Pre-Bid Conference Script, Meeting Minutes, & Attendance - BPM059308-OOMELC30SB On-Call Electrical Services.pdf

Pre-Bid Conference Meeting IFB #OOMELC30SB – On-Call Electrical Services at SHA Hanover

10/20/2026

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Meeting Title: Invitation For Bid (IFB) – On-Call Electrical Services at the Maryland State Highway

Administration Hanover Complex Meeting Date: October 20, 2026, at 10:00 AM Meeting Facilitator: Joe Speca Meeting Attendees: Office of Procurement and Contract Management (OPCM)

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 type into the chat.

Introduction of SHA Personnel:

OPCM, PSSD:

1. Joe Speca, Procurement Officer

2. Samina Warner, Section Chief

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.

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

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4 Requirements Highlights:

Summary Statement:

This contract is to provide on-call electrical services at the Hanover SHA Complex, including installation, maintenance, reconditioning, replacement, diagnostic evaluation, troubleshooting, operation, and repair of various electrical systems, as well as any related electrical work deemed necessary. 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.

Scope Highlights:

Please ensure thorough review of Table C – Appendix 8, which is the Statement of Work for this requirement. This document outlines all requirements, qualifications, and applicable codes and regulations applicable to this work.

Electrical services include, but are not limited to, the installation, maintenance, reconditioning, replacement, diagnostic evaluation, troubleshooting, operation, and repair of various electrical systems, as well as any related electrical work deemed necessary for the Hanover Md Complex by the State Highway Administration.

Electrical systems include, but are not limited to, electrical wiring, load studies, electrical service and distribution, ballasts, lamps, receptacles, outlets, conduits, junction boxes, electrical motors, fixtures, transformers, disconnect switches, transfer switches, 120 volts to 480 volts, single phase, three phase and any other electrical equipment as determined by the Administration. The Contractor must be able to perform the required electrical services from verbal instructions or written descriptions. This is not an all-inclusive list as other types of repairs and services may be required.

This scope of contractor services/scope of work will establish hourly rates. Quantities listed are estimates only and are only given for bid evaluation. They do not indicate the actual amount that will be spent since such expenditures will depend upon the requirements that develop during the contract period.

The Contractor must be fully qualified to legally provide the services detailed in this Contract within the State of Maryland. All applicable Federal, State, County, and local statutes, laws, and regulations must be followed by all parties when performing work related to this Contract. This requirement includes, but is not limited to, the standards established by the MDE, EPA, UASCE, FCWA, MOSH, OSHA, NFPA, and other relevant governmental agencies. This requirement also includes the Maryland Green Purchasing Committee Lighting Requirement Specification where applicable (see Solicitation Exhibit 5).

Routine/Planned Services: The contractor shall respond to routine service repair calls within 48 hours after notification.

Emergency Services: The contractor shall be available on a 24/7/365 basis to respond to emergency notifications; the contractor must respond within 3 hours after notification from SHA.

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5 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: BPM059308/OOMELC30SB posted to eMMA on October 14, 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.

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 Tuesday, October 27, 2026, at 2:00 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 Thursday, November 12, 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. The Bidder shall have a current and active State of Maryland Business License to operate in Maryland.

B. The Bidder shall provide a current active State of Maryland Master Electrician License. The Master Electrician must be a full-time employee of the contractor or the owner of the company.

C. The Bidder shall have five (5) years of experience in the commercial electrical industry and have available a minimum work force of two (2) State of Maryland licensed commercial journeyman electricians with a minimum of five (5) years of experience in the commercial electrical industry. The Bidder shall also employ electrician apprentices with a minimum of one (1) year of experience in the commercial electrical industry and or electrician's helpers to assist in various tasks.

The Bidder shall provide documentation of license and commercial experience for electricians at time of bid submission.

D. Bidders shall submit three (3) references with their bid via “Attachment L – Reference Checks” to provide proof of experience conducting commercial electrical mailto:gspeca@mdot.maryland.gov mailto:eMMA.helpdesk@maryland.gov

Pre-Bid Conference Mtg OOMELC30SB Page 5 of 5 work. Evidence of commercial electrical work submitted for the purpose of proving experience must have been performed within the past two (2) years. References shall include the name, address, telephone number, contact person, and type and duration of services provided. References may be checked prior to award. Any negative responses received may result in disqualification of the bid. References shall be for work performed by the bidding contractor and not subcontractors or employees performing work as employees of other contractors.

Contract Duration: 36-months base contract with no option renewals; NTP date to be determined.

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:

Prior contract OOMELE28SB was awarded to Vessel Electric for $51,380.00 for a three-year duration from 06/20/2025 – 06/20/2028; SHA has exhausted the available funds for this contract.

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. Tammy Ridgeway (SHA OOM)

d. Mike Gilpin (SHA OOM)

e. Leroy Daniels (SHA OOM)

f. Bekim Jusufi – Hot & Cold Corporation, bekimjusufi@hotcoldcorporation.com (Microsoft

Teams attendee)

g. James D. Harmon – Hot & Cold Corporation, no email provided (in-person attendee for site visit)

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

mailto:bekimjusufi@hotcoldcorporation.com