Plumbing Fixtures and Mixing Valve Pre Bid Meeting Script.pdf

Pre-Bid Conference (via Google Meet)

Monday-December 1, 2025-12:00 p.m.

Issue Date: 11/20/25

Maryland Department of Health

“Plumbing Fixtures and Mixing Valve Repairs for Clifton T. Perkins Hospital Center”

OCMP 26-25209/eMMa#BPM051468

My name is Destiny Hargrove and I am the Procurement Officer for this solicitation. I am from the Office of Contract Management, OCMP for short. I am here to help you understand the solicitation process for this procurement and to clarify any questions or concerns Bidders may have regarding the specifications or scope of work, and to inspect the facility prior to submitting bids on eMaryland Marketplace Advantage (eMMA).

I can be reached at my email, destiny.hargrove@maryland.gov. This meeting is to review the solicitation for the Plumbing Fixtures and Mixing Valve Repairs for Clifton T. Perkins Hospital Center. This meeting is being recorded. Please write down and hold all of your questions until the Q&A session.

Consistent with COMAR 21.05.02.07, changes to specifications or to the scope of work will be published as an Amendment and will supersede the original published document. The pre-bid minutes and the attendance sheet will also be published as a part of this solicitation.

At this time, please comment in the chat your contact information. Please leave your first and last name, email address and phone number. It is important that you leave your contact information should there be a need to contact you as a result of this meeting.

Today, I have in attendance with me:

DeAnne Drake - MDH, Program Manager Nicholas Fuhr - MDH, Agency Project Architect Gwendolyn Adams – MDH, Procurement Manager Sherida Studwood- MDH, Procurement Manager Victoria Bell, MDH, Director of Procurement at CTPHC Lance Wolf, MDH, Procurement Officer CTPHC

POINTS TO EMPHASIZE:

1. Be assured that everything reviewed today is in the specifications; so, if you miss any portion of the meeting, it should not affect your ability to respond timely and accurately to the IFB.

2. This meeting is to review the solicitation for provision of Plumbing Fixtures and Mixing Valve Repairs for Clifton T. Perkins Hospital Center. The solicitation number for this contract is [BPM051468]. The contract resulting from this solicitation will be for one (1) mailto:destiny.hargrove@maryland.gov year based period with one (1) year option period . The anticipated start date is still to be determined after award in 2026

3. Bids are due for this solicitation, by Monday December 22, 2025, no later than 2:00 p.m. EST Local Time. No bids will be accepted after 2:00 p.m. Bids are accepted on eMarylandMarketplace Advantage only. The Bidder must bid all lines of the solicitation.

Bids that are faxed or emailed will be deemed non-responsive.

4. Please remember that after this Pre-Bid Conference prospective bidders may have questions answered that may help them understand the IFB further. Therefore, bidders will have the opportunity to submit additional questions in writing only. These questions are to be submitted to me no later than December 12,2025 at 12:00 p.m.. Please send to my attention at: destiny.hargrove@maryland.gov. Keep in mind that a response to All questions will be published as an amendment to the solicitation on eMMA. Therefore, please allow sufficient time for this to occur. Carefully review Subsection 4.4 – Questions regarding how to submit questions after this Pre-Bid Conference.

5. The award shall be made to the responsible bidder submitting a responsive bid for providing the service as specified within the IFB.

6. Please print out and read all attachments that are posted under this Solicitation on eMMA and review them carefully. Retain all attachments for future reference

7. Please remember that in order to receive a contract award, a bidder must be registered on eMMA. If you are not registered, please do so as early as possible. For assistance with registration go to: https://procurement.maryland.gov/business-community/ and you may also contact the eMaryland Marketplace Help Desk at emma.helpdesk@maryland.gov.

Review Subsection 4.1 for details.

8. It is critical that when you place your bid do so as early as possible and remember to hit the submit/send button. Check to be sure that you have only one bid in the queue to be submitted because multiple or impartial bids are not accepted and will be rejected.

9. Subsection 3.7, regarding Payments by Electronic Funds Transfer. Carefully review this clause. By submitting a response to this solicitation, the Bidder agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. This section goes into detail on how to register or request an exemption.

10. The Contractor awarded a contract must provide Insurance – Please read section 3.14 in its entirety to understand the limits and General Liability requirements. In addition, please pay special attention to subsection 3.14.1 regarding resulting contractor’s coverage for worker’s compensation. And, in the “DESCRIPTION OF OPERATIONS” box, the Certificate of Liability Insurance must include the State of Maryland, Maryland Department of Health, as an additional insured.

11. Please make sure your taxes are in order with the Comptrollers Office. If you are an out of State Business, please make sure you are registered with the Comptrollers Office. Not being registered with the Comptrollers Office and not having your taxes in order may find you to be a not responsible Bidder and your bid rejected.

12.In addition, please note that the company name you submit your bid under in eMMA, must match exactly as your company is registered in the State of Maryland with the Office of the Comptroller and Department of Assessments and Taxation (SDAT).

https://procurement.maryland.gov/business-community/ mailto:emma.helpdesk@maryland.gov

13.If you are an out of State business, you must have a State of Maryland business license and a resident business office in the State of Maryland. Carefully read Section 4.15, which also provide the website to the SDAT.

14. An overall MBE Subcontractor participation goal of 20% of the total contract dollar amount has been established for this procurement.

The MBE Director will present to the bidders the MBE requirements for this solicitation.

The Bidder Minimum Qualifications is listed in Section 1, subsection 1.1. As noted, the bidder must provide proof with its bid that all minimum qualifications have been met.

The Bid Format is listed in Section 4, Pay special attention to the Required Bid Submission, subsection

4.19. Failure to include all required items may void your bid submission.

A. Also included in Section 4, is subsection 4.24, “Documents Required upon Notice of Recommendation for Contract Award”. As noted, this is a list of documents that are only required from the winning bidder. Please keep this in mind when submitting your bid documents.

B. One of the affidavits you are required to complete, sign, and submit if you are the winning bidder is the BID Affidavit (Attachment A)

C. Please correctly review the Price Form and Price Form Instructions (Attachment B). Please see separate Excel Sheet labeled “Attachment B- Price Form”.

15. Questions and Answer Session:

Now I will take questions regarding the procurement process. The agency representative(s) will address questions regarding the Scope of Work, and the MBE director will address MBE related questions.

Please remember that after the Pre-Bid Conference prospective bidders may have questions answered that may help them understand the IFB. Just keep in mind that the answers to your questions will be posted on the eMMa websites. Therefore, please allow sufficient time for this to occur.

If you have any comments/questions about the procurement process, please contact me at my e-mail address is destiny.hargrove@maryland.gov

Thank you for attending the pre-bid meeting. I wish each of you the best!