Pre-Bid meeting minutes_ VWAL24007C Waldorf Roof Replacement_6.29.2023.pdf

PRE-BID MEETING MINUTES

Contract Number: V-WAL-24007-C

Contract Title: Roof Replacement for the MVA Waldorf Branch Office

Date of Pre-Bid: Thursday, June 29, 2023, 10:00 a.m.

I. Introductions

Good morning and Welcome to the Pre-Bid Conference for the Roof Replacement for the MVA Waldorf Branch Office, Solicitation No. V-WAL-24007-C/eMMA No. BPM038485. My name is TaJuana Nelson, and I am the Maryland Department of Transportation Motor Vehicle Administration Procurement Officer for this contract. At this time, I ask that everyone please make sure they have signed the Sign-In sheet.

With us today, we have representatives from MDOT MVA’s Facility Maintenance and Engineering Office.

II. Purpose

The purpose of this Pre-Bid is to clarify any questions or concerns bidders may have regarding the specifications or scope of work prior to submission of their bid. Changes to the specifications or to the scope of work will be published as an Addendum and will supersede the original published document as per COMAR 21.05.02.08. The Pre-Bid minutes will be published as an Addendum and will become part of this solicitation on eMaryland Marketplace Advantage. Nothing stated at the Pre-Bid conference may change the Invitation for Bid (IFB) unless a change is made by the MDOT MVA by written addendum.

III. General Information

This is a One Hundred Twenty (120) day contract from Notice to Proceed (NTP). Bids are due no later than 2:00 p.m. local time, on July 17, 2023. Late bids will not be accepted.

Questions are due no later than 2:00 p.m. on June 30, 2023. All questions shall be submitted via email to tnelson1@mdot.maryland.gov. Any questions asked at the Pre-bid today should also be submitted in writing via the above e-mail as well by the questions due date.

When submitting your completed bid, the following documents must be submitted:

All Addenda Acknowledgment Pages Bid/Proposal Form Bidder Information Sheet Appendix 2 Bid Form Bid/Proposal Affidavit Minimum Qualifications Documentation Living Wage Affidavit Conflict of Interest Affidavit and Disclosure MBE Forms A, B, C, D and (E only if a Waiver has been requested would also be required within 10 days of recommended Award) VSBE Form E

IV MBE Goal

The MBE Goal for this solicitation is 24% with no Subgoals

The VSBE Goal for this Solicitation is 1%

If you decide not to submit a bid, please fill out the No-Bid form.

All bid responses must be submitted through eMaryland Marketplace Advantage (eMMA). Bids will not be accepted via email, U.S. mail, hand delivery, or any other method.

eMMA Quick Reference guides are available on the eMMA website at https://procurement.maryland.gov/emma-qrgs/. For additional assistance, Contact the eMMA helpdesk at eMMA.helpdesk@maryland.gov.

If an Addenda has revised any of the required Bid documents, make sure that you submit the revised pages in your bid. Pricing submitted shall reflect all changes made through an Addenda.

When tabulating your final price, make sure all your calculations are correct.

The Bid/Proposal Affidavit must be completely filled out and signed by all the parties as indicated.

If signed by someone other than the President of the Company, a Corporate Resolution must be submitted with the Bid, verifying signatory Authority on behalf of the Company.

For bids exceeding One Hundred Thousand Dollars ($100,000.00), a Living Wage Affidavit must be submitted.

This contract has been determined to be a Tier 1/Tier 2 Contract and as of September 28, 2021 the current rate is $15.13 per hour for Tier1 jurisdictions and $11.36 for Tier 2 Jurisdictions. The Living Wage rates change each year based upon the changes in the Consumer Price Index. New rates are published at the beginning of the state’s fiscal year in July and become effective 90 days from the end of the state fiscal year in June. Please consider this when submitting your bid pricing.

The Contract shall be awarded to the responsive and responsible bidder submitting the most favorable evaluated bid price. The quantities shown on the Bid Sheet are for evaluation purposes and to establish firm, fixed unit prices for the duration of the Contract.

This is a Tier 2 solicitation.

In order to receive a contract award, a vendor must be registered on eMaryland Marketplace Advantage. To register, go to the eMMA website at https://emma.maryland.gov.

By submitting a response to this solicitation, a firm shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland. This includes the payment of taxes and employee benefits, and that it shall not at the time of bid or during the term of the contract become in arrears if selected for contract award. It will be the bidder’s responsibility to timely clear any outstanding issues upon notification. In addition, please note that the company name you submit your bid in, must match exactly as your company is registered in the State of Maryland with the Office of the Comptroller and the Department of Assessments and Taxation.

By submitting a response to this solicitation, the Bidder agrees to accept payments by electronic funds transfer.

References will be contacted. Only work that can be substantiated may be used for a responsibility determination. The Procurement Officer is not responsible for incorrect or outdated phone numbers, mailto:eMMA.helpdesk@maryland.gov https://emma.maryland.gov/ incorrect email addresses or references that fail to respond within three (3) working days, so please advise your references that someone will be contacting them.

Please print out all forms and attachments and carefully review the entire solicitation. Retain all sections for future reference. Documents can be downloaded from eMaryland Marketplace Advantage.

All requirements mentioned must be met in the time limit provided by the Procurement Officer.

Unreasonable failure to supply information promptly in connection with a determination of responsibility is grounds for the rejection of the bid.

Reminder: Only information communicated by the MDOT MVA Procurement Officer in writing shall be the official position of the Maryland Department of Transportation Motor Vehicle Administration. The MDOT MVA assumes no responsibility for information communicated by any other source.

IV. PROJECT/CONTRACT MANAGER

Now, I would like to turn the meeting over to Gil Goldenberg to discuss the scope of work and the specifications further.

VI. QUESTIONS

Thank you for attending this Pre-Bid Conference and we will now conduct the Site Visit!