Pre-Bid Script Cumberland.pdf

PRE-BID MEETING MINUTES

Contract Number: VCUM24037M

Contract Title: Landscaping Services for Cumberland MVA

Date of Pre-Bid: Monday, October 30, 2023, 11:30 a.m.

I. Introductions

Good morning and Welcome to the Pre-Bid Conference for the Cumberland Branch Landscaping services, Solicitation No. VCUM24037M. eMMA No. BPM040486. My name is Phil Collins and I am the 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 Motor Vehicle Administration (MVA)’s Facility

Maintenance.

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

MVA by written addendum.

III. General Information

The contract duration is for two (2) years with a one (1) year renewal option from NTP. Bids are due no later than 1:00 p.m. local time, on November 14, 2023. Late bids will not be accepted.

Questions are due no later than 1:00 p.m. on November 3, 2023. All questions shall be submitted via email to pcollins2@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

❖ Conflict of Interest Affidavit and Disclosure

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.

mailto: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.

The Contract shall be awarded to the responsive and responsible bidder submitting the most favorable evaluated bid price.

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.

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, 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.

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 MVA Procurement Officer in writing shall be the official position of the MVA. The 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 facilities maintenance 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.

https://emma.maryland.gov/