RFB_for_Install_of_additional_upgrading_of_security_fencing.pdf

Spring Grove Hospital Center

Request for Bids for Install of additional upgrading of security fencing

Solicitation # BPM051149

Issue Date: May 15, 2025

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.

KEY INFORMATION SUMMARY SHEET (KISS)

Request for Bids Install of additional upgrading of security fencing

Solicitation Number:

BPM051149

RFB Issue Date: May 15, 2025

RFB Issuing Office:

Maryland Department of Health (MDH)

Spring Grove Hospital Center (SGHC)

Procurement Officer:

Hector G. Rodriguez Padilla (Agency Buyer III)

Spring Grove Hospital Center

55 Wade Avenue, Catonsville, MD 21228

Email:

Phone Number:

hector.padilla-rodriguez@maryland.gov

410-402-7683

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM

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

No Bid Notice Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why. https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal- Notice_Vendor-Feedback-Form-1-1.docx

Pre-Bid Conference:

Thursday May 22, 9:00am 2025 Local Time, at

Spring Grove Hospital Center

55 Wade Avenue, Catonsville, MD 21228

Scheduled Site Visit

Spring Grove Hospital Center

55 Wade Avenue, Catonsville, MD 21228 To attend the site visit please contact the Procurement officer via Email no later than Monday, May 19, 2025, at 1:00PM Local Time

Questions Due Date and Time:

Monday, May 26, 2025, at 1:00PM Local Time

Bid Due (Closing) Date and Time:

Wednesday, May 28, 2025 at 1:00PM Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made: https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal- Notice_Vendor-Feedback-Form-1-1.docx

MBE

Subcontracting Goal:

N/A

VSBE

Subcontracting Goal:

N/A

Procurement Method:

A Contract will be awarded in accordance with the Small Procurement method under COMAR 21.05.07.

Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: The Contract resulting from this RFB shall be a fixed priced contract, a defined in COMAR 21.06.03.02

Contract Duration: Base Period of Performance

Primary Place of Performance:

Spring Grove Hospital Center

55 Wade Avenue, Catonsville, MD 21228

SBR Designation: Yes

Federal Funding: No

The remainder of this page is intentionally left blank.

1.Summary Statement and Background

a. This Request for Bids (RFB) is issued to procure the goods or services, as specified in this section 4, from a contract between the successful bidder(s) and Spring Grove Hospital Center (SGHC) a part of the Maryland Department of Health (MDH).

b. Spring Grove Hospital Center is a 397-bed complex that provides a broad spectrum of inpatient psychiatric services to adults and adolescents, as well as comprehensive psychiatric services to adults. The center is owned and operated by the State of Maryland and is under the governance of the Department of Health.

2. Minimum Requirements

As part of the determination to be considered responsive, the Bidder must submit documentation in its Bid that satisfies the following Minimum Qualifications:

a. The Bidder or its subcontractors shall be certified xxxxxxxx in order xxxxxxxxx in the State of Maryland to perform the work as defined in the Scope of Work. To perform work under the resulting contract the Bidder must include the following documentation of licensing, certifications and applicable experience:

i. A copy of their ___________Certification issued by the _____________.

ii. A copy of their state or county Business License where they perform business.

b. The Bidder or its subcontractors shall provide at least 3 references that attest to their capabilities and general experience (corroboration of at least 3 years of experience total) in water testing as applicable to the Scope of Work.

3. The identity of the Procurement Officer

Hector G. Rodriguez-Padilla CMPA Agency Buyer III Spring Grove Hospital Center, Maryland Department of Health 55 Wade Avenue, Catonsville, MD 21228.

Phone Main (410) 402-7956 Email: hector.padilla-rodriguez@maryland.gov

4. Scope of Work

A. The Maryland Department of Health (MDH) is seeking to install upgraded security fencing to the existing fences at the following patient buildings Red Brick 3, Red Brick 4, and Noyes Building located at Spring Grove Hospital Center, 55 Wade Avenue, Catonsville, Maryland. This project requires the installation of additional no climb mini mesh fencing to prevent elopement and AWOL of patients.

B. The Contractor shall be able to provide and implement the following:

Conceptual view of the site plan;

Proposed equipment list;

Proposed schedule of work; and Breakdown of materials, equipment, labor, and services.

DESCRIPTION OF WORK

A. Shall be performed in compliment the availability within the facility operations 24-hour schedule. Normal hours are Monday – Friday; 7:00 a.m. – 4:00 p.m. The facility Maintenance Director, whom will be the point of contact, must be notified if service cannot be conducted as scheduled for any reason or any adjustment need to be made to the work schedule. The Vendor’s employees will not be permitted access to the job site during non-working hours.

B. Throughout the project, the Vendor shall maintain the identified work area in a safe, neat, and orderly manner. The Vendor shall take steps to prevent accumulation of debris at the site and shall remove all trash and have account for all materials and equipment at all times during all work phases of project.

C. Security Fence Specifications Requesting 1/2-inch mini mesh be installed to the existing galvanized chain link fence. Remove and replace approx. 30 LF of 24" high no climb overhang with 48" anti-climb overhang panels at Red Brick Spring Grove Hospital will supply anti-climb mini mesh.

D. Estimated Current Measurements

Red Brick -3 5 ft 13 ft 6 inches 175 ft 50 x 60 ¾ to 1-inch mini mesh. Left rear side of fence is 15 ½ to 16 ft in height

Red Brick 4 - 6 ft 10 ft 285 ft 86 x 72

Noyes Building - 5 ft 11 ft 6 inches 113 ft 56 x 48

*Contractor will be required to verify measurements for each of the identified fences prior to submitting bid.

E. Electrical Requirements None

F. Site Prep and Follow Up

Confirm measurement, materials and equipment. Conduct a thorough review of current fencing conditions, identifying potential weak points, and assessing terrain challenges that may be present. Consider what equipment will be necessary for site prep, install and removal of any debris daily. Safely remove any outdated or compromised fencing components without disrupting patient operations. At the end of each day and end of the project completion walk through will be required with a contractor and a designated maintenance team personnel member to ensure there are no contraband or security breaches.

G. Installation

Securely attach new fencing to existing structures, ensuring durability and compliance with security standards. Ensure all gates, locks, and entry-point security measures to regulate access are in compliance the state. Ensure fencing meets relevant safety regulations for healthcare facilities.

H. Guarantee of Work Performed

Provide a two (2) year warranty for the labor, parts, repair, replacement, and installation for equipment installed. Provide records of installation, warranties, and maintenance guidelines.

I. Qualification of Vendor At least two (2) names and contact information for references for similar types of work

III. SITE VISIT

Pre – bid meeting and site assessment for each building will be determined by facility Planning

Administrator and Maintenance Director

IV. MATERIALS, SUPPLIES, AND EQUIPMENT

General:

1. Site design drawings / equipment specifications

2. Any required permits and licenses if applicable

3. Site preparation

4. Properly installing additional fencing in compliance with industry standards

5. Final inspections and punch list completion

6. Clean up of the site when work is complete.

V. RULES FOR VENDOR

A. Work and storage areas will be designated by the facility’s representative.

B. No smoking is allowed on the premises. Matches, lighters, and tobacco products of any kind are considered contraband and will not be allowed on the premises.

C. Cell phones are prohibited and should be locked in vehicles prior to entering any patient areas at the facility.

D. Additional hospital procedure information will be provided by the facility in reference to security and confidential policies.

5. State Staff and Roles

a. Project Manager

i. The State will provide a Project Manager, who may select a designee, with the responsibility for providing authorization for work to be performed and validation of completed work under this solicitation and subsequent contract.

ii. The Project Manager will designate additional personnel and will provide associated contact information as needed.

iii. The Project Manager or their designee shall provide access to work areas required to complete assigned tasks pursuant to this solicitation and subsequent contract.

b. Other Staff Responsibilities

i. Problem Escalation Procedure (PEP): Project Manager or designee will give written notice of performance issues to the Contractor, clearly describing the problem and delineating remediation requirements(s). The Contractor shall respond with a written remediation plan within three (3) Business Days and implement the plan immediately upon written acceptance of the Contract Manager. If performance issues persist, the Contractor Manager may request the immediate removal of the person(s) whose performance is at issue and determine whether a substation is required.

6. Contract term

a. The contract resulting from this solicitation shall be ____________, which shall commence _________ and continue for a period of approximately _______.

(OPTIONS?)

b. The total cost of work shall not exceed $50,000.00 for the term of the contract.

7. Procurement method This Contract will be awarded in accordance with the Small Procurement method under COMAR 21.05.07.

8. Bid/Proposal submission information

a. Wednesday, May 28, 2025 at 1:00PM Local Time (Key Information Sheet)

b. Bids may only be submitted via eMMA (eMaryland Market Place Advantage.

Please DO NOT hand deliver any replies to the facility.

c. What must be submitted.

i. The bid form with appropriate pricing.

ii. A transmittal letter prepared on the Bidder’s business stationery MUST accompany the bid. The purpose of this letter is to transmit the bid and references; therefore, it should be brief. The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, timeliness and prices contained in the bid.

iii. At least three (3) references that can attest to the Contractor’s experience in providing services for a similar business entity of this nature.

iv. With the transmittal letter, each Contractor is to provide a list of all contracts with any entity of the State of Maryland that it is currently performing, or which have been completed within the last five (5) years. For each identified contract the Contractor is to provide:

1) The State contracting entity.

2) A brief description of the services/goods provided.

3) The dollar value of the contract.

4) The term of the contract.

5) The State employee contact person (name, title, telephone number and e-mail address).

6) Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised.

v. Qualifications documentation that may be required, as set forth in RFB Section

2. Minimum Qualifications. Failure to submit the bid form or documentation as stated in Section 2 will result in the Contractor's offer being deemed ineligible for consideration.

d. Inquiries Statement:

i. Written questions from prospective Bidders will be accepted by the Procurement Officer and shall be submitted via eMMA to the Procurement Officer indicated in Section 3 of this document. Questions should be submitted no later than Monday, May 26, 2025, at 1:00PM Local Time (Key Information Summary Sheet)

ii. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

9. Award Determination

a. The Contract to result from this solicitation will be awarded to the Bidder submitting the Most Favorable Bid Price (“Most favorable” is defined in COMAR 21.01.02.01.B. (57).

b. The Most Favorable Bid Price, will be determined by the “lowest responsive bid from a responsible bidder”.

10. Payment

The Contractor shall bill the Department on a monthly basis for the work performed the previous month. The total cost of work may not exceed $50,000.00 for the term of the contract.

a. To be considered for payment, submission of a proper invoice must include the following information, without error:

i. Contractor name and address;

i. Remittance address;

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

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

iv. Invoice date;

v. Invoice number;

vi. State assigned Contract number;

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

viii. Goods or services provided;

ix. Amount due; and

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

b. 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.

c. 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. 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 sixty (60) calendar days from the Contract termination date. The Contractor shall submit invoices by the 15th of the month in which services were delivered and shall be submitted electronically to:

dlctphcfiscalservices_MDH@maryland.gov

11. Contractor’s Responsibilities Upon Award

a. Man/Person-hours paid under this contract shall be only for productive hours at the job site. Time spent for idle time, breaks and lunch is not directly chargeable but is overhead and shall be included in the hourly rate bid for basic labor.

b. All parts and materials used by the contractor shall be billed to SGHC at actual cost to the Contractor. No mark-up cost in addition to the cost to the Contractor will be accepted

c. Upon completion of the service, the Contractor must obtain signed verification from the contract monitor or designee that the service has been performed. All inspections shall be coordinated with the contract monitor or designee and any problems which require attention shall be reported to the contract monitor or designee.

d. Any failure by the Contractor to become acquainted with available information shall not relieve the Contractor from the responsibility for estimating properly the difficulty or cost of successfully performing the work. Spring Grove Hospital Center assumes no responsibility for any conclusions or interpretations made by the Contractor on the basis of the information made available by Spring Grove Hospital Center.

e. Travel time for service calls shall be the sole responsibility of the Contractor, and the Contractor shall bear the cost as part of the Contractor’s base bid proposal.

12. Department Obligations

The department agrees to:

a. Provide guidance concerning contract activities, as needed;

b. Evaluation and acceptance when appropriate of deliverable

c. Review and approval for payment of invoices.

13. Small Business Reserve Requirements

a. This is a Small Business Reserve Procurement for which award will be limited to certified small business Contractors. 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.

14. 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:

a. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

b. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of one million dollars ($1,000,000) per loss, and a minimum single loss retention not to exceed ten thousand dollars ($10,000), with the State of Maryland listed as a “loss payee.”

c. 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 million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

d. 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.

e. 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.

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

g. 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 the recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

h. Subcontractor Insurance The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

15. Security Requirements

The following requirements are applicable to the Contract upon award:

a. Employee Identification:

i. Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor Personnel shall provide additional photo identification.

ii. Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

iii. Contractor shall remove any Contractor Personnel from working on the Contract where the State determines, in its sole discretion, that Contractor Personnel has not adhered to the Security requirements specified herein.

iv. The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the Contract.

b. Persons with a criminal record may not perform services under the Contract unless prior written approval is obtained from the Contract Monitor. The Contract Monitor reserves the right to reject any individual based upon the results of the background check.

Decisions of the Contract Monitor as to acceptability of a candidate are final. The State reserves the right to refuse any individual Contractor Personnel to work on State premises, based upon certain specified criminal convictions, as specified by the State.

16. Verification of Registration and Tax Payment

a. Before a business entity can do business in the State, it must be registered with the

State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

b. It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise responsive successful Bidder from final consideration and recommendation for Contract award.

17. Attachments

a. Exhibit A-Contractor Construction Guidelines

b. Exhibit B-1 Bid Form

c. Exhibit C-Small Procurement Contract (Example)