REQUEST FOR PROPOSAL (RFP)

Building Plan Review and Inspection Professional Services

Issued by: Department of Planning, City of Havre de Grace 2026-0007

BPM059436

October 22, 2026

Proposal Deadline:

November 23, 2026 by 2pm Submitted electronically through the City’s procurement platform Beacon. Late Proposals will not be accepted.

Mandatory Pre-Proposal Meeting:

November 2, 2026 at 1pm virtual meeting. Pre-Proposal Meeting attendance is mandatory.

Please RSVP by October 30, 2026 by 5pm to receive the meeting credentials, by contacting Michele Widman, Procurement Officer, at Michelew@havredegracemd.com.

Contact: For more information on the Proposal Requirements and/or Scope of Work, contact Michele Widman by email at Michelew@havredegracemd.com or 410-939-1800 ext 1109.

Important Notice to Vendors Regarding Registration as a Requirement for Bidding:

To be added to the bidder list you must be registered as a Supplier in Beacon. Register as Supplier: Beacon Registration

For additional assistance with registration, Suppliers may contact Beacon Help:

https://www.beaconbid.com/help/city-of-havre-de-grace

Purpose:

The City of Havre de Grace has adopted International Codes related to structures, residences, electrical, plumbing and mechanical, as outlined in the Maryland Building Performance Standards. The City is seeking proposals from qualified consultants to provide plan review and inspection services for residential, commercial, and industrial properties for plumbing, electrical, mechanical and buildings. The selected vendor will operate as the sole third-party provider of construction plan reviews and inspections for the City. Responsibilities include conducting building permit plan reviews prior to issuance, and conducting inspections on an as-needed basis. The consultant will coordinate all work directly with City staff and permit applicants.

mailto:Michelew@havredegracemd.com https://www.beaconbid.com/help/city-of-havre-de-grace

Inspection and Plan Review Services RFP pg.2

Project Schedule:

Public Notice of Solicitation for Bids: October 22, 2026 Mandatory Pre-Proposal Meeting: November 2, 2026 at 1pm (remote) Written Question Deadline: November 9, 2026 Proposal Due Date: November 23, 2026 by 2pm Expected Date of Award: November 25, 2026 Contract to begin: December 1, 2026

Addenda and Communication:

Deadline for project questions is November 9, 2026 by 5pm.

All amendments, clarifications, project questions and official addenda will be posted within the Beacon Bid system. Suppliers who joined the interest list for this solicitation will receive automatic email notifications when updates are published.

All communication regarding this solicitation must occur within the Q&A section on the City’s procurement platform. Direct contact with agency staff outside of the platform is strictly prohibited and may result in disqualification.

The City Reserves the Right to reject any proposals that are not furnished promptly with all the required information. The City Reserves the Right to verify the qualifications of all Consultants.

Such qualifications may serve as the basis for acceptance or rejection. The City Reserves the Right, in its discretion to reject any and all proposals or to accept any proposals found to be in the best interest of the City of Havre de Grace. The City of Havre de Grace Procurement Policy is available for review at City Hall between the hours of 9 am until 5 pm, Monday through Friday, and on the City’s website at www.havredegracemd.gov.

http://www.havredegracemd.gov/

Inspection and Plan Review Services RFP pg.3

SECTION 1: GENERAL INFORMATION

1.0 Purpose: The City of Havre de Grace seeks proposals from qualified consultants who shall operate as a sole third-party provider of inspections, services and construction plan reviews.

Consultant shall conduct building permit plan reviews prior to issuance. Once permits are issued, the consultant will coordinate and conduct all requested inspections. The following inspection services are required: Building, Plumbing, Mechanical and Electrical for any new construction, additions, alterations, and improvements of residential, commercial, and industrial structures in the City.

The City intends to award a one-year contract for this work, with options to renew.

1.2. Solicitation Schedule:

RFP Publication October 22, 2026 Mandatory Pre-Bid Meeting (remote) November 2, 2026 at 1pm (remote) Last day for Questions November 9, 2026 Submission Deadline November 23, 2026 by 2pm Evaluation Period November 23 to 24, 2026 Notice of Award November 25, 2026 Contract to begin December 1, 2026

Late proposals will not be accepted.

1.3. Delivery method: All proposals must be submitted electronically through the City’s procurement platform Beacon. Bidder must register as a Supplier.

https://www.beaconbid.com/solicitations/city-of-havre-de-grace/register. Submitters may withdraw and/or replace proposals at any time until the deadline for deadline for submission of proposals. It is the sole responsibility of the proposer to ensure their proposal is fully submitted and received via the Beacon Bid system prior to the closing date and time.

1.4. Point of Contact: All inquiries must be submitted directly to the Procurement Officer.

Project questions shall be submitted through the Beacon Bid system as noted. Any attempt to contact other City of Havre de Grace Staff members will result in the disqualification of the proposer.

1.5. Questions and Answers: All communication regarding this solicitation must occur within the Q&A section through the Beacon Bid platform by the deadline of November 9, 2026 by 5pm.

Questions will be answered in the forum through the platform. All amendments, clarifications, and official addenda will be posted within the Beacon Bid system and distributed to registered bidders. Direct contact with agency staff outside of the platform is strictly prohibited and may result in disqualification.

Inspection and Plan Review Services RFP pg.4

1.6. Conflict of Interest: By signing the proposal, the bidder affirms that it and its’ officers, members and employees have no actual or potential conflict of interest, beyond the conflicts disclosed in its’ proposal. Bidder will not acquire any interest, direct or indirect, that would conflict or compromise in any manner or degree with the performance of its services under this contract. If any potential conflict is later discovered or if one arises, the bidder must disclose it to the City promptly.

1.7. Independent Proposal: A proposal will not be considered for award if the price in the proposal was not arrived at independently, without collusion, consultation, communication or agreement as to any matter relating to such prices with any other offer or with any competitor.

The price quoted in the bidder’s proposal will not be subject to any increase and will be considered firm for the life of the contract unless specific provisions have been provided for adjustment in the original contract.

1.8. Rejection of Proposals: The Procurement Officer reserves the right to accept or reject any or all proposals, in part or in whole, at her discretion. The City reserves the right to withdraw this RFP at any time for any reason. Submission of, or receipt by, the City confers no rights upon the bidder nor obligates the City in any manner.

1.9 Expenses: The City will not be held liable for any expenses incurred by any bidder responding to this RFP including expenses to prepare or deliver the proposal or attend any oral presentation.

1.10 Interviews: Discussions and/or interviews may be held with the bidders under final consideration prior to making a selection for award; however, the RFP may be awarded without such discussions or interviews.

1.11 Oral Statements and Commitments: Any oral representations made or assumed to be made during discussions held between the bidder’s representatives and the City personnel are not binding. Only the information issued in writing and added to the RFP by an official written addendum is binding.

1.12 Award: It is anticipated that a single contract will be awarded for all services. However, the City reserves the right to configure the contract in whatever manner is in its’ best interests and may contract with more than one firm to ensure the needs of the City will be met.

1.13 Public Record: All documents submitted in response to the RFP and any documents created as a result of this RFP are considered public record. All bids, proposals or offers submitted shall become public information and will be available for inspection during normal business hours at the City. Primarily, only trade secrets are considered exempt from public disclosure.

1.14 Contract: The RFP and the bidder’s response will be incorporated into the contract by reference. The order of precedence is the contract, the RFP and any addendum and the bidder’s proposal in the response to the RFP.

Inspection and Plan Review Services RFP pg.5

1.15 Contract Term: This contract will be effective upon award and shall be for a one (1) year period. By mutual consent of the Consultant and the City, the contract may be renewed by written agreement for an additional one (1) year term, up to three additional years.

1.16 Contract Changes: Any changes to the original contract will be made via a Change Order issued by the City. No change is official until a signed Change Order is produced.

1.17 Contract Termination for Unavailability of Funds: If funds are not appropriated or allocated for the services provided under this contract, the City may terminate the contract at the end of the affected current fiscal period without charge or penalty. The City shall give the vendor written notice of such non-appropriation or non-allocation of funds as soon as possible after the City receives notice.

1.18 Contract Termination for Failure to Perform: The City may terminate the contract resulting from this RFP immediately at any time the vendor fails to meet the terms of the contract.

1.19 Invoices: The Consultant shall submit invoices, in arrears. Invoices properly prepared and submitted in accordance with the terms and conditions of the contract are usually paid within thirty (30) days.

SECTION 2: ELIGIBILITY REQUIREMENTS

2.1 Good Standing. Requirement for Good Standing with the State of Maryland, Harford County Government and City of Havre de Grace in order to engage in business with the City of Havre de Grace, with no outstanding or past due taxes owed. Good Standing Certificate is required.

2.2 Tax Payer Information. The Internal Revenue Service (IRS) requires the City to request a taxpayer identification number for reporting purposes. IRS Form W9 is required.

2.3 Business License. Vendor must be in compliance with all State of Maryland regulations and should provide a copy of their business license(s) and applicable certifications with the proposal.

2.4 All Applicable Trades Licenses. Consultant must submit copy of employee’s credentials with valid licenses for the State of Maryland.

SECTION 3: BACKGROUND INFORMATION

The City of Havre de Grace is strategically located where the Susquehanna River meets the Chesapeake Bay. It is a historic and charming town, known for waterfront views, scenic trails, parks, museums, shopping, restaurants and year-round events and festivals. The population has steadily increased over the past four decades. Historically, the City has partnered with Harford County Government for these services. However, due to a steady increase in building and renovation requests—which is forecasted to continue—we now require dedicated, independent

Inspection and Plan Review Services RFP pg.6 inspection services. These services must ensure compliance with the International Building Code (IBC) and Maryland Performance Standards, covering structural, residential, electrical, plumbing, mechanical and other related areas.

SECTION 4: SCOPE OF SERVICES

The City of Havre de Grace (“City”) is soliciting proposals from qualified firms to conduct building permit plan review, building, mechanical, electrical, plumbing inspections and/or other related activities at the request of the City to verify compliance with the construction related Codes adopted by the City.

The requested services include, but not limited to, building plan review and inspections, mechanical plan reviews and inspections, plumbing plan reviews and inspections, and electrical inspections for any new construction, additions, alterations, and improvements of residential, commercial, and industrial structures in the City.

The firm shall conduct on-site inspections consisting of footing, foundation, drain tile, framing, insulation, and final building inspections as dictated by the specific building permit type.

Plumbing inspections may consist of underground, rough-in, water and sewer connection, fuel/gas rough-in and final. Mechanical inspections will consist of rough-in and final. Electrical inspections may consist of service, rough-in, and final. The firm shall provide technical advice and information to and for the City as requested.

Inspector shall be ICC certified and carry out the administration and enforcement requirements as set forth in the adopted building code standards and maintain required certifications and credentials. The Inspectors shall meet with the public and City staff as requested and have the ability to respond to telephone and email inquiries.

While performing inspections, the selected consultant’s personnel shall wear proper attire with the name or logo of the consultant’s firm. All personnel shall be equipped with voice communication equipment and ability to record photographs or video at the consultant’s expense. All in field contact information must be on file with the Department of Planning.

Proposal & Billing Structure: The firm shall submit a fee schedule for each plan review and inspection type. Invoicing shall be on a monthly basis, with net 30 terms.

All submissions shall be done electronically with the City’s preferred software.

A. Category 1 – Building Plan Review Services

1. Provide plan review of any and all types of structures including, but not limited to, single family dwellings, multi-family dwelling units, commercial and industrial buildings for compliance with all local ordinances, International Building Codes, International Mechanical Codes, International Plumbing Codes, International

Inspection and Plan Review Services RFP pg.7

Electrical Codes, National Fire Protection Association, and the American with Disabilities Act.

2. Initial plan check turn-around time shall be no more than five (5) business days, with re-checks if necessary, with five (5) days from the revised plans being submitted.

Larger structure plans shall have a turn-around time no more than ten (10) business days, with re-checks if necessary, with five (5) days from the revised plans being submitted.

3. Plan reviews shall include a written comment describing any code violations in full with reference to sheet and detail identification and specific code and sections relating to each comment as applicable.

4. The City will manage the permitting process outside of the third-party review and request consult as needed.

B. Category 2 – Inspection Services

1. Permit Applicants will schedule inspections through the City’s permit software.

Inspections shall be completed no later than two (2) business days from which it was requested.

2. Inspections required:

a. Building: Footing, Foundation, Framing, Insulation, and Final

b. Plumbing: Underground, Rough-in, Water/Sewer connection and Final

Fuel/Gas: Rough-in and Final

c. Mechanical (HVAC): Rough-in and Final

d. Electrical: Service, Rough-in, and Final

3. Consultant will communicate relevant developments as needed through the inspection process; consultant shall provide guidance for the City as needed.

Completed inspections reports will be communicated by the consultant via the City’s permitting software.

SECTION 5: QUALIFICATIONS

5.1 Plan Reviewers must be ICC certified for Commercial, Residential and Energy Plan Review with 4 years of experience in reviewing plans for a local government.

5.2 Building Inspectors must be ICC Certified for Commercial and Residential Inspections with 4 years of experience performing inspections for a local government.

Inspection and Plan Review Services RFP pg.8

5.3 Mechanical Inspectors must hold a Master level license and have 4 years of experience performing inspections for a local government.

5.4 Plumbing Inspectors must hold a Master Inspector license and have 4 years of experience performing inspections for a local government.

5.5 Electrical Inspectors must hold a Master Electrician license and have 4 years of experience performing inspections for a local government.

SECTION 6: ADDITIONAL INFORMATION

6.1 By submitting a proposal in response to this RFP, the firm is acknowledging to have accepted all terms, conditions and requirements set forth herein unless otherwise clearly noted and explained in writing. Any exception(s) or additional terms and conditions a firm wishes to offer for consideration must be clearly itemized and explained. Otherwise, the RFP in total shall be incorporated into the contract by reference. The City may accept or reject the Consultant’s proposed exceptions as it deems appropriate and in the best interests of the City.

6.2 Subcontracting: No portion of this contract may be assigned to a sub-Consultant without written approval from the Director of Planning.

6.3 Hazardous Conditions: Consultant shall report any hazardous site situations and conditions immediately to the Director of Planning.

6.4 Indemnification: The Consultant shall save the City harmless against loss or damage arising from the Consultant’s failure to comply with and qualify under governing laws. The Consultant agrees to indemnify and save harmless The City of Havre de Grace, Maryland, from any and all losses, liabilities, damages, costs and expenses (including cost of defense, settlement, and reasonable attorney’s fees), which the City may hereafter incur or be responsible for or pay for (to the extent that the same arises out of or are in connection with providing goods or services) as a result of bodily injuries (including death) to any one person or damage (including loss of use) to any property caused by the sole negligence or wrongful acts of the Consultant (or any of their employees) or any person, firm or corporation (or any employees thereof) directly or indirectly employed or engaged by the Consultant.

6.5 Taxes: The Consultant shall pay all sales, consumer, use and other similar taxes required by applicable law to be paid with respect to the work performed or the materials or equipment furnished. The City of Havre de Grace is exempt from the payment of such taxes with respect to items purchased directly.

Inspection and Plan Review Services RFP pg.9

SECTION 7: INSURANCE REQUIREMENTS

7.1 During the length of the contract, the Consultant shall provide and maintain the insurance set forth below. The Consultant will furnish certificates evidencing that such insurance is in force and will make every reasonable effort to provide that ten (10) days prior notice be given to the City in the event of material change or cancellation.

Type of Coverage Limits

Workers’ Compensation Statutory Limits for Maryland

Employer’s Liability

$100,000 per accident $100,000 disease each employee $500,000 disease policy limit

General Liability (including bodily injury, property damage, personal and advertising injury, contractual, premises, ongoing operations, products and completed operations liability)

$1,000,000 each occurrence $1,000,000 personal & advertising injury $2,000,000 general aggregate per project $2,000,000 products & completed operations aggregate

Business Automobile Liability Insurance (covering owned, hire and non-owned vehicles)

$1,000,000 combined single limit

Umbrella Excess Liability (following form of Primary General Liability, Auto Liability and Employers Liability)

$1,000,000 each occurrence $1,000,000 aggregate

Consultant’s Property (covering all material and equipment at the job site furnished under contract)

Actual Cash Value

Installation Floater

Contract Price, including materials while in transit or temporary storage

Consultant’s Pollution Liability (Occurrence Form)

$1,000,000 each event $1,000,000 aggregate

Inspection and Plan Review Services RFP pg.10

Additional Insured Endorsements CG2010 (premises and operations) and CG2037 (completed operations) or similar equivalents must be included with the Certificate of Insurance.

City of Havre de Grace, Mayor and City Council, 711 Pennington Ave, Havre de Grace MD 21078 Must be listed as the Certificate Holder.

City of Havre de Grace, Maryland must be a named insured with regards to Installation Floater.

Insurance coverage will be evidenced by Certificate of Insurance and endorsements issued directly to the City and provide thirty (30) days written notice of cancellation or material change in coverage.

All required insurance shall be primary and non-contributory to any coverage or self-insurance program available to the City and shall include waiver of each insurer’s rights of subrogation in favor of the City. It shall be permissible for required liability limits to be met by combination of one or more policies.

Consultant shall obtain the above-referenced insurance for the City, himself and his Sub- Consultant in connection with providing goods and services under this Contract.

7.2 The Consultant shall comply with and qualify under current Workers’ Compensation laws and at all times cause every Sub-Consultant who shall be engaged in the work, to comply with and qualify under such laws.

7.3 The Consultant shall save the City harmless against loss or damage arising from the Consultant’s failure to comply with and qualify under such laws.

7.4 The Consultant agrees that if, by any reason of its failure, or failure of any such Sub- Consultant to comply with and qualify under said laws the City shall not be required at any time to pay any sum because any employee of Consultant or its Sub-Consultant is or shall be considered as the employee of the City as provided in such Workers’ Compensation laws, the Consultant shall repay to the City such sums paid by the City.

7.5 Evidence satisfactory to the City that the Consultant and each of its Sub-Consultants have qualified under the Workers’ Compensation laws shall be submitted prior to the commencement of the work contemplated.

7.6 Policies for Commercial General Liability insurance must be written to protect the Consultant against claims arising from operations of Sub-Consultants.

7.7 In all cases, Certificates of Insurance shall be forwarded to the City. The City shall be listed for notification in event of cancellation. Certificates must be submitted along with the signed Contract.

Inspection and Plan Review Services RFP pg.11

7.8 In the event the Consultant enters into subcontract for the work to be performed, it shall be the obligation of Consultant to require the Sub-Consultant maintain all insurances specified in the Contract, in like form and amount, and to include City of Havre de Grace, Maryland and its elected or appointed officials, related entities and employees to be additional insured under Sub-Consultant’s liability policies. All policies of Sub-Consultant shall be primary and non-contributory to any coverage or self-insurance program available to the City, and shall include waiver of each insurer’s rights of subrogation in favor of the City.

7.9 Consultants or Sub-Consultants may at their own cost and expense obtain insurance additional to that required by the City under this Contract.

SECTION 8: PROPOSAL REQUIREMENTS AND SUBMITTAL INSTRUCTIONS

All proposals in response to this solicitation must be submitted electronically through the City’s designated procurement platform, Beacon Bid. No paper, faxed, emailed, or in-person submissions will be accepted. Late submissions will not be accepted under any circumstances.

It is the sole responsibility of the proposer to ensure their proposal is fully submitted and received via the Beacon Bid system prior to the closing date and time.

Statement of Understanding/Cover Letter to include the following:

8.1 Identify and provide a statement of qualifications to perform the required services.

8.2 Statement that the proposal shall remain valid for a period of not less than ninety (90) days.

8.3 Signature by individual authorized to bind the Consultant to the terms of the proposal.

8.4 Legal name of the Consultant, physical and mailing address, email address and any additional contact information regarding the Consultant’s office from which this project will be managed.

8.5 Describe key personnel with detailed experience, length of service, current licensing, as well as other relevant skills.

8.6 Describe the company’s experience level related to fulfilling the Scope of Work Requirements.

8.7 Provide a complete description of how the work will be conducted including all quality assurances that are part of the process for this type of work.

8.8 Provide three (3) recent examples of similar contract engagement within the past five (5) years. References to include the name, contact number, email address and cost basis of each production listed. Include clients which work was comparable to the scope of work requested within this RFP.

Inspection and Plan Review Services RFP pg.12

Cost Proposal

8.9 Cost Proposal to include Fee Schedule for the following services:

A. Category 1 Building Plan Review

1. New Construction Residential

2. New Construction Commercial/Industrial

3. Multi-Dwelling Unit

3. Alterations and Additions

4. Accessory Structures

5. Other minor projects (decks, porch, interior renovations, solar, etc.)

6. Permit Review

B. Category 2 Inspection Service

1. Building Fee Schedule- Residential and Non-Residential

a. Single Dwelling

b. Multi-Unit Dwelling

c. Accessory Structures

d. Alterations

e. Pool

f. Solar

g. Deck

h. Fireplace

i. Demolitions

j. Other Miscellaneous

2. Plumbing Fee Schedule- Residential and Non-Residential

a. New Dwelling Unit

b. New Multi-Family Dwelling Unit

c. Additions and Alterations not over 5 fixtures

d. Fuel and Gas

e. Special device (grease trap, BF preventer, etc.)

3. Mechanical Fee Schedule- Residential and Non-Residential

a. Single Dwelling unit with one heating/cooling zone

b. Multi-Unit Dwelling multiple zones

c. Additions or Alterations single zone

d. Commercial New Construction and Addition/Alteration

e. Other Miscellaneous

4. Electrical Fee Schedule- Residential and Non-Residential

a. Single Dwelling Unit not over 200 Amp service

Inspection and Plan Review Services RFP pg.13

b. Single Dwelling Unit not over 400 Amp service

c. Additions and Alterations

d. Service connections or reconnects

e. Pools

f. Solar systems per kWh

g. Rough-Wire; Finals/Fixtures

h. Service Equipment and Feeders

i. Primary Sub-stations and Transformers

j. Electrical Safety Surveys

k. Fire Alarms

l. Hourly consultant for other special inspections

8.10 Company’s W-9

8.11 Certificate of Good Standing with the State of Maryland

8.12 Copy of Business License

8.13 Copy of all requested Master Level Inspector Licenses, and ICC Certificate documentation

8.14 Evidence of Insurance Certificate: to include General Liability, Equipment, Workers’ Comp, Errors and Omissions and any additional Specialty Insurance.

SECTION 9: BIDDER RESPONSE AND EVALUATION

9.1 Economy of Preparation: Proposals should be prepared simply and economically, providing a straightforward, concise description of the bidder’s ability to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

9.2 The RFP Title shall be listed and include the Bidder’s business name, business address, website, and email address. Documentation noting individual authorized to obligate the business must be included.

9.3 The Proposal, Cover letter and Cost Proposal with Bid Form, must be submitted electronically through the procurement platform on the City’s website. It is the responsibility of the proposer to verify all documents required as part of the proposal has been received.

9.4 No Late Proposals will be accepted or reviewed.

9.5 Bid Opening: The City will not hold a Public Bid Opening. All participants will be notified of the bid results within one business day of the proposal due date. Proposals will be evaluated by

Inspection and Plan Review Services RFP pg.14 a selection committee. Bid Tabulation and subsequent Award Notification will be posted in the Beacon procurement platform, registered suppliers will receive notification.

9.6 Basis of Award: The City will use the Best Value method to evaluate submitted proposals.

Proposals will be evaluated on the basis of their responsiveness to the requirements of the RFP.

All proposals received by the specified due date and time will be reviewed. Non-compliant or non-responsive proposals may be rejected and eliminated from further consideration.

The City will evaluate all compliant and responsive proposals to determine the contract which best meets the needs of the City. The City is not obligated to accept the lowest priced proposal, and the City may make an award in the best interests of the City after all factors are considered, including, but not limited to, the demonstrated competence, experience and qualifications of the Proposer. A review team will evaluate the proposals and rank based on capability, cost, references, and experience.