Mobile Mechanic 3-year

Solicitation #: QADIAG30SB IFB Document

IFB for MDOT SHA Page 1 of 30

STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

SHA

INVITATION FOR BIDS (IFB)

3-YEAR MOBILE MECHANIC FOR DIAGNOSTIC SERVICES

IFB NUMBER QADIAG30SB

ISSUE DATE: 11/5/2026

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the

Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve

Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an

Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance – 3 year contract mobile mechanic for diagnostic services

Solicitation

Number:

QADIAG30SB

IFB Issue Date: 11/5/2026

IFB Issuing

Office:

MDOT SHA - Centreville

Procurement

Officer:

Keith Rhodes

111 Safety Dr. Centreville, MD 21617

Email:

Phone Number:

krhodes@mdot.maryland.gov

410-758-0700

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number

QADIAG30SB

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

Pre-Bid

Conference:

N/A

Scheduled Site

Visit N/A

Questions Due

Date and Time:

11/18/2026 at 11AM Local Time

Bid Due (Closing)

Date and Time:

11/19/2026 at 11AM Local Time

Public Bid

Opening Date, Time, and

Location

11/19/2026 at 11AM Local Time

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Need help? | System reference

Dial in by phone

+1 667-262-2962,,854095218# United States, Baltimore

Find a local number

Phone conference ID: 854 095 218#

MBE/DBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged

Business Enterprise (DBE) subcontract participation goal of zero percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

VSBE

Subcontracting

Goal:

This solicitation includes a VSBE participation Goal of zero percent.

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Fixed Price

Contract

Duration:

3 – Calendar Year

Primary Place of

Performance:

111 Safety Dr. Centreville, MD 21617

SBR Designation: Yes

Federal Funding: No https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODQzMmIyZWMtZWFiZi00M2RjLWIxYzctNGMzOTU1Y2EzYzk5%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%22a50dd5e7-31f0-4b3a-950f-d2e7e204602d%22%7d tel:+16672622962,,854095218 https://dialin.teams.cloud.microsoft/bf475622-ba25-438e-9483-abd330e2c794?id=854095218

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

A. The Bidder shall have five (5) years of experience providing automotive diagnostic services

Required Documentation: The Bidder shall provide with its Bid three or more references from the past five years that collectively are able to attest to the Bidder’s required years of experience in providing automotive diagnostic services

B. The Contractor shall provide evidence of relevant qualifications, manufacturer training, certifications, and diagnostic capabilities.

C. The Bidder shall provide with its Bid "Attachment E Reference Checks" with one or more references filled out.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland

(“State”): On call mobile automotive diagnostic services mechanic. 3-year contract

It is the State’s intention to obtain goods and services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.1.2 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award

Basis for more Contract award information.

A Contract award does not ensure a Contractor will receive all or any State business under the

Contract.

2.2 Background and Purpose

To provide automotive diagnostic services for equipment to reduce equipment downtime

2.3 Contractor Responsibilities and Tasks

SCOPE OF WORK:

Comprehensive Diagnostic Services for State-Owned Heavy-Duty Dump Trucks

1. PURPOSE

The purpose of this contract is to provide comprehensive diagnostic services for the State of Maryland’s heavy-duty dump truck fleet used in highway maintenance operations.

The Contractor shall furnish all qualified personnel, labor, supervision, diagnostic equipment, specialized tools, laptop computers, hardware interfaces, cables, adapters, software, software licenses, subscriptions, technical information, and other resources necessary to perform accurate and comprehensive diagnostics on covered equipment.

The fleet includes heavy-duty dump trucks with varying manufacturers, model years, axle configurations, engines, transmissions, emissions systems, braking systems, electrical systems, and dump body configurations.

The objective of this contract is to identify and document the causes of reported failures, warning indicators, diagnostic trouble codes, performance problems, intermittent faults, and other operating concerns so the State can make informed decisions regarding repairs, parts procurement, equipment safety, and return to service.

This contract is intended primarily for diagnostic services. Repairs, parts replacement, programming, calibration, and other corrective work shall require separate authorization from the State unless expressly included in an approved work order.

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2. SCOPE OF SERVICES

The Contractor shall provide diagnostic services on an as-needed basis for State-owned or State-controlled heavy-duty dump trucks designated by the State.

Services shall include, but are not limited to:

1. Engine cranking, starting, stalling, and no-start conditions.

2. Engine performance problems, loss of power, excessive smoke, and abnormal operation.

3. Engine warning lights, diagnostic trouble codes, reduced-power conditions, and engine derating.

4. Engine control module and powertrain control system faults.

5. Transmission, drivetrain, and related electronic control problems.

6. Diesel emissions and exhaust aftertreatment system faults.

7. Electrical system failures, wiring problems, defective grounds, and intermittent electrical faults.

8. Battery, starter, alternator, charging system, and parasitic draw diagnosis.

9. Electronic control module communication failures.

10. Instrument cluster, gauges, warning indicators, and operator display problems.

11. Anti-lock braking system (ABS) and other electronically controlled braking faults.

12. Air brake electronic control systems, where equipped.

13. Dump body electrical controls, power take-off (PTO) controls, and applicable auxiliary systems.

14. Sensor, actuator, relay, solenoid, wiring harness, and connector failures.

15. Intermittent faults requiring extended monitoring or specialized testing.

16. Recurring problems that have not been resolved by previous repairs.

17. Verification of suspected component failures before the State authorizes parts replacement or repairs.

18. Diagnosis of communication, software, calibration, and configuration-related faults, where applicable.

19. Other diagnostic procedures reasonably necessary to identify the cause of a reported problem affecting covered equipment.

Retrieving a diagnostic trouble code without performing appropriate troubleshooting and verification shall not constitute a complete diagnosis.

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3. EQUIPMENT COVERAGE AND NON-EXCLUSIVE INVENTORY

3.1 Covered equipment

This contract shall provide comprehensive diagnostic services for the State’s heavy-duty dump trucks used in highway maintenance operations.

The initial equipment inventory includes Freightliner 108SD and 114SD heavy-duty dump trucks, including applicable six-wheel, tandem-axle, tri-axle, and quad-axle configurations.

These makes, models, and configurations are examples of the anticipated fleet and shall not be construed as an exhaustive or exclusive listing of equipment covered by this contract.

3.2 Non-exclusive coverage

The Contractor’s obligations shall extend to all State-owned or State-controlled heavy-duty dump trucks that fall within the equipment classification and intended scope of this contract, whether or not a specific make, model, model year, engine configuration, transmission, axle configuration, dump body configuration, or individual vehicle is expressly identified in the original equipment inventory or solicitation documents.

Coverage shall include qualifying heavy-duty dump trucks acquired, leased, replaced, transferred, or otherwise placed into State service during the contract term, provided the equipment falls within the established scope of this contract.

3.3 Diagnostic capability for additional equipment

The Contractor shall maintain the diagnostic capabilities necessary to service covered equipment regardless of differences in manufacturer, model year, engine manufacturer, transmission, emissions system, electronic control architecture, communication protocol, and installed dump body or auxiliary control systems.

The Contractor shall furnish all personnel, laptop computers, OEM and applicable aftermarket diagnostic software, subscriptions, licenses, communication interfaces, cables, adapters, technical information, and specialized test instruments necessary to diagnose qualifying equipment.

Where additional manufacturer-specific diagnostic access, software, adapters, or equipment is required, the Contractor shall provide the resources necessary to perform the authorized diagnostic service in accordance with the contract’s pricing and authorization provisions.

3.4 Inventory maintenance

The State reserves the right to update the covered equipment inventory during the contract term to reflect acquisitions, disposals, replacements, changes in equipment status, and corrections to vehicle identification information.

4. GENERAL CONTRACTOR RESPONSIBILITIES

The Contractor shall maintain the technical capability, equipment, software, personnel, and manufacturer access necessary to perform the services required under this contract.

The Contractor shall be responsible for supplying, transporting, maintaining, updating, and operating all diagnostic resources necessary for each authorized assignment.

The Contractor shall not rely solely on a generic automotive scan tool or standard OBD-II scanner.

Diagnostic equipment shall be appropriate for heavy-duty commercial trucks and capable of accessing the applicable vehicle systems.

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The Contractor shall maintain sufficient diagnostic resources to accommodate differences in vehicle model years, engine manufacturers, transmission systems, emissions configurations, control modules, and communication protocols.

The Contractor shall not require the State to purchase or supply the Contractor’s diagnostic equipment, laptops, software, subscriptions, adapters, cables, or other resources necessary to perform covered services.

5. LAPTOP COMPUTERS AND COMPUTER HARDWARE

The Contractor shall provide professional-grade laptop computers or mobile diagnostic workstations capable of operating all required OEM and aftermarket diagnostic applications.

The Contractor shall provide additional computers or workstations when necessary to operate multiple manufacturer-specific diagnostic applications or perform concurrent diagnostic assignments.

The Contractor shall be responsible for all computer hardware, accessories, maintenance, software compatibility, and related operating costs necessary to perform the contracted services.

6. OEM DIAGNOSTIC SOFTWARE AND AUTHORIZED ACCESS

6.1 Manufacturer-specific diagnostic software

The Contractor shall maintain valid, authorized access to the original equipment manufacturer (OEM) diagnostic software and technical service information necessary to diagnose covered equipment.

This shall include, as applicable:

• Heavy-duty truck diagnostic software.

• Freightliner diagnostic applications.

• Detroit Diesel engine diagnostic software, where applicable.

• Cummins engine diagnostic software, where applicable.

• Transmission manufacturer diagnostic applications.

• Electronic braking and chassis diagnostic applications.

• Diesel emissions and exhaust aftertreatment diagnostic software.

• Electronic control module and vehicle network diagnostic applications.

• Manufacturer-specific diagnostic routines and bidirectional testing.

• Wiring diagrams and electrical schematics.

• Component locations and troubleshooting procedures.

• Technical service bulletins and relevant service information.

• Manufacturer-prescribed test procedures and specifications.

• Required security credentials and authorized access to protected diagnostic functions.

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The Contractor shall furnish all required licenses, subscriptions, credentials, software updates, and supporting hardware.

6.2 Coverage across manufacturers and configurations

The Contractor’s responsibilities shall not be limited to a particular engine manufacturer, transmission manufacturer, emissions system manufacturer, or component supplier.

Where a covered dump truck contains components manufactured by a company other than the chassis manufacturer, the Contractor shall provide the necessary diagnostic capability for those components when required to complete the authorized diagnosis.

The Contractor shall determine the actual equipment configuration using the VIN, engine identification, component identification, and other available equipment information.

6.3 Aftermarket diagnostic platforms

Aftermarket multibrand diagnostic software may be used as a supplemental tool. It shall not substitute for

OEM-level capability when manufacturer-specific access, testing, programming information, or procedures are required.

6.4 Software updates and future compatibility

The Contractor shall maintain required software licenses, subscriptions, and OEM access throughout the contract term.

If an OEM changes its diagnostic software, communication protocols, licensing requirements, or access procedures, the Contractor shall maintain the capability necessary to diagnose covered equipment, subject to the contract’s terms.

For newly acquired qualifying dump trucks, the Contractor shall obtain the necessary diagnostic resources in accordance with the contract’s pricing and authorization provisions.

7. DIAGNOSTIC INTERFACES, ADAPTERS, CABLES, AND TEST EQUIPMENT

7.1 Communication interfaces and adapters

The Contractor shall furnish all diagnostic communication interfaces, adapters, cables, extension leads, and specialized connectors necessary to access covered equipment.

These shall include, as applicable:

• Heavy-duty commercial vehicle diagnostic interfaces.

• SAE J1939 communication interfaces.

• SAE J1708/J1587 interfaces for applicable legacy systems.

• Appropriate CAN bus diagnostic interfaces.

• Manufacturer-specific diagnostic adapters.

• Engine and transmission diagnostic connections.

• Chassis, braking, and emissions system interfaces.

• Legacy diagnostic connectors required for older vehicles.

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• Diagnostic breakout leads and connector testing accessories.

• Additional proprietary interfaces required by installed components.

The Contractor shall maintain sufficient adapters and cables to support the range of model years, makes, and configurations represented in the covered fleet.

A standard automotive OBD-II scanner alone shall not satisfy this requirement.

7.2 Electrical and electronic test equipment

The Contractor shall provide appropriate professional diagnostic instruments, including:

• Digital multimeters.

• Electrical circuit testing equipment.

• Heavy-duty electrical test leads.

• Oscilloscopes or equivalent waveform diagnostic equipment.

• Current clamps and appropriate measurement accessories.

• Battery, starter, and alternator testing equipment.

• Battery support units and regulated power supplies suitable for OEM-prescribed diagnostic procedures.

• Wiring harness and connector testing tools.

• Sensor and actuator testing equipment.

• Temperature measurement equipment.

• Other specialized instruments required by applicable manufacturer diagnostic procedures.

7.3 Mechanical and pressure testing equipment

The Contractor shall furnish appropriate mechanical testing instruments, pressure gauges, and related equipment necessary to distinguish electronic faults from mechanical, pneumatic, or hydraulic problems affecting covered dump trucks.

Equipment shall be suitable for the systems being tested and maintained in safe working condition.

7.4 Equipment maintenance and availability

The Contractor shall maintain all diagnostic equipment in good working order and provide replacement equipment when necessary to prevent avoidable service delays.

The Contractor shall be responsible for maintaining, updating, calibrating where applicable, and replacing its equipment and accessories as necessary.

8. REQUIRED SYSTEM DIAGNOSTIC CAPABILITIES

8.1 Engine and powertrain systems

The Contractor shall be capable of diagnosing:

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• Engine control modules (ECMs).

• Powertrain control modules (PCMs), where applicable.

• Engine fault codes and operating parameters.

• Starting, cranking, stalling, and no-start conditions.

• Fuel delivery and fuel control systems.

• Engine sensors and actuators.

• Engine performance and power-loss conditions.

• Engine derating and abnormal operating conditions.

• Transmission control modules and transmission operating faults.

• Electronic shifting and transmission communication problems.

• Drivetrain and axle-related electronic systems, where installed.

• PTO-related engine or powertrain control issues.

• Mechanical engine or powertrain conditions requiring additional testing to identify the cause of a reported problem.

The Contractor shall use live data, manufacturer-specific tests, and appropriate physical measurements to verify the cause of a fault.

8.2 Diesel emissions and aftertreatment systems

For applicable diesel-powered dump trucks, the Contractor shall diagnose:

• Diesel particulate filter (DPF) systems.

• Diesel exhaust fluid (DEF) delivery and monitoring systems.

• Selective catalytic reduction (SCR) systems.

• Diesel oxidation catalysts and related exhaust components.

• Nitrogen oxide (NOx) sensors.

• Exhaust temperature and pressure sensors.

• Differential pressure sensors.

• Exhaust gas recirculation (EGR) systems.

• Aftertreatment control modules.

• Emissions-related warning lights and fault codes.

• Engine derating associated with emissions faults.

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• Regeneration eligibility and inhibit conditions.

• Related emissions communication and control faults.

The Contractor shall determine the cause of an emissions fault before recommending regeneration, cleaning, sensor replacement, or component replacement.

Forced regeneration and other service functions shall be performed only with State authorization and in accordance with applicable OEM procedures and law. Emissions controls shall not be disabled, bypassed, or improperly modified.

8.3 Electrical and electronic systems

The Contractor shall diagnose:

• Battery, starting, and charging system problems.

• Power supply and ground circuit faults.

• Wiring harness damage and connector problems.

• Open circuits, short circuits, excessive resistance, and intermittent faults.

• Sensor reference voltage and signal faults.

• Electronic control module power and ground problems.

• CAN bus and other applicable communication network faults.

• Instrument cluster and gauge failures.

• Warning light and operator display problems.

• Relays, switches, and other electrical components.

• Intermittent electronic failures requiring extended testing.

• Control module communication failures.

Appropriate circuit measurements and diagnostic procedures shall be used to verify the failure before component replacement is recommended.

8.4 Braking and chassis systems

The Contractor shall diagnose applicable electronically controlled braking and chassis systems, including:

• Anti-lock braking systems (ABS).

• Electronic braking systems (EBS), where equipped.

• Wheel-speed sensors.

• Brake control modules.

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• Traction control and stability control systems, where equipped.

• Air brake electronic controls.

• Chassis sensors and related wiring.

• Other electronically controlled safety-related systems installed on covered equipment.

Mechanical brake or chassis concerns shall be evaluated when necessary to identify the cause of a reported complaint. Safety-critical findings shall be reported promptly to the State.

8.5 Dump body, PTO, and auxiliary control systems

The Contractor shall diagnose applicable electrical and electronic systems associated with dump truck operation, including:

• Power take-off (PTO) controls.

• PTO engagement controls and related circuits.

• Dump body hoist control systems.

• Hydraulic pump engagement controls.

• Electrical switches, wiring, solenoids, and interlocks associated with dumping operations.

• Body control modules and auxiliary controllers, where installed.

• Safety interlocks and associated control circuits.

• Electronic sensors associated with dump body operation, where installed.

• Chassis-to-body electrical connections.

• Control faults that prevent proper operation of the dump body.

Where a problem is determined to be hydraulic or mechanical rather than electronic, the Contractor shall document the observed condition and recommend appropriate additional testing or repair.

9. DIAGNOSTIC PROCEDURES

9.1 Initial inspection

For each authorized assignment, the Contractor shall:

1. Verify the State asset number, tag number, VIN, year, make, model, and available engine identification.

2. Review the State’s description of the problem and available service history.

3. Perform an initial visual inspection relevant to the reported complaint.

4. Identify applicable safety concerns.

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5. Select the appropriate diagnostic software, interfaces, and testing equipment.

6. Document the initial condition and relevant warning indicators or messages.

9.2 Electronic system scan

The Contractor shall perform an electronic diagnostic scan of the systems relevant to the reported problem and, when appropriate, the accessible vehicle control modules.

The scan shall include, as applicable:

• Retrieval of available diagnostic trouble codes.

• Identification of active and inactive faults.

• Review of freeze-frame or occurrence data when available.

• Review of relevant live data and operating parameters.

• Identification of control modules that cannot communicate.

• Appropriate bidirectional tests and manufacturer-specific diagnostic routines.

• Review of relevant technical service bulletins and OEM troubleshooting information.

Original diagnostic findings shall be saved or documented before clearing codes, resetting modules, reprogramming components, or performing other procedures that may alter diagnostic evidence.

9.3 Root-cause diagnosis

The Contractor shall perform appropriate follow-up testing to determine the cause of the reported failure.

Testing may include electrical measurements, wiring circuit testing, waveform analysis, mechanical inspection, pressure testing, system performance checks, and manufacturer-prescribed diagnostic procedures.

The Contractor shall distinguish between the reported symptom, the fault code, the suspected component, and the confirmed cause.

If the fault cannot be conclusively isolated, the Contractor shall document the testing completed, the results obtained, the remaining possibilities, and the additional work required to reach a conclusion.

9.4 Functional verification

When practical and authorized, the Contractor shall verify the reported complaint and confirm system operation following the diagnostic procedure.

Road tests, load tests, engine operation, PTO testing, and dump body operation shall be conducted only when authorized and safe.

The Contractor shall not operate equipment presenting an immediate safety hazard except as part of an authorized, controlled diagnostic procedure that can be performed safely.

10. DIAGNOSTIC REPORTING AND DELIVERABLES

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The Contractor shall provide a written diagnostic report for each authorized assignment.

Each report shall include, at a minimum:

1. Vehicle tag

2. VIN and applicable engine identification.

3. Year, make, model, and dump truck configuration.

4. Date and location of service.

5. State-reported complaint.

6. Initial inspection findings.

7. Fault codes, descriptions, and status.

8. Relevant live data, measurements, and test results.

9. Diagnostic procedures performed.

10. OEM service information consulted, when relevant.

11. Identification of defective components, circuits, or systems.

12. Additional diagnostic requirements and estimated additional time, if necessary.

13. Explanation of inconclusive results or limitations.

14. Technician name and report date.

Reports shall be sufficiently detailed to allow the State to evaluate findings, authorize repairs, obtain parts, or request further testing without unnecessarily repeating the original diagnostic process.

Reports shall be emailed as a PDF or another format approved by the State.

The Contractor shall retain supporting diagnostic records and reports for the period established by the contract and applicable State record-retention requirements.

A diagnostic assignment shall be considered complete when the authorized diagnostic work has been performed and the required report has been submitted, subject to the State’s review and acceptance provisions.

Acceptance of a diagnostic report shall not constitute authorization to perform repairs.

11. CONTRACTOR PERSONNEL AND QUALIFICATIONS

The Contractor shall provide qualified technicians with demonstrated experience in heavy-duty commercial truck diagnostics.

Personnel shall possess the technical capabilities necessary to diagnose the covered trucks, including engine, powertrain, electrical, electronic, emissions, braking, and dump body control systems.

The Contractor shall be responsible for its personnel, supervision, tools, safety practices, and quality of work.

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The Contractor shall ensure that personnel assigned to a particular diagnostic task possess the necessary knowledge and access to perform the required procedures.

12. SERVICE LOCATIONS AND MOBILE DIAGNOSTICS

Services may be performed at the Contractor’s facility or at a State-designated maintenance facility or equipment location.

When on-site diagnosis is requested, the Contractor shall bring the necessary laptops, software, interfaces, adapters, cables, and test equipment.

The Contractor shall identify its mobile diagnostic capabilities and any limitations regarding the equipment it can service on-site.

If a truck must be transported to another facility for diagnosis, the Contractor shall explain the reason and obtain State approval before arranging transportation or incurring additional charges.

Unapproved towing, transportation, mobilization, or ancillary charges shall not be billed to the State.

The Contractor shall comply with State facility access procedures and coordinate scheduling with the designated State representative.

13. SOFTWARE MAINTENANCE AND CONTINUING CAPABILITY

The Contractor shall maintain the required software licenses, subscriptions, diagnostic interfaces, security credentials, and OEM access throughout the contract term.

The Contractor shall keep its diagnostic equipment compatible with the covered fleet and maintain the ability to diagnose applicable makes, models, model years, and systems.

If an OEM discontinues support or changes its diagnostic access requirements, the Contractor shall notify the State of resulting limitations and identify available alternatives.

The Contractor shall not represent that a system can be diagnosed when the required tools, software, technical information, or authorized access are unavailable.

The Contractor shall make reasonable arrangements to maintain diagnostic coverage for qualifying equipment added to the fleet during the contract term.

14. DATA SECURITY AND CONTROL MODULE INTEGRITY

The Contractor shall protect State asset information, VINs, serial numbers, diagnostic reports, and other information obtained while performing the contract.

Diagnostic equipment and software shall be used in accordance with applicable OEM requirements and

State security policies.

Remote access, programming, calibration, configuration changes, or other procedures that alter a vehicle’s electronic systems shall require appropriate authorization.

The Contractor shall document authorized programming or configuration changes and shall not make unauthorized modifications to vehicle operating parameters or emissions systems.

The Contractor shall not install unauthorized software on State systems or disclose State equipment information to unauthorized parties.

15. STATE RESPONSIBILITIES

The State shall:

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1. Identify the dump truck requiring diagnosis.

2. Provide available equipment identification and a description of the complaint.

3. Provide reasonable access to the truck and applicable service location.

4. Designate personnel authorized to approve diagnostic work.

5. Provide available service history or prior diagnostic reports when reasonably accessible.

6. Review the Contractor’s findings and authorize additional testing or repairs.

7. Communicate applicable site access, safety, and scheduling requirements.

The State’s inability to provide complete service history shall not relieve the Contractor of its obligation to perform authorized diagnostic work using available information.

16. PERFORMANCE STANDARDS

The Contractor shall:

1. Perform diagnostics in accordance with applicable OEM procedures.

2. Use appropriate, maintained diagnostic equipment.

3. Provide accurate and complete reports.

4. Distinguish confirmed findings from unverified possibilities.

5. Avoid recommending unnecessary component replacement without a reasonable diagnostic basis.

6. Promptly report safety-critical findings.

7. Protect State equipment from damage.

8. Correct diagnostic report errors or omissions attributable to the Contractor without additional charge.

9. Provide clarification of findings when reasonably requested by the State.

10. Maintain the diagnostic capabilities required by this contract for qualifying equipment added to the fleet.

The State may reject reports that do not meet the contract’s documentation and performance requirements.

17. ADDITIONAL TESTING AND DIAGNOSTIC LIMITATIONS

Some failures may require extended testing, specialized equipment, OEM technical assistance, or additional operating conditions.

The Contractor shall notify the State when additional work is required, explain why it is necessary, and provide the anticipated cost before proceeding.

If the Contractor cannot conclusively determine the cause of a failure, the report shall document the work performed, results obtained, limitations encountered, and recommended next steps.

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If the Contractor lacks the required equipment or authorized OEM access for an assigned system, it shall promptly disclose that limitation in writing, identify the steps necessary to obtain the required diagnostic capability, and provide any associated cost or schedule impact for State review.

The State may authorize an alternative diagnostic approach or refer the work elsewhere.

The omission of a qualifying vehicle, manufacturer, model, model year, or configuration from the original inventory shall not, by itself, be grounds for denying service.

18. REPEAT DIAGNOSTIC WORK

The Contractor shall be responsible for the accuracy and completeness of its diagnostic work.

When additional work is necessary because the Contractor failed to perform an authorized test, incorrectly documented a result, or omitted a condition that reasonably should have been identified, the

Contractor shall correct the deficiency without additional charge, subject to the contract’s terms.

This requirement shall not automatically extend to unrelated failures, newly developed problems, or intermittent conditions that could not reasonably have been reproduced during the original assignment.

19. SAFETY AND ENVIRONMENTAL COMPLIANCE

The Contractor shall comply with applicable federal, State, and local safety and environmental requirements and State facility rules.

Personnel shall use appropriate protective equipment and follow safe procedures when working around engines, heavy trucks, moving machinery, electrical systems, hot surfaces, and hydraulic systems.

Dump bodies shall be secured using appropriate safety supports and procedures whenever personnel could be exposed to crushing hazards during testing or inspection.

The Contractor shall promptly notify the State of unsafe conditions and shall not conduct unsafe testing or operate equipment presenting an immediate hazard.

The Contractor shall be responsible for damage resulting from its negligent acts, omissions, or failure to follow applicable procedures, subject to the contract’s terms.

20. PROPOSAL REQUIREMENTS

As part of its proposal, the Contractor shall provide:

1. A list of OEM and aftermarket diagnostic platforms available.

2. A description of its heavy-duty dump truck diagnostic capabilities.

3. A description of its capabilities for the Freightliner 108SD and 114SD configurations represented in the initial inventory, where applicable.

4. A description of its engine and transmission diagnostic capabilities.

5. A description of its diesel emissions and aftertreatment diagnostic capabilities.

6. A description of its electrical, electronic, braking, and dump body control diagnostic capabilities.

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7. Identification of available laptop computers, communication interfaces, adapters, cables, and specialized test equipment.

8. Confirmation that required software licenses, subscriptions, and authorized OEM access will be maintained.

9. Technician qualifications and applicable certifications.

10. Available mobile diagnostic services and service locations.

11. Proposed response times and scheduling procedures.

12. A detailed pricing schedule.

13. Identification of any known makes, models, model years, engines, or systems within the covered equipment classification that cannot be fully diagnosed.

The State may request supporting documentation or demonstrations to verify the Contractor’s stated capabilities.

The Contractor’s proposal shall address its ability to service qualifying equipment that is not individually identified in the initial inventory.

21. DELIVERABLES AND ACCEPTANCE

Required deliverables include:

• Completion of authorized diagnostic procedures.

• A written diagnostic report for each assignment.

• Supporting fault-code information and relevant test results.

• A documented diagnosis or explanation of why the result remains inconclusive.

• Recommended corrective action and additional testing requirements, if applicable.

• Prompt notification of safety-critical conditions.

• Itemized billing consistent with the approved pricing schedule and work authorization.

A diagnostic assignment shall be considered complete when the authorized diagnostic work has been performed and the required report has been submitted, subject to the State’s review and acceptance provisions.

Acceptance of a diagnostic report shall not constitute authorization to perform repairs.

22. OVERALL CONTRACTOR RESPONSIBILITY

The Contractor shall provide comprehensive diagnostic services for the State’s qualifying heavy-duty dump truck fleet, including equipment that meets the defined classification but is not individually identified in the original equipment inventory.

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The Contractor shall furnish the personnel, diagnostic laptops, OEM software, licenses, subscriptions, communication interfaces, adapters, cables, test instruments, technical information, and other resources necessary to diagnose covered equipment.

The makes, models, and configurations listed in this Scope of Work establish examples of the anticipated fleet and the expected diagnostic capabilities. They shall not restrict coverage to the specific vehicles listed, provided the equipment falls within the established scope of this contract.

The Contractor shall maintain the ability to diagnose covered equipment across applicable model years, manufacturers, engines, transmissions, emissions systems, electronic controls, braking systems, and dump body control systems.

The State’s objective is to obtain accurate, documented, and technically supported diagnostic findings that facilitate appropriate repair decisions, parts procurement, equipment safety assessments, and timely return to service.

24. PARTS

At the sole request of the agency, parts may be supplied by contractor and marked up by no more than

10% as stated in bid price form. Any parts purchased by contractor, itemized invoice of purchased parts shall be included with vendors invoice to verify markup. MDOT SHA will always reserve the right to supply parts.

24. WORK DAY/HOURS

All work shall be completed during normal business hours M-F 6:30am – 3:00pm excluding state holidays.

Any work completed during normal business hours will be billed at the “Normal Hourly Rate”.

Any work completed outside normal business hours will be billed at “Overtime Rate”

Anytime contractor is called for service and work is performed on-site for less than two hours, the contractor may bill a (2) hours at “Normal Hourly Rate”.

END OF SCOPE OF WORK

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Standard Terms and Conditions

2.4 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

2.5 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

2.6 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

D. Invoice period (i.e. time period during which services covered by invoice were performed);

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

H. State assigned (Blanket) Purchase Order number(s);

I. Goods or services provided;

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and labor hour or time and material items shall clearly identify each item as either fixed price, and labor hour, or time and material billing.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of

Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

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Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

2.6.1 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

A. For items of work for which there is one-time pricing (see Attachment B –The Price

Form), those items shall be billed in the month following the acceptance of the work by the State.

B. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the __7_ business day of the month following the end of the invoice period.

2.6.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

2.7 Liquidated Damages

2.7.1 Problem Escalation Procedure

No later than ten (10) Business Days after notice of recommended award or after the date of the

Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a

Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information

B. The process for establishing the existence of a problem;

C. Names, titles, and contact information for progressively higher levels of personnel in the Contractor’s organization who would become involved in resolving a problem;

D. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP;

E. Expedited escalation procedures and any circumstances that would trigger expediting them;

F. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State;

G. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

H. A process for updating and notifying the Contract Monitor of any changes to the PEP.

I. The PEP must be updated within ten (10) Business Days after any change in circumstance which changes the PEP but not less than annually within ten (10)

Business Days after the start of each Contract year .

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the

State which may be allowed by the Contract or applicable law.

2.8 Payments by Electronic Funds Transfer

By submitting a Bid in response to this solicitation, the Bidder, if selected for award:

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Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s

Office grants an exemption. The successful Bidder shall register using the COT/GAD X-10

Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD

X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA

DX10Form20150615.pdf.

2.9 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the

Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women

Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and

COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract; Section 31 “Prompt Pay Requirements”

Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

2.10 Conflict of Interest Affidavit and Disclosure

The Bidder shall complete and sign the Conflict of Interest Affidavit and Disclosure (Attachment I) and submit it with its Bid. By submitting a Conflict of Interest Affidavit and Disclosure, the

Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR

21.05.08.08.

2.11 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of

Maryland. See the Department of Labor, Licensing and Regulations website for Maryland

Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

2.12 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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2.13 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

2.13.1 The following type(s) of insurance and minimum amount(s) of coverage are required:

A. Commercial General Liability - One hundred thousand dollars ($100,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three hundred thousand dollars ($300,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Compensation Act, and the Federal Employers’ Liability Act, to not be less than. One hundred thousand dollars ($100,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

2.13.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’

Compensation Insurance and professional liability.

2.13.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the

Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

2.13.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

2.13.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5)

Business Days from notice of…