Q-26-011_Bus_Detailing_Services.pdf

Request for Quote

REQUEST FOR QUOTE

Q-26-011

BUS DETAILING SERVICES

Cecil County

200 Chesapeake Blvd

Elkton, MD 21921

RESPONSE DEADLINE: June 16, 2025, 3:00 pm

Submit quotes to: PURCHASINGOFFICE@CECILCOUNTYMD.GOV

Do not confuse this quote as a formal contract. A Purchase Order will be issued as needed to the selected vendor according to the quoted prices and conditions.

mailto:PURCHASINGOFFICE@CECILCOUNTYMD.GOV

Request for Quotation

1. Introduction

1.1. Summary

Cecil County, Maryland, Transit Division is seeking quotes for Bus Detailing Services.

Cecil Transit, a division of the Department of Community Services of Cecil County, Maryland is Cecil County’s designated public transportation provider, operating deviated fixed route, demand response, and micro-transit services. Cecil Transit is seeking qualified vendors to provide comprehensive solutions for cleaning the interior of transit vehicles.

1.2. Background

Cecil Transit is committed to providing a clean, safe, and comfortable environment for both passengers and staff, underscoring our dedication to enhancing overall satisfaction and ensuring accessible, safe transportation for all. To support this goal, Cecil Transit invites qualified bidders to review the detailed specifications and criteria and submit a proposal for comprehensive interior cleaning.

2. Submittal Requirements

The cost of preparing quotes is the responsibility of Contractors.

Submit all quotes to purchasingoffice@cecilcountymd.gov mailto:purchasingoffice@cecilcountymd.gov

3. General Conditions

3.1. Notice of Communication

All communications by a vendor to the county, its officials, and department heads regarding this procurement shall be done through the Cecil County Procurement Office.

No vendor, its’ representative, agent, or employee shall engage in private communication with a member of the Cecil County Government, Cecil County Council, or County department heads regarding any procurement of goods or services by the County from the date that this procurement packet is released.

No private communication regarding the purchase shall be permitted until the procurement process is complete and a purchase order is granted or a contract is entered into. “Private Communication” means communication with any vendor outside of a posted meeting of the governing body, a regular meeting of a standing or appointed committee, or negotiation with a vendor which has been specifically authorized by the governing body.

3.2. GENERAL

These General Conditions are a part of the Contract. In case of any conflict with the Special Provisions, the Special Provisions shall govern.

3.3. DEFINITIONS

A. Responsible bidder: Bidder or offeror who has the capability in all respects to perform fully the contract requirements, and the experience, integrity, perseverance, reliability, capacity, facilities, equipment, and credit which will assure good faith performance.

B. Responsive bidder: Is a vendor who has submitted a bid, which conforms in all material respects to the requirements stated in the IFB.

C. Contractor: Is the bidder or offeror who is awarded the Contract pursuant to this invitation for bid.

D. Redacted: to obscure or remove (text) from a document prior to publication or release. To censor or obscure for legal, security, or proprietary purposes.

3.4. QUESTIONS/ADDENDA

A. Quotes/Bids are subject to change in the form of an addendum. It is the bidder’s responsibility to make sure all addenda are acknowledged in their bid. Failure to do so could result in the bid being disqualified.

3.5. SALES TAX

In buying products directly from a vendor Cecil County, Maryland is exempt from being directly charged Federal excise and Maryland sales tax. A copy of an exemption certificate shall be furnished upon request.

According to the Office of the Comptroller of Maryland, a Contractor is responsible for paying sales tax on purchases relating to any projects or services and should incorporate it into their bid.

Contractors cannot use the County tax exemption to buy materials or products used on County projects.

Tax Certification will be provided upon request.

3.6. APPROXIMATE QUANTITIES

The Bidder’s attention is called to the fact that the quantities given are estimated quantities and are intended as a guide to the bidder, but in no way bind or limit the County to the actual amount of work to be performed or the quantity of material to be furnished. Any estimates of quantities herein furnished by the County are approximations only and have been used by the County as a basis for estimating the cost of the work and will also be used for the purpose of tabulating and comparing the bids and awarding the Contract. The County has endeavored to estimate these quantities correctly according to the information shown on the plans, but it is not guaranteed that these estimated quantities are accurate and, if the Contractor in developing and/or submitting a bid relies upon the accuracy of said estimated quantities, the Bidder does so at their own risk.

3.7. DAMAGES

The Contractor shall be responsible for any and all injuries to persons and damages to property resulting from the performance of the work specified, materials applied and/or equipment used.

3.8. CONTRACT TERM and TYPE

Cecil County, Maryland intends that the contractor awarded a contract, will perform the work commencing upon the date specified in the Notice to Proceed or notification of award and terminate upon expiration or completion of the project or product delivery, unless terminated by the County with the delivery of written notification of contract termination.

All contracts extending beyond the County’s fiscal year (June 30th annually) shall be subject to budget appropriation. In the event the on-going contract does not acquire funding to continue, the awarded contractor shall be notified in writing at the earliest possible date and contract termination shall be coordinated.

This is a service type contract under which Cecil County, Maryland is obligated during the term of the contract.

Initial Term:

July 1, 2025 or final execution of contract documents through June 30, 2026

Renewal Options (by mutual agreement):

1st Renewal (last option): July 1, 2026, through June 30, 2027

Cecil County, Maryland reserves the right to accept or reject any option for contract renewal. Additionally, the Contractor is obligated to perform the services as agreed upon within the proposal, which the Cecil County, Maryland requires in its operation. Should an emergency arise and the Contractor cannot perform the required service as outlined within this agreement, the County reserves the right to contract these services from other sources to meet these needs without prejudice of this contract.

3.9. RIGHT TO TERMINATE

Cecil County, Maryland reserves the right to terminate this contract by a ten (10) day written notice should the quality of the work/products become inferior, or the delivery service becomes poor.

3.10. BREACHES AND DISPUTE RESOLUTION

• Disputes– Disputes arising in the performance of this Contract which are not resolved by agreement of the parties shall be decided in writing by the authorized representative of Cecil County, Maryland. This decision shall be final and conclusive unless within ten (10) days from the date of receipt of its copy, the Contractor mails or otherwise furnishes a written appeal to the Cecil County, Maryland. In connection with any such appeal, the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its position. The decision of the Cecil County, Maryland shall be binding upon the Contractor and the Contractor shall abide be the decision.

• Performance During Dispute – Unless otherwise directed by Cecil County, Maryland, Contractor shall continue performance under this Contract while matters in dispute are being resolved.

• Claims for Damages – Should either party to the Contract suffer injury or damage to person or property because of any act or omission of the party or of any of their employees, agents, or others for whose acts he is legally liable, a claim for damages, therefore, shall be made in writing to such other party within a reasonable time after the first observance of such injury of damage.

• Rights and Remedies – The duties and obligations imposed by the Contract Documents and the rights and remedies available there under shall be in addition to and not a limitation of any duties, obligations, rights, and remedies otherwise imposed or available by law. No action or failure to act by the Cecil County, Maryland shall constitute a waiver of any right or duty under the Contract, nor shall any such action or failure to act constitute an approval of or acquiescence in any breach there under.

3.11. PUBLIC INFORMATION ACT (PIA)

Cecil County is subject to the Maryland Public Information Act and may be required to release bid submissions in accordance with the Act.

Bidders may submit a REDACTED version of their bid submittal that shall be released for any Public Information Act request that the County receives in reference to this solicitation. Only the REDACTED version shall be released. Any Bidder not submitting a REDACTED version authorizes Cecil County to release their bid submittal as submitted and shall not hold the County or any employees liable for any information released.

Any materials the Vendor deems to be proprietary or copyrighted must be marked as such; however, the material may still be subject to analysis under the Maryland Public Information Act.

3.12. DISADVANTAGED BUSINESS ENTERPRISE PROGRAM

The County promotes policies which assure and encourage the full participation of Disadvantaged Business Enterprises (DBE) in the provision of goods and services. Disadvantaged Business Enterprises, as defined in 49 CFR 23, shall have equal opportunity to compete for and perform sub-contracts which the Contractor(s) enters into pursuant to this contract. The Contractor(s) shall use their best efforts to solicit bids from and to utilize DBE sub-contractors(s) or sub-contractors(s) with meaningful minority group and female representation among their employees.

3.13. COOPERATIVE PURCHASE

The County reserves the right to extend all the terms, conditions, specifications, and unit or other prices of any contract resulting from this bid to any and all public bodies, subdivisions, school districts, community colleges, colleges, universities including non-public schools. This is conditioned upon mutual agreement of all parties pursuant to special requirements which may be appended thereto. The supplier/contractor agrees to notify the issuing body of those entities that wish to use any contract resulting from this bid and will also provide usage information, which may be requested.

The County assumes no authority, liability, or obligation, on behalf of any other public or non-public entity that may use any contract resulting from this bid. All purchases and payment transactions will be made directly between the contractor and the requesting entity. Any exceptions to this requirement must be specifically noted in the bid response.

3.14. Legal Notice

These General Provisions are considered standard language for an Offeror (hereinafter referred to as “Offeror”, “Vendor”, “Respondent”, or “Contractor”) submitting a response for a Request for Proposals, Invitation for Bids, Qualifications or other solicitation (hereinafter referred to as “Procurement Packet”) made by the County of Cecil (hereinafter referred to as “Cecil County” and “County” or any other governing body/agency for which the Cecil County Procurement Office has been authorized to perform procurement services. The Cecil County Procurement Office webpage may be found at https://www.ccgov.org/government/purchasing

It is the Offeror’s sole responsibility to be in compliance of all federal, state, and local laws, requirements, rules, codes, ordinances, and regulations applicable to their proposed goods and/or services. In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall procurement packet, Cecil County's interpretation shall govern.

Referenced appendices may be subject to change.

3.15. MARYLAND REGISTRATION/QUALIFICATION REQUIREMENTS

A. The Bidder must be in compliance with the laws regarding conducting business in the State of

Maryland.

All proposers must be registered to do business in the State of Maryland in accordance with the Annotated Code of Maryland Corporations and Associations Sec. 2-102 Formation generally, Sec. 7-202 Registration https://www.ccgov.org/government/purchasing to do interstate and foreign* business, and/or Sec. 7-203 Qualification to do intrastate. For Information on registering or qualifying a corporation, LLC, LLP or LP call the Maryland Department of Assessments and Taxation (SDAT) at (410) 767-1340. Sole Proprietors and General Partnerships may call (410) 767-4991 or you may download the SDAT forms at https://dat.maryland.gov/businesses/Pages/Internet-Certificate-of-Status.aspx – entity or by calling (410) 767-1340 or Toll Free (888) 246-5941.

*”a corporation, association, or joint-stock company organized under the laws of the United States, another state of the United States, a territory, possession, or district of The United States, or a foreign country.”

Sec. 1-101 Annotated Code of Maryland Corporations and Associations.

Bidders shall provide a copy Certificate of Status from the Maryland Department of Assessments and Taxation, evidence that the Bidder is in good standing with the State of Maryland.

See: https://dat.maryland.gov/businesses/Pages/Internet-Certificate-of-Status.aspx for information on obtaining the Certificate of Status. Certificates are not available for trade names, name reservations, government agencies, sole proprietorships, and some other accounts as these are not legal entities and thus are not required for these categories of bidders. For more information on the Certificate of Status please see https://dat.maryland.gov/Pages/sdatforms.aspx.

B. All bidders shall provide a copy of their current business license for the State of Maryland.

C. Cecil County reserves the right, at its sole discretion, to extend the date this documentation must be provided. The Bidder’s inability to provide this documentation could result in the bid being rejected.

D. All proposers must be in good standing with Cecil County, Maryland. Proposers must meet any outstanding taxes, fees, or accounts with Cecil County.

3.16. CONTRACT PERFORMANCE

If the contractor fails to perform or violates any provisions under this contract, failure or violation may be considered a material breach establishing grounds for contract termination. If the contract is terminated, Cecil County, Maryland may award to second ranked vendor for this IFB without re-solicitation.

https://dat.maryland.gov/businesses/Pages/Internet-Certificate-of-Status.aspx https://dat.maryland.gov/businesses/Pages/Internet-Certificate-of-Status.aspx https://dat.maryland.gov/businesses/Pages/Internet-Certificate-of-Status.aspx https://dat.maryland.gov/Pages/sdatforms.aspx

4. Scope of Work/Special Provisions

4.1. SCOPE OF WORK (including specifications)

1) SPECIFICATIONS:

At a minimum, proposals should include the following specifications:

Service Frequency -

• All vehicles are to be cleaned no more than once each quarter at the direction of the Transit Operations Supervisor.

• Vehicles are available on Saturdays 6:00 AM – 2:30 PM

• Up to four vehicles can be made available Monday - Friday 7:00 AM – 3:30 PM, with prior scheduling.

Interior Cleaning Tasks -

• Clean and disinfect all exposed surfaces to be free from dirt, grime, foreign substances, and odors.

• Remove all glue, stickers, graffiti, and gum using effective removal products.

• Remove all litter and debris.

• Clean Operator’s Area thoroughly and leave residue-free, including steering wheel, door handle, radio microphone, hand rails, grab bars, visor, mirror controls, seat, armrest, and floor. Ensure no cleaning products are sprayed, poured, or dripped directly on to electronic devices.

• Clean ceiling, lighting, and escape hatches thoroughly and leave streak-free.

• Thoroughly wipe LED signs, ensuring there are no smudges.

• Clean wall panels and vents thoroughly, ensuring no residue.

• Clean windows, windshield, and mirrors with glass cleaner, leaving streak-free.

• Clean grab rails and handles thoroughly leaving no residue.

• Clean plastic and vinyl seats with disinfectant all-purpose cleaner, clean fabric seats with vacuum. Spot-treat stains.

• Clean windowsills thoroughly, leaving no streaks or smudges.

• Sweep, scrub, and mop all hard surface floors; vacuum all fabric floors. Spot-treat stains.

• Remove gum and scrub stepwells.

• Clean both interior and exterior glass areas of doors and door panels including touch points.

Performance Standards -

• A staff member from Cecil Transit will inspect vehicles after cleaning. Deficiencies must be corrected within 24 hours of notice

• Each vehicle inspection will include a checklist documenting tasks completed

Health and Safety Compliance -

• Comply with OSHA and EPA standards for cleaning and waste disposal.

• Use only EPA-approved, non-hazardous cleaning products

• Use EPA-approved anti-viral disinfectant on all touch points and surfaces.

• All personnel must use appropriate PPE and follow safety protocols.

Personnel and Supervision -

• Trained personnel familiar with cleaning methods for transit vehicles

• Supervisor required to ensure quality and compliance

Additional Requirements -

• On-Site Bus Cleaning: Perform bus cleaning services on-site and be responsible for providing all necessary products and materials required to complete the bus cleaning job.

• On-Site Access: Coordinate with Cecil Transit for after-hours access and adhere to Cecil County Government security protocols

2) Additional Information/Requirements:

A. All work will be performed in compliance with good workmanship and standards adhering to manufacturer specifications and applicable codes.

B. The Contractor will be responsible for removing all debris from vehicles resulting from the performance of this contract.

C. The Contractor must obey all federal, state, and local laws concerning health and safety at all times during the performance of this job.

D. The Contractor will be responsible for the repair of any damage caused to Cecil Transit or private property, utilities, etc as a result of work being performed on this job, at no cost to Cecil Transit or owner.

E. The Contractor will not make an agreement with any subcontractor to perform any work included in this Contract unless Contractor has received prior written approval of such agreement from Cecil Transit.

F. Right to Modification: A change after award of a contract in any of the contract terms, including price, quantity, time, place of delivery, etc shall be made in written form.

3) Vehicle Information:

VEHICLE TYPE SEATING LENGTH QUANTITY

International cutaway bus 28 31’ 2

International cutaway bus 31 36’ 7

Ford cutaway bus 16 26’ 11

Freightliner transit van 15 15’ 1

Dodge wheelchair minivan 7 17’ 7

TOTAL 28

4) Responsibilities of the Contractor

A. Contractor shall provide quarterly interior bus cleaning services on the County's premises as follows:

1. Contractor shall keep the assigned work area at the facility clean and free of debris during and after completion of work.

2. Contractor shall submit, prior to commencement of this contract, Safety Data Sheets (SDS) for all chemicals used.

3. Contractor shall submit updated or additional SDS as changes occur in chemical usage.

Contractor shall use chemicals in accordance with their designed intent. The public welfare must be protected concerning proper use and disposal of the proper chemicals.

B. Contractor shall use chemicals in a manner required or allowed by the chemical manufacturer.

1. Contractor shall only use chemicals which have been approved by governmental agencies such as Food and Drug Administration (FDA), and shall not use chemicals which are not for sale to either the public or for janitorial services. Homemade chemicals or cleaning agents are strictly forbidden.

2. Contractor shall not mix chemicals together unless specifically permitted by the manufacturers. (Example: two common cleaning agents, Chlorine Bleach and Ammonia, create the deadly gas, Ammonia Chloride).

C. Contractor shall not move buses to and from the work area. An authorized County employee will do so, if needed.

D. Contractor assumes full responsibility for the care, custody, and control of the bus while the bus in under the Contractor's control.

5) County's Responsibilities

The County shall be responsible for contract management, scheduling, and payment.

6) Satisfaction Guarantee

A. Contractor shall make diligent efforts to assure satisfaction. Such efforts shall include, but are not limited to, repeated cleaning at no charge and refunds for any vehicle that may fail inspections.

B. Buses failing to pass inspection may, at the County's discretion, be made available at a later date/time or the Contractor may make corrections immediately, or payment may be reduced. .

Subject to scheduling availability and agreement between both parties.

4.2. Federal Clauses

Energy Conservation – Applicability – All Contracts except micro-purchases ($10,000 or less, except for construction contracts over $2,000) Contractor shall comply with mandatory standards and policies relating to energy efficiency, stated in the state energy conservation plan issued in compliance with the Energy Policy & Conservation Act.

Federal Changes – Applicability – All Contracts except micro--purchases ($10,000 or less, except for construction contracts over $2,000) Contractor shall comply with all applicable FTA regulations, policies, procedures and directives, including without limitation those listed directly or by reference in the master Agreement between the recipient and FTA, as they may be amended or promulgated from time to time during the term of the contract. Contractor's failure to comply shall constitute a material breach of the contract.

Prompt Payment – Applicability – All contracts except micro-purchases $10,000 or less, (except for construction contracts over $2,000)

The prime contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than 30 days from the receipt of each payment the prime contract receives from the Recipient. The prime contractor agrees further to return retainage payments to each subcontractor within 30 days after the subcontractors work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the Recipient. This clause applies to both DBE and non-DBE subcontracts.

Access to Records and Reports – Applicability – As shown below. These requirements do not apply to micro-purchases ($10,000 or less, except for construction contracts over $2,000) The following access to records requirements apply to this Contract:

A. Where the purchaser is not a State but a local government and is an FTA recipient or a sub-grantee of FTA recipient in accordance with 49 CFR 18.36(i), contractor shall provide the purchaser, the FTA, the US Comptroller General or their authorized representatives access to any books, documents, papers and contractor records which are pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions. Contractor shall also, pursuant to 49 CFR 633.17, provide authorized FTA representatives, including any PMO contractor, access to contractor's records and construction sites pertaining to a capital project, defined at 49 USC 5302(a)1, which is receiving FTA assistance through the programs described at 49 USC 5307, 5309 or 5311.

B. Where the purchaser is a State and is an FTA recipient or a sub-grantee of FTA recipient in accordance with 49 CFR 633.17, contractor shall provide the purchaser, authorized FTA representatives, including any PMO Contractor, access to contractor's records and construction sites pertaining to a capital project, defined at 49 USC 5302(a)1, which receives FTA assistance through the programs described at 49 USC 5307, 5309 or 5311. By definition, a capital project excludes contracts of less than the simplified acquisition threshold currently set at $250,000.

C. Where the purchaser enters into a negotiated contract for other than a small purchase or under the simplified acquisition threshold and is an institution of higher education, a hospital or other nonprofit organization and is an FTA recipient or a subgrantee of FTA recipient in accordance with 49 CFR 19.48, contractor shall provide the purchaser, the FTA, the US Comptroller General or their authorized representatives, access to any books, documents, papers and record of the contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts and transcriptions.

D. Where a purchaser which is an FTA recipient or a sub-grantee of FTA recipient in accordance with 49 USC 5325(a) enters into a contract for a capital project or improvement (defined at 49 USC 5302(a)1) through other than competitive bidding, contractor shall make available records related to the contract to the purchaser, the Secretary of USDOT and the US Comptroller General or any authorized officer or employee of any of them for the purposes of conducting an audit and inspection.

E. Contractor shall permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

F. Contractor shall maintain all books, records, accounts and reports required under this contract for a period of not less than three (3) years after the date of termination or expiration of this contract, except in the event of litigation or settlement of claims arising from the performance of this contract, in which case contractor agrees to maintain same until the recipient, FTA Administrator, US Comptroller General, or any of their authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related thereto. Re: 49 CFR 18.39(i)(11).

FTA does not require the inclusion of these requirements in subcontracts.

No Government Obligation to Third Parties – Applicability – All contracts except micro-purchases ($10,000 or less, except for construction contracts over $2,000)

A. The recipient and contractor acknowledge and agree that, notwithstanding any concurrence by the US Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the US Government, the US Government is not a party to this contract and shall not be subject to any obligations or liabilities to the recipient, the contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract.

B. Contractor agrees to include the above clause in each subcontract financed in whole or in part with FTA assistance. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions.

Program Fraud and False or Fraudulent Statements or Related Acts – Applicability – All contracts except micro-purchases ($10,000 or less, except for construction contracts over $2,000)

A. Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 USC 3801 et seq. and USDOT regulations, "Program Fraud Civil Remedies," 49 CFR 31, apply to its actions pertaining to this project. Upon execution of the underlying contract, contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the underlying contract or FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submittal, or certification, the US Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act (1986) on contractor to the extent the US Government deems appropriate.

B. If contractor makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submittal, or certification to the US Government under a contract connected with a project that is financed in whole or in part with FTA assistance under the authority of 49 USC 5307, the Government reserves the right to impose the penalties of 18 USC 1001 and 49 USC 5307(n)(1) on contractor, to the extent the US Government deems appropriate. (3) Contractor shall include the above two clauses in each subcontract financed in whole or in part with FTA assistance. The clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions.

Disadvantaged Business Enterprise (DBE) – Applicability – Contracts over $10,000 awarded on the basis of a bid or proposal offering to use DBEs

A. This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. The recipient’s overall goal for DBE participation is listed elsewhere. If a separate contract goal for DBE participation has been established for this procurement, it is listed elsewhere.

B. The contractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of this contract. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the municipal corporation deems appropriate. Each subcontract the contractor signs with a subcontractor must include the assurance in this paragraph (see 49 CFR 26.13(b)).

C. If a separate contract goal has been established, Bidders/offerors are required to document sufficient DBE participation to meet these goals or, alternatively, document adequate good faith efforts to do so, as provided for in 49 CFR 26.53.

D. If no separate contract goal has been established, the successful bidder/offeror will be required to report its DBE participation obtained through race-neutral means throughout the period of performance.

E. The contractor is required to pay its subcontractors performing work related to this contract for satisfactory performance of that work no later than 30 days after the contractor’s receipt of payment for that work from the recipient. In addition, the contractor may not hold retainage from its CFR 26.13(b)).

F. If a separate contract goal has been established, Bidders/offerors are required to document sufficient DBE participation to meet these goals or, alternatively, document adequate good faith efforts to do so, as provided for in 49 CFR 26.53.

G. If no separate contract goal has been established, the successful bidder/offeror will be required to report its DBE participation obtained through race-neutral means throughout the period of performance.

H. The contractor is required to pay its subcontractors performing work related to this contract for satisfactory performance of that work no later than 30 days after the contractor’s receipt of payment for that work from the recipient. In addition, the contractor may not hold retainage from its subcontractors or must return any retainage payments to those subcontractors within 30 days after the subcontractor's work related to this contract is satisfactorily completed or must return any retainage payments to those subcontractors within 30 days after incremental acceptance of the subcontractor’s work by the recipient and contractor’s receipt of the partial retainage payment related to the subcontractor’s work.

I. he contractor must promptly notify the recipient whenever a DBE subcontractor performing work related to this contract is terminated or fails to complete its work, and must make good faith efforts to engage another DBE subcontractor to perform at least the same amount of work. The contractor may not terminate any DBE subcontractor and perform that work through its own forces or those of an affiliate without prior written consent of the recipient.

Safe Operation of Motor Vehicles

A. Seat Belt Use. The Recipient agrees to implement Executive Order No. 13043, “Increasing Seat Belt Use in the United States,” April 16, 1997, 23 U.S.C. § 402 note, (62 Fed. Reg. 19217), by: (1) Adopting and promoting on the job seat belt use policies and programs for its employees and other personnel that operate company owned vehicles, company rented vehicles, or personally operated vehicles, and (2) Including a “Seat Belt Use” provision in each third party agreement related to the Award. b. Distracted Driving, Including Text Messaging While Driving. The Recipient agrees to comply with: (1) Executive Order No. 13513, “Federal Leadership on Reducing Text Messaging While Driving,” October 1, 2009, 23 U.S.C. § 402 note, (74 Fed. Reg. 51225), (2) U.S. DOT Order 3902.10, “Text Messaging While Driving,” December 30, 2009, and (3) The following U.S. DOT Special Provision pertaining to Distracted Driving: (a) Safety. The Recipient agrees to adopt and enforce workplace safety policies to decrease crashes caused by distracted drivers, including policies to ban text messaging while using an electronic device supplied by an employer, and driving a vehicle the driver owns or rents, a vehicle Recipient owns, leases, or rents, or a privately owned vehicle when on official business in connection with the Award, or when performing any work for or on behalf of the Award, (b) Recipient Size. The Recipient agrees to conduct workplace safety initiatives in a manner commensurate with its size, such as establishing new rules and programs to prohibit text messaging while driving, reevaluating the existing programs to prohibit text messaging while driving, and providing education, awareness, and other outreach to employees about the safety risks associated with texting while driving, and (c) Extension of Provision. The Recipient agrees to include the preceding Special Provision of section 34.b(3)(a) – (b) of this Master Agreement in its third party agreements, and encourage its Third Party Participants to comply with this Special Provision, and include this Special Provision in each third party sub-agreement at each tier supported with federal assistance.

5. Bid Sheet

BUS DETAILING

Price is per bus/van per quarterly cleaning

VEHICLE TYPE SEATING LENGTH QUANTITY Unit Cost Total

International cutaway bus 28 31’ 2 $ $

International cutaway bus 31 36’ 7 $ $

Ford cutaway bus 16 26’ 11 $ $

Freightliner transit van 15 15’ 1 $ $

Dodge wheelchair minivan 7 17’ 7 $ $

TOTAL

6. Insurance Provisions

GENERAL REQUIREMENTS

Coverages Required:

Unless otherwise required by the specifications or the contract, the Contractor/Vendor shall purchase and maintain the insurance coverages listed herein.

Insurance Companies must be acceptable to Cecil County and have an A.M. Best Rating of A-, Class X or better.

Verification of Insurance:

Before starting work on the contract or prior to the execution of the Contract on those bid, the Contractor/Vendor shall provide Cecil County, Maryland with verification of insurance coverage evidencing the required coverages.

Cecil County as Additional Insured:

The coverage required, excluding Worker’s Compensation and Employers’ Liability and Medical Malpractice Liability/Professional Liability/Errors and Omissions Liability, must include Cecil County, Maryland as an additional insured.

Contractor’s/Vendor’s Responsibility:

The providing of any insurance herein does not relieve the Contractor/Vendor of any of the responsibilities or obligations the Contractor/Vendor has assumed in the contract or for which the contractor/Vendor may be liable by law or otherwise.

Failure to Provide Insurance:

Failure to provide and continue in force the required insurance shall be deemed a material breach of the contract.

INSURANCE COVERAGES

General Liability Insurance

• Minimum Limits of Coverage:

General Liability: $2,000,000 Annual Aggregate

$1,000,000 Each Occurrence

$1,000,000 Products and Completed Operations

$1,000,000 Personal Injury and Advertising

• Such insurance shall protect the Contractor/Vendor from claims which may arise out of, or result from, the Contractor’s/Vendor’s operations under the contract, whether such operations be by the Contractor/Vendor, any subcontractor, anyone directly or indirectly employed by the Contractor/Vendor or Subcontractor, or anyone for whose acts any of the above may be liable.

• Minimum Coverages to be included:

A. Independent Contractor’s coverage;

B. Completed Operations and Products Liability coverage; and

C. Contractual Liability coverage

• Damages not to be Excluded:

Such insurance shall contain no exclusions applying to operations by the Contractor/Vendor or any Subcontractor in the performance of the Contract including but not limited to:

A. Collapse of, or structural injury to, any building or structure;

B. Damage to underground property; or

C. Damage arising out of blasting or explosion.

Automobile Liability Insurance

• Minimum Limits of Coverage:

Business Auto Liability: $1,000,000 Combined Single Limit

• Minimum Coverages to be Included:

Such insurance shall provide coverage for all owned, non-owned, and hired automobiles.

Workers’ compensation and Employers’ Liability Insurance

• Such insurance must contain statutory coverage, including:

o Employers’ Liability insurance with limits of at least:

Worker’s Compensation: -- Statutory Excess $1,000,000 Each Occurrence

Professional Liability Insurance

• Minimum Limits of Coverage:

Professional Liability: $1,000,000 (As Required)

Other

Such other insurance in form and amount as may be customary for the type of business being undertaken by the Contractor/Vendor.

Notice of Cancellation

Commercial General Liability Insurance, Automobile Liability Insurance and Workers' Compensation insurance, as described above shall include an endorsement stating the following:

"Thirty (30) days advance written notice of cancellation, non-renewal, reduction, and/or material change shall be sent to: Cecil County, Maryland, Attn: Purchasing Department, 200 Chesapeake Blvd., Elkton, MD 21921."

Prior to starting the performance of the contract and for each extension of the contract, a certificate of insurance shall be furnished to the County. Insurance companies providing insurance shall be acceptable to the County. The contractor shall obtain at its own cost and keep it in force and in effect during the term of the contract. The proposer shall provide a Certificate of Insurance prior to the award of this contract.

7. Award Information

7.1. BASIS OF AWARD

The Contract may be awarded to the lowest responsive and responsible bidder(s) whose bids comply with all the requirements prescribed. In acceptance of bids, the County will be guided by consideration of the interest of the public and the County shall be under no obligation to accept the lowest bid.

Bids may be rejected if they show any omissions, alterations of form, additions not called for, conditional or alternate bids, or irregularities of any kind. To ensure fair competition unresponsive bids or bids obviously unbalanced may be rejected. If there is any discrepancy between the unit price and the extended price, the unit price shall prevail.

Cecil County, Maryland, reserves the right to accept or reject any bid and to procure no or any quantity of goods or services that are the subject of this IFB, as deemed in its best interest of the County by the Purchasing Agent.

All contracts and/or quantities are contingent on budgeting constraints. All awards are based on Total Bid Amounts. The County reserves the right to add or delete items from the bid package due to budget constraints, which may result in changing the Total Bid Amount. The awarded vendor will be notified of any changes resulting in a bid price change.

7.2. METHOD OF PURCHASE AND PAYMENT

A Purchase Order will be sent to the contractor upon award of the contract. All payments will be remitted within thirty (30) days (net 30) upon receipt of an invoice. Payment/Final payment will be remitted upon acceptance of the completed project and receipt of final invoice.

All invoices shall be submitted to:

Cecil County, Maryland 200 Chesapeake Blvd.

Elkton, MD 21921

Attn: Transit Division

8. Bid Submission (please submit with your quote or initial acceptance below as indicated)

8.1. A Copy of Certificate of Status from the Maryland Department of Assessments and Taxation* (please submit)

8.2. Agreement of Terms and Conditions*

The VENDOR declares that the only person, firm or corporation, or persons, firms or corporations, that has or have any interest in this proposal or in the Contract or Contracts proposed to be taken is or are the undersigned; that this proposal is made without any connection or collusion with any person, firm or corporation making a proposal for the same work; that the attached specifications have been carefully examined and are understood; that as careful an examination has been made as is necessary to become informed as to the character and extent of the work required; and, that it is proposed and agreed, if the proposal is accepted to contract with Cecil County, Maryland, in the form of Contract heretofore attached, to do the required work in the manner set forth in the specifications.

The proposal price on the attached and Proposal Forms are to include and cover the furnishing of all equipment, materials, and labor requisite and proper and the providing of all necessary machinery, tools, apparatus, kitchen utensils and means for performing the work, and described and shown in the plans and specifications within the prescribed time. If this proposal shall be accepted by said County and the VENDOR shall refuse or neglect within ten days after receiving the Contract for execution to execute the same, and to give stipulated bond, then said County may at their option determine that the VENDOR has abandoned the Contract; and, thereupon, the proposal and the acceptance thereof shall be null and void;

and, the deposit accompanying the proposal shall be forfeited to and become the property of the County.

In the case of firms, the firm’s name must be subscribed to by at least one (1) member. In the case of corporations, the corporate name must be by some authorized officer or agent thereof, who shall also subscribe his name and office.

☐ Please confirm

*Response required

8.3. Indemnity/Hold Harmless Agreement*

To the fullest extent permitted by law, the undersigned Organization agrees to indemnify and hold Cecil County, Maryland, its elected and appointed officials, employees, and volunteers, and others working on behalf of Cecil County, Maryland, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of the Organization, or anyone acting on its behalf in connection with or incident toIFB B-26-011Bus Detailing Services, except that the Organization shall not be responsible to Cecil County, Maryland on indemnity for damages caused by or resulting from Cecil County, Maryland's sole negligence; and the Organization shall, at its own cost and expense, defend any such claims and any suit, action, or proceeding which may be recovered in any suit, action, or proceeding, and any and all expense including, but not limited to, costs, attorney's fees and settlement expenses, which may be incurred therein.

8.4. Agreement of Jurisdiction*

Governing Law; Consent to Jurisdiction. This procurement shall be governed by the laws of the State of Maryland, and the parties submit to the jurisdiction of the courts of the State of Maryland. This agreement may not be modified except in writing executed by the parties.

8.5. W-9*

(please submit)