Pre-Bid Conference Script, Meeting Minutes, & Attendance - BPM057760-FODRM32SB On-Call Roofing Inspection, Maintenance, & Repair.pdf

Pre-Bid Conference Meeting IFB #FODRM32SB – On-Call Roofing Inspection, Maintenance, & Repairs

07/07/2026

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Meeting Title: Invitation For Bid (IFB) – On-Call Roofing Inspection, Maintenance, & Repairs at the

Maryland State Highway Administration Hanover Complex Meeting Date: July 7, 2026, at 10:00 AM Meeting Facilitator: Joe Speca Meeting Attendees: Office of Procurement and Contract Management (OPCM)

Office of Equal Opportunity (OEO) Office of Maintenance Facilities Operations Division (FOD) The invited vendor community

Item Agenda Items

1 Welcome

Good afternoon to all Maryland SHA representatives and to our guests representing the vendor community.

My name is Joe Speca, and I am a procurement official representing SHA for this solicitation and resultant contract.

Quick reminder that this pre-bid conference is hybrid, as we have a site visit immediately following. There are people present in the room. We have tested the audio to ensure everyone can hear.

If you experience any audio issues, please use the hand raise feature or simply come off of mute and let me know.

Introduction of SHA Personnel:

OPCM, PSSD:

1. Joe Speca, Procurement Officer

2. Samina Warner, Section Chief

OEO:

1. Monica Wilkerson, OEO Representative

FOD:

1. Tammy Ridgeway, Procurement & Contracts Administrator

2. Mike Gilpin, Team Leader, Procurement & Finance

3. Leroy Daniels, Assistant Division Chief

4. Chris Gallo, Division Chief

3 Invited Guest Introductions:

Now, I would like to open the meeting to the vendor community to introduce themselves.

Please:

• State your name

• The company that you’re representing

• Say “I’m done” after you’re finished.

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• Type your information into the Teams chat (for virtual attendees) / fill out the sign-in sheet (in-person attendees) for meeting minutes purposes.

4 Pre-Bid Meeting Purpose:

SHA’s Office of Maintenance Facilities Operations Division is seeking qualified vendors to respond to the IFB.

The main purpose of this conference is to afford you the opportunity to ask questions, get clarifications and to address any other concerns in reference to the advertised eMMA solicitation number: BPM057760/FODRM32SB posted to eMMA on June 29, 2026.

If agency representatives are unable to answer any of your questions today, we will request that you submit your question(s) in writing to gspeca@mdot.maryland.gov. If questions and material content are NOT directed to my attention, the agency cannot consider these questions official. I will address additional written question procedures later in this meeting.

Important Notes:

Please make sure your business qualifications are current with the Maryland Comptroller’s Office. If you are an out-of-state business, you must also be properly registered with the Comptroller’s Office. Failure to register or resolve any outstanding tax liabilities may result in delays during the vetting process and could ultimately lead to the rejection of your bid or proposal if the required information is not updated in a timely manner.

In addition, note that the company name you submit in your bid to eMMA must match exactly how the company is registered with the State of Maryland.

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.

5 Minority Business Enterprise (MBE):

An overall MBE determination Goal of 15% has been set for this project.

Can the representative of the Office of Equal Opportunity please provide an overall of the required MBE submission and forms?

Invitation for Bid (IFB) Submission Process:

All bids must be submitted electronically via eMaryland Marketplace Advantage (eMMA).

Please do not hesitate to contact the eMMA Help Desk at eMMA.helpdesk@maryland.gov for assistance as you prepare your responses to the IFB.

mailto:gspeca@mdot.maryland.gov mailto:eMMA.helpdesk@maryland.gov

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7 Key Solicitation Dates & Details

The deadline to submit written questions is Monday, July 13, 2026, at 1:00 p.m. local time.

Submit question on or before that date/time to me at gspeca@mdot.maryland.gov. Please submit all questions via email using the “Vendor Question Template” as included in Exhibit 4 under Table D. We appreciate questions because it provides SHA the opportunity to readily prepare our responses and even improve the solicitation.

SHA will respond to all written questions in the form of an addendum, which will be posted to eMMA for all vendors who have received the IFB and/or have requested any additional correspondence. If there are any changes to the scope of work and responses to future questions, they will be published as an Amendment and supersede the original published document as per COMAR 21.05.02.07.

The deadline to submit bids is Tuesday, July 28, 2026, at 2:00 pm, local time. All bids must be submitted via eMMA. Hard copies or email copies will be considered as non-responsive.

Also, it’s very important that bidders understand the eMMA system and be sure that you’re submitting in the correct eMMA round. Use the eMMA.helpdesk@maryland.gov if you’re uncertain. The eMMA system is administered by the OSP/DGS office.

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02. SHA will open and document all bids on the bid tabulation form. SHA will evaluate bids starting with the lowest priced bid. If SHA determines that bid to be responsive and bidder to be responsible, the evaluation will conclude. Should SHA determine bid to be non-responsive and/or the bidder to be non-responsible, SHA will move to the next lowest priced bid and so on until determining a responsive bid and responsible bidder. This means that SHA may not evaluate all bids since the award decision is based primarily on lowest price.

Details for the submittal format of Bids can be found in Section 4, Bid Submission Information and Instructions. Please ensure that all required documentation is completed properly, signed, and submitted with your bid.

8 Key Solicitation Requirements:

Minimum bidder qualifications (shown in IFB Section 1.1) include:

A. Five (5) years of commercial roofing installation, repair, and maintenance experience.

B. A General Contractor’s License.

C. Confirmation that the bidder is a Certified Small Business.

D. Provide with its Bid "Attachment L Reference Checks" with one or more references filled out.

Contract Duration: Five (5) year base contract; no option periods.

Basis for Award: SHA intends to make a single award for the work under this IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

Previous Contract Information:

mailto:gspeca@mdot.maryland.gov mailto:eMMA.helpdesk@maryland.gov

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Prior contract FODRM24SB was awarded to A K J Inc. for $42,800.00 in 2024 for a three-year duration; vendor unfortunately went out of business, and the contract was terminated.

Summary Statement:

This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland (“State”): This contract is to provide roofing inspection, maintenance, and repairs at the Hanover SHA Complex. The selected contractor shall be responsible for all materials, equipment, labor, and project management required to complete the work outlined in this Statement of Work.

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

Scope Highlights:

Semi-annual roof inspections and reports (once in spring and once in fall) for each roof. List of inspection items was included in the scope. Reports are due 3 business days following each roof inspection and must include:

• The specific building and roof (including roof specs)

• Discovered condition with supporting photos

• Inspection method(s) used

• Estimates of any recommended maintenance and repair work

• Signature from any contractor personnel performing inspections

SHA will review any recommended maintenance and repair items and initiate as needed.

The Contractor must be able to respond to calls as needed on a 24/7/365 basis, including the need for emergency repairs.

Q&A: The floor is now open

**This Agenda will be included in the meeting minutes. **

Meeting Minutes:

1. List of Attendees:

a. Joe Speca (SHA OPCM)

b. Samina Warner (SHA OPCM)

c. Monica Wilkerson (SHA OEO)

d. Tammy Ridgeway (SHA OOM)

e. Mike Gilpin (SHA OOM)

f. Victor Hendson (SHA OOM)

g. Nate Lamb – Joint Forces Roofing, 443-454-3369, Nate.C@JFRoof.com (in-person attendee)

h. William Tankersley & Tony Giacalone – Premier Choice Exteriors, btankersley@premierchoiceexteriors.com & tgiacalone@premierchoiceexteriors.com (Microsoft Teams attendees)

i. Cari Maggi – St. Mary’s Roofing, gena@stmarysroofing.com (Microsoft Teams attendee) mailto:Nate.C@JFRoof.com mailto:btankersley@premierchoiceexteriors.com mailto:tgiacalone@premierchoiceexteriors.com mailto:gena@stmarysroofing.com

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2. OEO MBE presentation was promised to be sent as an attachment to the addendum with the pre-bid conference script & meeting minutes.

3. There were no questions asked during the pre-bid conference.