OBD Approved RFB.docx

Maryland Department of Health Western Maryland Hospital Center THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07.

REQUEST FOR BIDS

SOLICITTION # BPM021848

Issue Date: December 8, 2023

Air Conditioning Preventative Maintenance, Inspection and Service

NOTICE

A Prospective Bidder that has received this document from the Department of General Services’ website or https://emaryland.buyspeed.com/bso/, or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFB, should immediately contact the Procurement Officer and provide the Prospective Bidder’s name and mailing address so that addenda to the RFB or other communications can be sent to the Prospective Bidder.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

STATE OF MARYLAND

NO BID NOTICE

In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email or fax this completed form to the attention of the Procurement Officer (see the Key Information Sheet below for contact information).

Title: Air Conditioning Preventative Maintenance, Inspection & Service Western Maryland Hospital Center Solicitation No: BPM021848 If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attached additional pages as needed.).

REMARKS:

Vendor Name: Date:

Contact Person: Phone ( ) -

Address:

E-mail Address:

ATTENTION: PLEASE FAX OR EMAIL ONLY

STATE OF MARYLAND

WESTERN MARYLAND HOSPITAL CENTER

RFB KEY INFORMATION SUMMARY SHEET

Invitation for Bids: Air Conditioning Preventative Maintenance, Inspection and Western Maryland Hospital Center

Solicitation Number: BPM021848

RFB Issue Date: December 8, 2023

Western Maryland Hospital Center 1500 Pennsylvania Avenue, Hagerstown Maryland, 21742 Phone: 301-745-4349 e-mail: othniel.davies@maryland.gov

Contract Monitor: Mark Dressler, Plant Operations Director Western Maryland Hospital Center 1500 Pennsylvania Avenue, Hagerstown Maryland Phone: 301-745-4948 e-mail: mark.dressler@maryland.gov

Term of Service: January 1, 2023, through December 31, 2025

Options 0

Bids are to be sent to: eMaryland Marketplace Advantage Portal

Pre-Bid December 13, 2023, at 10:00 a.m.

Closing Date and Time: December 20, 2023, at 2:00p.m. Local Time

1.SUMMARY STATEMENT AND GENERAL INFORMATION

1.1 Summary Statement

The Maryland Department of Western Maryland Hospital Center is seeking the services of a vendor to provide Preventative Maintenance and Services for its Chiller system for a period of two (2) years beginning January 1, 2024.

This procurement is being solicited to establish a two-year contract with a vendor qualified in HVAC services.

The Department intends to make a single award as a result of this RFB.

1.2 Contract Type

The Contract resulting from this RFB shall be a firm fixed price as defined in COMAR 21.06.03.02

1.3 Term of Contract

The contract resulting from this solicitation shall be for two (2) years beginning on or about January 1, 2024, and ending December 31, 2025, with zero (0) renewal option.

1.4 Procurement Officer

The Procurement Officer is the sole point of contact in the State for purposes of this solicitation prior to the award of any Contract. The name and contact information of the Procurement Officer are indicated in the RFB Key Information Summary Sheet.

The Department may change the Procurement Officer at any time by written notice.

1.5 Contract Monitor

The Contract Monitor is the State representative for this Contract who is primarily responsible for Contract administration functions after Contract award.

The name and contact information of the Contract Monitor are indicated in the RFB Key Information Summary Sheet.

The Department may change the Contract Monitor at any time by written notice.

1.6 eMaryland Marketplace Advantage eMMA is an electronic commerce system for the State of Maryland. The solicitation and Bidder 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://emaryland.buyspeed.com/bso/login.jsp, click on “Register” to begin the process, and then follow the prompts.

1.7 Questions and Inquires

Written questions from prospective Bidders will be accepted by the Procurement Officer and shall be submitted via eMMA to the Procurement Officer indicated in the RFB Key Information Summary Sheet.

Questions are requested to be submitted at least four (4) days prior to the Bid due date. 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.

1.8 Procurement Method

This Contract will be awarded in accordance with the Small Procurement method under COMAR 21.05.07.

1.9 Bids – Closing/Due Date

Bids must be received by the Procurement Officer no later than the Bid Due date and time indicated in the RFB Key Information Summary Sheet in order to be considered.

Bids may only be submitted via eMMA (eMaryland Marketplace Advantage. Please DO NOT hand deliver any replies to the facility.

Requests for an extension of this time or date will not be granted.

Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set for the opening.

Bid amounts will not be eligible for increases unless it is specified on the bid page that an annual change in rate is allowable.

1.10 Pre-Bid

There will be a pre-bid conference required. Pre-bid is scheduled to take place on December 13, 2023 at 10:00 am.

1.11 Award Basis

The Contract shall be awarded to the responsible Bidder submitting a responsive Bid with the most favorable Total Bid Price (as referenced in COMAR 21.05.02.13) for providing the services as specified in this RFB. The most favorable Total Bid Price will be the lowest price total. This will be a single bid award. Any bid exceeding the Small Procurement delegation of fifty thousand dollars ($50,000.00) will not be considered for this solicitation. (Comar 21.05.07.03; 21.05.07.04)

1.12 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

1.13 Duration of Bid

Bids submitted in response to this RFB are irrevocable for 120 days following the closing date of the Bids. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

1.14 Revisions to the RFB

If it becomes necessary to revise this RFB before the due date for Bids, the Department shall provide addenda to all prospective Bidders through eMMA. Addenda will be placed on eMMA within a reasonable time to allow Bidders to consider them in preparing their bids. It remains the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids. If the due date for submission of bids does not permit adequate time for consideration of the addenda by Bidders, the bid due date will be extended.

Bidders should acknowledge receipt of all addenda to this RFB issued before the Bid due date. Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be rejected as being non-responsive to the requirements of the RFB.

1.15 Cancellations

The State reserves the right to cancel this RFB, or accept or reject any and all Bids, in whole or in part, received in response to this RFB.

1.16 Incurred Expense

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

1.17 Mandatory Contractual Terms

By submitting a Bid in response to this RFB, a Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this RFB and the Contract, attached herein as Attachment A. Any exceptions to this RFB 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.

1.18 Protest/Disputes

Any protest or dispute related, respectively, to this solicitation or the resulting Contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

1.19 Bidder Responsibilities

The selected Bidder shall be responsible for rendering goods and services for which it has been selected as required by this RFB. All subcontractors shall be identified and a complete description of their role relative to the Bid shall be included in the Bidder’s Bid.

If a Bidder that seeks to perform or provide the services required by this RFB is the subsidiary of another entity, all information submitted by the Bidder, such as but not limited to, references, financial reports, or experience and documentation (e.g. insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement that the parent organization will guarantee the performance of the subsidiary.

1.20 Substitution of Personnel

If the solicitation requires that particular individual(s) or personnel be designated by the Bidder to work on the Contract, any substitution of personnel after the Contract has commenced must be approved in writing by the Contract Monitor prior to the substitution. If the Contractor substitutes personnel without the prior written approval of the Contract Monitor, the Contract may be terminated for default which shall be in addition to, and not in lieu of, the State’s remedies under the Contract or which otherwise may be available at law or in equity.

1.21 Compliance with Laws/Arrearages

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

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

1.22 Verification of Registration and Tax Payment

Before a business entity can do business in the State it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at the State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. The SDAT website is http://www.dat.state.md.us/sdatweb/services.html .

It is strongly recommended that any potential Bidder complete registration prior to the due date for receipt of Bids. A Bidder’s failure to complete registration with SDAT may disqualify an otherwise successful Bidder from final consideration and recommendation for a Contract award.

1.23 False Statements

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

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

(a) Falsify, conceal, or suppress a material fact by any scheme or device;

(b) Make a false or fraudulent statement or representation of a material fact; or

(c) Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under subsection (1) of this section.

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

1.24 Payment

The Contractor shall choose one method of submission, USPS, or email. The Contractor shall submit an original of each invoice and signed authorization to invoice to the Contract Monitor and the Accounts Payable office.

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

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

1) Contractor name and address;

2) Remittance address;

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

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

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

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

Any action on the part of the facility, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.04.

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

For the purposes of the Contract an amount will not be deemed due and payable if:

1) The amount invoiced is inconsistent with the Contract;

2) The proper invoice has not been received by the party or office specified in the Contract;

3) The invoice or performance is in dispute, or the Contractor has failed to otherwise comply with the provisions of the Contract;

4) The item or services have not been accepted;

5) The quantity of items delivered is less than the quantity ordered;

6) The items or services do not meet the quality requirements of the Contract; or The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

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SECTION 2 -MINIMUM QUALIFICATIONS

2.1 Bidder Minimum Qualifications

2.1.1 Licenses, Registrations and Certifications

The Contractor will be a Master HVACR Unrestricted License holder. The Contractor may provide at a minimum a licensed Journeyman or a licensed apprentice under the supervision of a licensed Journeyman to perform the services in the Scope of Work. Licenses must be submitted with the bid offer. No personnel will be allowed to perform services without the license on file. Minimum requirement for licensed personnel is defined at the Maryland Department of Labor website, https://www.dllr.state.md.us/license/hvacr/hvacrlicreq.shtml and in Comar 09.05.01.00. https://dsd.maryland.gov/Pages/COMARSearch.aspx

2.1.2 Minimum Experience:

The Contractor will have a minimum of five (5) years’ experience in the repair and servicing of equipment covered under this contract the contractor is to provide proof of training and experience.

2.1.3 Minimum Years in Business Providing Services:

The Contractor must have a minimum of 5 years’ experience in providing HVAC maintenance and repair services.

2.1.4 References:

Bidders MUST provide no less than three (3) verifiable professional business references for the Minimum Experience (2.2) and/or Qualifications as specified in Contractor’s Responsibilities (3.6). Each reference will require a Vendor Performance Feedback form (Appendix 1) to be returned with the bid offer with the “Reference Information” section completed. Candidates who do not provide references with their bid offer may be deemed as non-responsive.

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SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

The MARYLAND DEPARTMENT OF HEALTH – Western Maryland Hospital Center, located in Hagerstown Maryland is a twenty-four/seven specialty hospital providing comprehensive acute and comprehensive chronic care.

3.2 Scope of Work Requirements

It is the State’s intention to obtain services, as specified in this RFB, from a Contract between the selected Bidder and the State.

Detailed specifications of work to be performed under this solicitation are as follows:

A. The contractor shall provide Air Conditioning Maintenance, Preventive Maintenance Service, and Startup/shutdown services at the Western Maryland Hospital Center, 1500 Pennsylvania Ave., Hagerstown, Maryland 21742.

B. The Contractor shall use only Trane factory certified technicians for the services provided.

C. With the exception of emergency services, all visits shall be scheduled in advance and the technician is expected to have all tools and materials with them normally needed to complete the anticipated work.

The components of the system covered are:

CenTraVac Chiller Maintenance:

START UP & SHUT DOWN of unit each spring and fall. The startup includes performing startup checks on the WMHC Checklist for Startup on Chiller & Cooling Tower or an alternative checklist approved by this facility, all conditions must be documented to include gas pressures, oil condition, and a checklist of all parts showing either normal or identifying any abnormal issues, as well as bringing equipment to full operational conditions and ensuring the liquid loops are free of air and cooling coils are holding correct temperatures. A minimum of three readings are to be taken at startup at least one hour apart. Startup shall be completed no later than March 15, each year regardless of demand for chiller. Condition report should be submitted while technician is on site and may be rejected if the report is offered at a later time after the work is complete. The servicing technician should be available, to answer any questions or explain any problems found. Shutdown shall include layup of equipment, to include draining the cooling tower and inspection of the system to identify any issues or concerns that should be addressed during the down season. A report is to be submitted at shutdown to indicate any abnormal conditions or concerns. This report can be submitted on plain paper and shall include all items on the chiller and cooling tower with a description of how they have been prepared for layup and winterization. An example of an approved checklist for quarterly, annual, monthly, and startup is attached as EXHIBIT A.

MONTHLY INSPECTION of unit during operating season. (while in operation, every 30 days from March to November)

a. Check and record operating temperatures, pressures and amperages.

b. Verify proper operation of safety controls.

c. Verify operation of purge.

d. Change oil in purge vacuum pump when required.

e. Verify proper operation of control circuit.

ANNUAL ROUTINE MAINTENANCE SERVICE:

Follow and report on the Trane Annual Inspection Check List and Report form. (Attach data forms as needed.)

a. Tighten all exposed flanges and seal all bolts.

b. Inspect purge system and clean purge pump, purge oil separator, and purge drum.

c. Inspect and calibrate safety controls.

d. Meg CenTraVac motor and oil pump motor.

e. Check dash pot oil in main starter, tighten all starter terminals and check contacts for wear.

f. Change oil in CenTraVac.

g. Tighten motor terminals.

h. Change the oil filter as required.

i. Tighten oil heater leads.

j. Verify proper operation of vane positioner.

PREDICTIVE MAINTENANCE SERVICE – ANNUAL

a. Take vibration readings and have them analyzed for bearing defects, looseness, alignment, gear defects (if applicable), and balance.

b. Take current signature readings with same frequency as vibration reading and analyze for rotor defects.

c. Perform refrigerant analysis, check for acidity, oil content and moisture contamination.

EDDY CURRENT TESTING – PERFORMED ONCE EVERY THREE YEARS

a. Eddy Current Test of the condenser and the evaporator.

b. Removal and replacement of one head from each section of the chiller.

c. All tubes must be clean. Brushing of tubes one time to assure tubes can be tested. Should tubes require chemical cleaning to remove scale; this will be done on a time and materials basis

Eddy Testing due date is 2022.

CONDENSER TUBES once per year. If tubes need to be chemically cleaned, it will be done on a time and materials basis.

Cooling Tower Maintenance:

START-UP AND SHUT DOWN unit each spring and fall.

BI-ANNUAL INSPECTION OF TOWER DURING OPERATING SEASON (2 times during each operating season.)

a. Adjust belt.

b. Check and clean sump screen.

c. Check float level and make up valves.

d. Check fan operation.

e. Check and grease fan bearings.

f. Report all uncorrected deficiencies.

g. Clean sensors and ensure proper make-up and blow-down operation.

ANNUAL MAINTENANCE SERVICE:

a. Clean basin and sump screen.

b. Set float level.

c. Check make-up valve.

d. Rotate fan by hand and check fan belt condition, replace if cracks are found in fan belt.

e. Check fan blades.

f. Check and grease fan bearings.

g. Clean sensors and ensure proper make-up and blow-down operation.

Refrigerant Monitor Maintenance:

MONTHLY INSPECTION OF REFRIGERANT MONITOR.

a. Check readout ppm.

b. Check for output drift (ppm up or down not stable).

c. Check the flow pressure switch.

d. Check "zero" cycle.

e. Check filter.

f. Test and calibrate display to ensure accuracy.

ANNUAL INSPECTION OF REFRIGERANT MONITOR

a. Replace inlet filter.

b. Replace charcoal filter.

c. Check "zero" cycle.

d. Adjust flow pressure switch.

e. Check voltage output/input main pc board.

f. Check voltage output/input control pc board.

g. Check and clean cabinet.

h. Calibrate monitor per Trane specifications.

Kitchen Air Handler and Compressor/Condenser Unit:

MONTHLY MAINTENANCE AND INSPECTION OF CONDENSING UNIT (To be done every 30 days during cooling season)

MONTHLY MAINTENANCE AND INSPECTION OF AIR HANDLING UNIT (To be done every 30 days during cooling season)

ANNUAL MAINTENANCE SERVICE:

RECORD KEEPING:

The following reports are required to be submitted during this contract period:

Start-up Report - Use the WMHC form “Checklist for Startup on Chiller & Cooling Tower” to be submitted while technician is on site and available for inspection of equipment and review of report results. (See section on start-up for details of what should be included in report).

Quarterly Report – Use the WMHC form “Checklist for Quarterly Maintenance on Kitchen Split A/C System” to be submitted while technician is on site and available for inspection of equipment and review of report results.

Monthly Report (every 30 days while equipment is in operation) – Use the WMHC form – “Checklist for Monthly Maintenance on all Equipment” to be submitted while technician is on site and available for inspection of equipment and review of report results.

Annual Maintenance Report – Use the WMHC form – “Checklist for Annual Maintenance on Chiller & Cooling Tower” to be submitted while technician is on site and available for inspection of equipment and review of report results.

Shutdown Report - This report can be submitted on plain paper and shall include all items on the chiller and cooling tower with a description of how they have been prepared for layup and winterization and shall be submitted while technician is on site and available for inspection of equipment and review of report results. (See section on shutdown for details of what should be included in report).

The hospital reserves the right to reject any reports not submitted on the day the work is performed. All items on each form are to be completed when due, a blank space on any form will be indicative of incomplete work.

3.3 Department Obligations

3.3.1 The State is responsible for providing required information, data, documentation, and test data to facilitate the Contractor’s performance of the work and will provide such additional assistance and services as is specifically set forth.

3.3.2 The Contract Monitor will give written notice of performance issues to the Contractor, clearly describing the problem and delineating remediation requirement(s). If performance issues persist, the Contract Monitor may request the immediate removal of persons(s) whose performance is an issue and determine whether a substitution is required.

3.3.3 Before any of the work shall begin, the Contractor shall confer with the State’s representative at the site and agree on times, a sequence of procedure, means of access to the premises, space for storage of materials and equipment, use of approaches, use of facilities, etc.

3.3.4 If it becomes necessary to perform work on days or at times other than those indicated above or on holidays, special permission must be obtained in advance from the State’s representative in writing.

3.3.5 State holidays shall be observed by the Contractor and shall include:

· New Year’s Day

· Martin Luther King Day Columbus Day

· Presidents Day

· Veterans Day

· Memorial Day Thanksgiving Day

· Juneteenth Christmas Day

· Independence Day

· Labor Day

Election Day

· Thanksgiving Day

· Native American Heritage Day

· Christmas Day and all other additional days authorized by the Governor, plus official general election holidays.

3.4 Contract Term

The term of this contract is for a period of 24 months beginning on January 1, 2024 and ending in December 31, 2025.

3.5 Contractor’s Liability Insurance

Responsibility for Damage Claims The Contractor shall indemnify and save harmless and defend the State and all of its representatives from all suits, actions, or claims, of any character brought on account of any injuries or damages sustained by any person or property in consequence of any work performed under this Contract either by the Contractor or any subcontractor, or their employees, agents, or representatives. A Certificate of Insurance (COI) MUST be submitted within 10 days of award of a contract and no less than prior to entering the facility to perform services.

Liability Insurance

1. The Contractor and its subcontractors shall maintain such insurance as shall protect the Contractor from claims under Workmen’s Compensation Act and the Federal Employers Liability Act by coverage with insurance companies or by methods acceptable to the State Insurance Commissioner and by no other method, for damages which may arise from operations under this Contract, whether such operations be by the Contractor or by any subcontractor or anyone directly or indirectly employed by either of them.

2. The Contractor shall protect the Contractor self and the State from any claims from Bodily Injury, Liability, and Property Damage Liability.

3. The limits for Bodily Injury Liability shall be not less than $1,000,000/$2,000,000; that is, $1,000,000 is the limit for injury per occurrence and $2,000,000 in the aggregate. The minimum limit for Property Damage Liability shall be $1,000,000 per occurrence and $2,000,000 for aggregate.

4. The above policies for Bodily Injury and Property Damage Liability Insurance shall be so written as to include Contingent bodily Injury and Property Damage Liability Insurance to protect the Contractor against claims from the operations of subcontractors.

5. Certificates of the Contractor’s insurance containing evidence of the Hold Harmless Clause protecting the State of Maryland shall be filed with the Procurement Coordinator and shall be subject to the approval of the Procurement

Officer for adequacy of protection. No work shall be started at the site until appropriate certificates of insurance are filed for and approved by the Procurement Coordinator.

3.6 Responsibility for damage.

The Contractor shall repair and restore to its original condition any equipment, materials, or surfaces damaged or disturbed by his operations. The Contractor shall be entirely responsible for any loss or damage to his own materials, supplies, and equipment, and to the personal property of his employees while they are on State premises. The Contractor shall be solely responsible for any damage to the building or its contents and for any loss or damage to any property belonging to the owner or the owner’s employees when such loss or damage may be attributable to his actions or negligence or the actions of his employees.

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SECTION 4 – ATTACHMENTS & APPENDIX

ATTACHMENT A SAMPLE SMALL PROCUREMENT CONTRACT

ATTACHMENT B BID INSTRUCTIONS

B-1 Bid Instructions To assist each Bidder in the preparation of its Bid and to comply with the requirements of this solicitation, Bid Instructions have been prepared. Each Bidder shall submit its Bid in accordance with the instructions as specified herein. All bids should be submitted in the eMMA solicitation bid tab section.

The Bid is used to calculate the Bidder’s TOTAL BID PRICE. Follow these instructions carefully when completing your Bid Form:

A) All Unit and Extended Prices must be clearly entered in dollars and cents, e.g., $24.15.

B) All Unit Prices must be the actual price per unit the State will pay for the specific item or service identified in this RFB and may not be contingent on any other factor or condition in any manner.

C) Except as instructed on the Bid Form, nothing shall be entered on or attached to the Bid Form that alters or proposes conditions or contingencies on the prices. Alterations and/or conditions may render the Bid not responsive.

D) It is imperative that the prices included on the Bid Form have been entered correctly and calculated accurately by the Bidder and that the respective total prices agree with the entries on the Bid Form. Any incorrect entries or inaccurate calculations by the Bidder will be treated as provided in COMAR 21.05.02.12 and may cause the Bid to be rejected.

E) All Bid prices are to be fully loaded prices that include all costs/expenses associated with the provision of services as required by the RFB. The Bid price shall include, but is not limited to, all: labor, profit/overhead, general operating, administrative, and all other expenses and costs necessary to perform the work set forth in the solicitation. No other amounts will be paid to the Contractor. If labor rates are requested, those amounts shall be fully loaded rates; no overtime amounts will be paid.

F) Unless indicated elsewhere in the RFB, sample amounts used for calculations on the Bid Form are typically estimates for evaluation purposes only. Unless stated otherwise in the RFB, the Agency does not guarantee a minimum or maximum number of units or usage in the performance of the Contract.

G) Failure to adhere to any of these instructions may result in the Bid being determined not responsive.

H) Bid amounts will not be eligible for increases unless it is specified on the bid page that an annual change in rate is allowable.

ATTACHMENT C BID PROPOSAL AFFIDAVIT

Attachment C: Bid Proposal Affidavit http://procurement.maryland.gov/wp- content/uploads/sites/12/2018/04/AttachmentC-Bid_Proposal-Affidavit.pdf.

ATTACHMENT H CONFLICT OF INTEREST AFFIDAVIT

Attachment H: Conflict of Interest Affidavit https://procurement.maryland.gov/wp- content/uploads/sites/12/2018/05/AttachmentH-Conflict-of-InterestAffidavit.pdf

ATTACHMENT N CONTRACT AFFIDAVIT

Attachment N: Contract Affidavit http://procurement.maryland.gov/wp- content/uploads/sites/12/2018/04/Attachment-N-ContractAffidavit.pdf

APPENDIX 1 VENDOR PERFORMANCE FEEDBACK FORM

Appendix 1 Vendor Performance Feedback Form (References) (Due with Bids) This form will be a separate document attachment in the solicitation on eMMA. Please be sure to download, complete and return a minimum of three references one reference per form.

VENDOR REFERENCE-PERFORM

APPENDIX 2 AC CHILLER PM INSPECTION & SERVICE ANNUAL MAINTENANCE LIST

5.a.1 AC-Chiller PM Inspection & Service

APPENDIX 3 DEFINITIONS

A. Apprentice – a person a person who is engaged in learning the plumbing trade by working with and assisting a journeyman or master plumber in the installation, maintenance and repair of plumbing and drainage B. Journeyman - a person qualified to work on plumbing without supervision C. Master Plumber - a person who has earned the highest professional level of plumbing image2.png image3.png image1.png