Prebid_Conference_Minutes_-_SHC_Fire_Protection_System_5_Year_Maintenance_Inspection.docx.pdf

Springfield Hospital Center Fire Protection System 5 Year Maintenance Inspection Pre-Bid Conference Minutes

September 17, 2025 Good Morning, This is the Pre-Bid Conference for Solicitation # BPM052690 regarding Springfield Hospital Center Fire Protection System 5 Year Maintenance Inspection.

The date is September 17, 2025. The time is 10:00 am.

My name is Sabrina Fields. I am the Procurement Director, here at Springfield Hospital Center and the Procurement Officer for this solicitation and the subsequent work to be performed on the Springfield Hospital Center Campus. I am here to assist you with any questions you may have. Please be sure to enter your business name, name, telephone, address and email address on the pre-bid conference sign-in sheet. If there is a need to contact you as a result of this meeting, we will be able to do so easily with the provided information.

These proceedings will be posted on eMaryland Marketplace Advantage along with answers to any questions we are not able to answer in today’s proceedings.

This is a Invitation for Bid Process (IFB) and the Department intends to make a Single Award as a result of this solicitation. The Contract that results from this IFB shall be a fixed price contract.

Bids for this solicitation are only being accepted online via eMaryland Marketplace Advantage at https://emma.maryland.gov/ no later than Tuesday September 23, 2025 by 10:00 a.m. Be sure that you have completed and returned all required documents as requested in the IFB.

Bidders must be registered on eMaryland Marketplace Advantage. If you have any problems with eMMA, please reach out to the Service Desk at emma.helpdesk@maryand.gov.

Please remember that after this Pre-Bid Conference, prospective vendors can have questions answered that may help them understand the IFB, etc. Just keep in mind that the answers to your questions, if they are significant in nature, will be shared with all who received a copy of the specs. Therefore, please allow sufficient time for this to occur. Questions are requested to be submitted no later than Thursday September 18, 2025 at 10:00 a.m.

If you have any questions about the solicitation, please direct them to: Sabrina Fields, Director of Procurement, Springfield Hospital Center E:mail: sabrina.fields1@maryland.gov or on the eMMA Q&A tab.

Only answers received from the Procurement Officer are the official position of the State. If you receive information relating to this solicitation from any sources other than the Procurement Officer and you want it officially confirmed, contact the Procurement Officer. The Procurement Officer may require that you submit the question in writing.

Any information which alters the specifications or the proposal submission instructions or which is likely to affect a vendor’s bid will be issued by the Procurement Officer as a written addendum to the solicitation to everyone who received a copy of the solicitation.

Please remember that you are bidding only on the written specifications contained in the solicitation and any written addenda issued by the Procurement Officer and vendors are responsible for obtaining all necessary solicitation documents from eMaryland Marketplace Advantage.

https://emma.maryland.gov/ mailto:emma.helpdesk@maryand.gov mailto:sabrina.fields1@maryland.gov

September 17, 2025

This term of this contract shall be for approximately one year beginning on/around October 1, 2025.

Here with us we have Bill Liston, Director of the ESEM Department.

This project includes5 year maintenance inspection services for SHC for a period of approximately one year. Fire protection system 5-year maintenance inspections will include in the 16 buildings on SHC’s campus. All work will be performed in accordance with the most current NFPA standards and in accordance with all federal, state, county, and local codes and recognized work practices.

The floor is now open for questions.

Questions asked at Pre-Bid Conference:

1. Question: Does the inspection include sprinkler head testing?

Answer: Yes

2. Question: Which types of sprinkler heads are present?

Answer: There are a combination of ligature and ligature resistant sprinkler heads throughout each building.

3. Question: Are there any system drawings available?

Answer: Yes, they are posted to eMMA

4. Question: Are all buildings due for their 5 year inspection?

Answer: No, but all are to be done during the resulting contract term.

5. Question: Do the inspections all need to be done at once or can they be phased?

Answer: They can be done phased as long as those that are due are done first.

6. Question: Where are the standpipes and when was the last time they were hydro tested?

Answer: Medical Services (M&S) and Hitchman buildings have standpipes and they were last hydro tested 7 years ago.

7. Question: Is there a record of when tanks were installed/exchanged?

Answer: They are not available.

8. Question: Will vendors have access to the entirety of the buildings?

Answer: Yes, vendors will have access to all locations required for service. Vendors will be escorted all times, and services need to be scheduled to ensure access is made available.

9. Question: Will the vendor be responsible for performing the repairs in excess $500?

Answer: It will be on a case by case basis. Repairs in excess of $500 will require a proposal to SHC and SHC will determine who will perform repairs.

September 17, 2025 10.Question: Are hydraulic calculations available for the sprinkler systems?

11.Question: Are there previous inspection, testing, and maintenance reports (ITM) for the systems?

12.Question: Are system age and installation dates documented?

13.Question: Are there any additional concealed spaces or hazardous areas requiring inspection?

Answer: M&S building tunnel, Hitchman mechanical room, and Big G area under stage.

14.Question: Are there roof-mounted or attic systems requiring special ladders or lifts?

Answer: No