation. The total compensation for services to be rendered by the Contractor shall not exceed $ ___________.

(b) Method of Payment. The Department shall pay the Contractor no later than thirty (30) days after the Department receives a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, State Finance and Procurement Article, Maryland Code, are prohibited.

(c) Tax Identification Number. The Contractor’s Federal Tax Identification Number is . Contractor’s Federal Tax Identification Number shall appear on all invoices submitted by the Contractor to the Department for payment.

(d) Invoicing. The Contractor shall submit a detailed invoice to the Cemetery Superintendent for services provided. Invoices shall be presented by the tenth (10th) day following the completion of services. Invoices shall contain the following information: Invoice number, Contract Name/Number and Purchase Order Number, Contractor’s name, mail address, email address, fax and telephone numbers, SERVICES PROVIDED, AND DATE(S) and Federal Tax Identification or Social Security number.

The Cemetery Superintendent shall review (and approve if applicable) the Invoice for accuracy and acceptance of stated work as complete, and fees charged, in compliance with Contracted rates.

The Cemetery Superintendent shall send the approved invoice to |accounts-payable.mdva@maryland.gov.

4. Procurement Officer. The Department designates Tom Johnson to serve as Procurement Officer for this Contract. All contact between the Department and the Contractor regarding all matters relative to this Contract shall be coordinated through the Procurement Officer.

5. The Contractor shall comply with the provisions of State Finance and Procurement Article, Title 19, Annotated Code of Maryland.

6. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR

21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

7. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notification to the Contractor specifying the extent and the effective date of the termination. The State will pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination, and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination.

Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12(A)(2).

8. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the Department may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

9. Termination for Non-appropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

10. Non-Discrimination in Employment. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law, including, but not limited to, the employment provisions of §13-219 of the State Finance and Procurement Article, Maryland Code and Code of Maryland Regulations 21.07.01.08, and the commercial nondiscrimination provisions of Title 19, Subtitle 1, State Finance and Procurement Article, Maryland Code.

11. Maryland Law Prevails. The laws of Maryland shall govern the interpretation and enforcement of this Contract. The Maryland Uniform Computer Information Transactions Act (Commercial Law Article, Title 22 of the Annotated Code of Maryland) does not apply to this Contract, or any software license acquired hereunder.

12. Anti-Bribery. The Contractor certifies that, to the Contractor’s best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, partners, or controlling stockholders; nor any employee of the Contractor who is directly involved in the business’s contracting activities, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or the United States.

IN WITNESS THEREOF, the Parties have executed this Contract as of the date herein set forth below.

CONTRACTOR STATE OF MARYLAND

DEPARTMENT OF VETERANS AFFAIRS

DO NOT SIGN AT THIS TIME

By: By:

DO NOT SIGN AT THIS TIME

(Printed Name and Title) (Printed Name and Title)

Date Date

By submitting a Bid in response to this Solicitation, the Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this Solicitation and the Contract, attached hereto. Any exceptions to this Solicitation or the Con...