MMD 23-010 Amendment #1 (Scope of Work Update and Bid Due Date Change).pdf

STATE OF MARYLAND

MILITARY DEPARTMENT

FIFTH REGIMENT ARMORY

BALTIMORE, MARYLAND 21201-2288

WES MOORE

GOVERNOR

COMMANDER-IN-CHIEF

JANEEN L. BIRCKHEAD

BRIGADIER GENERAL

THE ADJUTANT GENERAL

Amendment One Contract Title: Maintenance for Air Compressors—Maryland Military Department

Locations Solicitation #: MMD 23-010

This Amendment is being issued to amend and clarify, add to, delete from correct and/or change the Invitation to Bids (IFB) documents for the above named solicitation to the extent indicated and is hereby made a part of the IFB documents on which the contract will be based. New language is in bold and underlined (e.g. new language), and language that has been removed has been strikethrough, and the font color has been changed to red (e.g. removed language). This Amendment becomes a part of the bid package. COMAR 21.05.02.08 requires all Amendments issued to be acknowledged.

This Amendment includes the following:

1. The Scope of Work has been updated (See Section 2.3 – Pages 2-6 of Amendment).

2. The Bid Due Date has been extended from May 22, 2023 at 5pm Local Time/EST to June

5, 2023 at 5pm Local Time/EST.

3. Attachment P has been updated. (Locations and Serial Numbers have been updated for some of the air compressors. Please see document titled, “Attachment P – Air Compressor Region and Location Details - Updated.”

Issued by:

State of Maryland

Maryland Military Department 219 29th Division Street

Baltimore, Maryland 21201 Shareda Holifield Procurement Officer

Maintenance for Air Compressors – Maryland Military Department Locations

Amendment #1

Amendment #1 Page 2

2.3 Responsibilities and Tasks

2.3.1 Preventive Maintenance

Preventive maintenance is defined as periodically scheduled work to provide systematic checking, adjustment, cleaning, and routine services as recommended by the equipment manufacturer. This includes examination, lubrication, adjustment, calibration of parts including, but not limited to: belts, bearings, capacity and safety devised, check valves, condensate pumps, coils, control transformers, control wiring, dampers, electrodes, all filters, fuses, environmental controls, fans, motors and motor starters, pressure controls, compressors, refrigerant filters drier, refrigerant piping relays and all necessary maintenance require to keep the units in proper and continuous operation. Parts and labor that are part of a preventive maintenance program, as recommended by the equipment manufacturer, routine testing and inspecting equipment to reduce or avoid service interruptions and to obtain optimum operating efficiency and maximum life expectancy of equipment are included in the contract. All Preventive Maintenance shall be in strict compliance with the relevant equipment manufacturers’ recommendations. All work performed by the Contractor shall meet local, State, and Federal codes and standards and be performed under the Contractor’s license, if applicable. Preventive Maintenance includes developing and recording equipment and system performance and inspection data for operation analysis and anticipated corrective action. Preventative Maintenance includes all labor and parts paid by the Contractor.

2.3.2 Emergency Service

Emergency service is defined as unscheduled work that requires immediate action to restore equipment or system operations, to correct mechanical problems that will cause imminent interruption of operations or will cause damage to operating equipment. Parts and labor will be paid by the contractor up to $500.00 per incident for parts and $500.00 per incident for labor.

In the event of equipment failure, or imminent failure or damage that occurs after business hours, on-site response by a qualified maintenance mechanic shall be made within four (4) hours after the Contractor has been given notification of the emergency situation. Service response shall be sufficient to restore the equipment or system to a fully or temporary operational status at no additional cost to the Owner. If temporary measures are taken to restore operation, then permanent repair service shall be completed within five (5) working days.

Under no circumstances shall equipment or system failure that results in loss of essential service exceed two (2) regular workdays. Inability to obtain parts or special technical or engineering services will not be considered reason to extend this time period.

Emergency maintenance service shall be available twenty-four hours of the day, every day and week of the year throughout the contract term. Contractor must submit a phone number with 24 hour availability in their proposal.

Failure of the Contractor to provide Emergency Service within the stated time frames may be cause to consider the Contractor in default of the contract by the Procurement Officer.

Amendment #1 Page 3

The State will reimburse the Contractor the total costs for parts necessary including taxes and shipping, plus a 15% markup. Repair and replacement parts charged to the State for Emergencies shall be invoiced at cost. The State reserves the right to audit the Contractor’s invoices in order to verify the cost price for said parts. The Contractor must purchase parts from the least costly source. Freight charges will be billed direct to the State and the State shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back up documentation. Repairs necessary under Emergency Maintenance shall be paid as follows; Contractor pays for all labor up to $500.00 per incident. The Contractor will bill for all labor in excess of $500.00 per incident based on the hourly rates in the contract. If the large part/and or major repair exceeds $2,500, the approval must be from both the Contract Manager and the Procurement Officer, which must be in writing. The State reserves the right to seek competitive bids for all large parts and/or major repairs. Major repairs may be excluded at the discretion of the agency. The Contractor shall submit invoices containing the necessary breakdown of costs (labor, parts, freight) as separate line items with back up documentation per emergency incident. The Contractor shall submit invoices from suppliers to substantiate costs. An amount equal to 10%, or $150 maximum, shall be allowed for supplies used that are not cost effective to itemize. The Contractor shall purchase parts from the least costly source.

2.3.3 Major Repairs

A major repair is defined as any scheduled repair that requires shut down of equipment to make the repair or involved replacement of parts that exceeds $500.00 per incident. Major repairs of $2,500 or more must have the approval of the Contract Monitor and the Procurement Officer.

The State reserves the right to seek competitive bids for all major overhauls and repairs as may be required during the term of the contract. The Contractor awarded the preventive maintenance contract as a result of this solicitation shall work cooperatively with any other Contractor the State may have to perform any major repairs.

Major Repairs may be excluded from the scope of the Contract at the discretion of the agency. However, the agency may direct the Contractor to perform a major repair and the Contractor will be bound to the hourly rates on the contract. Freight charges will be billed direct to the State and the State shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back up documentation. State reserves the right to audit the Contractor’s invoices in order to verify the cost price for said parts. The State will reimburse the Contractor for labor based on the hourly rates on the contract for major repairs that exceed $500.00. The State will reimburse the Contractor the total cost for parts necessary for repairs including taxes and shipping, plus a 15% mark up. In cases where the overall cost or critical time frame may be served by replacing a large part, the Contract Manager shall exercise his/her right to decide on the desired approach. If the large part/and or major repair exceeds $2,500, the approval must be from both the Contract Manager and the Procurement Officer, which must be in writing. The Contractor shall submit invoices containing the necessary breakdown of costs (labor, parts, freight) as separate line items with back-up documentation per repair. The Contractor shall submit invoices from suppliers to

Amendment #1 Page 4 substantiate costs. An amount equal to 10%, or $150 maximum, shall be allowed for supplies used that are not cost effective to itemize. The Contractor shall purchase parts from the least costly source.

2.3.4 Minor Repairs

Minor repairs are within the scope of services to be provided under the contract. Minor repairs are those repairs needed that are discovered during routine maintenance or inspection, or requested on a non-emergency basis. The Contractor must provide all labor at no additional cost to the State. Minor repairs are under $500.00 per incident (part(s) and labor).

The State shall be responsible for the expense of all parts, as defined, except those used under preventive maintenance. Minor repairs must be approved by the Contract Monitor.

When performing minor repairs, the Contractor shall replace all parts necessary to restore equipment to complete operational service. Use of the term “parts” is intended to imply the smallest part which effectively and completely accomplishes needed repair. In cases where the overall cost or critical time frame may be served by replacing a large part, Maintenance Supervisor shall exercise his right to decide on the desired approach. Repair and replacement parts charged to the State for minor repairs shall be invoiced at cost. The State reserves the right to selectively audit the Contractor’s invoices in order to verify the cost price for said parts. The Contractor must purchase parts from the least costly source. The State will reimburse the Contractor the total cost for parts necessary for repairs including taxes and shipping, plus a 15% markup.Freight charges will be billed direct to the State and the State shall reimburse the Contractor for the full amount of the freight expense. The Contractor shall submit invoices containing the necessary breakdown of costs (labor, parts, freight) as separate line items with back up documentation per repair. The Contractor shall submit invoices from suppliers to substantiate costs. An amount equal to 10%, or $150 maximum, shall be allowed for supplies used that are not cost effective to itemize. The invoice shall contain the necessary breakdown of costs with back up documentation.

2.3.5 Parts and Materials

Unless otherwise directed, the Contractor shall furnish and install all parts (those paid by the State and those paid by the Contractor) for Preventive Maintenance, Minor Repair and Emergency Repairs in accordance with the specifications herein. A copy of the manufacturer’s invoice to the Contractor shall be submitted with invoice for payment. The Contractor shall provide replacement parts from the original manufacturers or substitute parts approved by the original manufacturers. The State will reimburse the Contractor the total cost for parts necessary for repairs including taxes and shipping, plus a 15% markup.

The State shall pay all parts expense, except those required for the preventive maintenance services and minor repair under $500.00 per incident, at Contractor’s cost. Freight charges will be billed direct to the State and the State shall reimburse the Contractor for the full amount of the freight expense. In cases where the overall cost or critical time frame may be served by replacing a large part, the Contract Manager shall exercise his/her right to decide on the desired approach. If the large part/and or major repair exceeds $2,500, the approval must be from both the Contract Manager and the Procurement Officer.

Amendment #1 Page 5

The Contractor shall submit invoices containing the necessary breakdown of costs (labor, parts, freight) as separate line items with back-up documentation per repair.

The Contractor shall submit invoices from suppliers to substantiate costs. An amount equal to 10%, or $150 maximum, shall be allowed for supplies used that are not cost effective to itemize. The State reserves the right to selectively audit the Contractor’s invoices in order to verify the cost price for said parts. The invoices shall contain the necessary breakdown of costs with back up documentation.

2.3.5.1 Warranty

Contractor shall submit warranty documentation for both one year for defects in materials and workmanship, parts and labor coverage.

2.3.6 Contractor’s Responsibility

a. The Contractor shall be responsible for all labor, materials and supplies associated with Preventative Maintenance. All labor and parts (filters, oil, belts, etc. for Preventive Maintenance, Emergency Service and/or Minor repairs under $500.00 per incident for labor and $500.00 per incident for parts. A Repair is defined as a repair in which the part(s) cost does not exceed $500.00 per incident.

b. All materials and supplies associated with Preventive Maintenance, Emergency

Services and/or Minor Repairs under $500.00 per incident for parts and $500.00 per incident for labor.

c. When performing repairs, the Contractor shall replace all parts necessary to restore equipment to complete operational service. Use of the term “parts” is intended to imply the smallest part, which effectively and completely accomplishes needed repair.

In cases where the overall cost or critical time frame may be served by replacing a larger part, the Contract Monitor or MMD designee shall have the discretion and right to decide on the desired approach.

d. The Contractor shall follow all state, federal, and industry standards when performing preventive maintenance and repairs for the air compressors. The Contractor shall at all times keep the premises as clean as possible, and free from an accumulation of waste materials and rubbish. All materials shall be disposed of by the Contractor and at the Contractor’s expense. The Contractor shall be solely responsible for any damage to the building and its contents, and for any loss or damage to any property belonging to the MMD when such loss and damage may be attributable to the Contractor’s actions or those actions of its agents or employees.

2.3.7 State’s Responsibility:

a. The State reserves the right to audit the Contractor’s invoices in order to verify the cost price for said parts. The State shall reimburse the Contractor at the Contractor’s cost for part cost only. The State reserves the right to audit the Contractor’s invoices in order to verify the cost price for said parts. The Contractor shall submit documentation for part(s)

Amendment #1 Page 6 cost with invoice for reimbursement. Payment will not be made to the Contractor without the backup documentation.

b. The State reserves the right to purchase directly any necessary part(s) to be installed by the contractor for Emergency and Major Repairs.

c. Part cost or labor in excess of $500.00 per incident are considered Major Repairs. The State reserves the right to seek competitive bids for the purchase of any needed part considered a Major Repair. The Contractor shall work cooperatively with any other contractor hired by the State. The Awardee(s) shall work cooperatively with any Contractor hired by the State.

d. The State will reimburse the Contractor the total cost for parts necessary for repairs including taxes and shipping, plus a 15% mark up. The State will reimburse the Contractor for actual freight costs of parts required for repair. The State reserves the right to audit the Contractor’s invoices in order to verify the cost price for said part(s).

2.3.8 Vendor Performance Report

QUARTERLY VENDOR PERFORMANCE

REPORT

This form will be used to report satisfactory or unsatisfactory vendor performance. A copy will be given to the vendor and will become a permanent part of the vendor’s file. This report must be completed by the agency quarterly and submitted to the MMD Procurement Officer within ten (10) days.

eMail To:

Shareda Holifield shareda.holifield2@maryland.gov Report Date:

Report Due By:

User Agency/Department Submitting Report:

Contact Person: _______________________________________ Telephone Number:

Address: _______________________________________ eMail Address:

Title of Service/

Location

MMD BPO # _____________________________________

Is there a Minority Business Enterprise (MBE) goal?

Yes ________ Goal_________ No _________ Is contractor compliant? Yes _________ No Is this a Small Business Reserve (SBR)?

Yes _________ No ___________

Term of Contract: ______________ to mailto:shareda.holifield2@maryland.gov

Amendment #1 Page 7

Vendor’s Name:

Name of Company

Vendor’s Phone #: _______________________

Vendor’s eMail Address:

Brief description of service(s) provided by Vendor:

A. Using your Invitation to Bid (IFB), Scope of Work (SOW), for this contract, evaluate the vendor’s performance. For any area(s) of non-compliance, include the specific section(s) consistent with the area(s) of vendor’s compliance with contract terms and conditions. Use additional pages to complete Sections A, B, and C, as needed.

1.

2.

3.

B. Explain steps taken on the agency’s level to resolve the problem and the vendor’s response to those steps: (User Agency shall maintain documentation to support all areas of vendor’s non-compliance).

C. Remarks: Be accurate, complete and factual.

Overall rating [ ] Satisfactory [ ] Unsatisfactory

Printed Name and Title of Person Initiating Form Authorized Signature and Date

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

THIS CONCLUDES THE END OF AMENDMENT #1.