RFQ 2027-001 Specifications Final.pdf

REQUEST FOR QUOTATIONS

Via eProcurement System

RFQ NO. 2027-001

TRUCK SCALE, EQUIPMENT MAINTENANCE AND REPAIR

OPENING: SEPTEMBER 16, 2026 AT 11:00 A.M.

BUYER: Jalene Duressa PHONE: 410-313-0037 EMAIL: jduressa@howardcountymd.gov

HOWARD COUNTY, MARYLAND

OFFICE OF PROCUREMENT

AND CONTRACT ADMINISTRATION

6751 Columbia Gateway Drive, Suite 226, Columbia, MD 21046 https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration

Request for Quotations No. 2027-001

Howard County, Maryland Page 2 of 7 Office of Procurement

Rev. 7.16.24

SPECIFICATIONS

1 SCOPE: Howard County, Maryland (the “County”) seeks a qualified firm (the “Contractor”) to furnish truck scale repair, parts, and maintenance as detailed on the line items tab in the eProcurement system.

2 CONTRACTOR’S QUALIFICATIONS:

2.1 Contractors must be primarily engaged in truck scale maintenance and repairs and must have been actively engaged in this type of service for a period of no less than four years. The experience of owner(s) may be imputed to a newly formed company/contractor provided the owner(s) has/have at least four years of demonstrated experience of reliability and meets the criteria set forth herein.

2.2 No contract will be awarded except to responsible Contractors capable of performing the service specified.

2.3 The County reserves the right to inspect the Contractor's equipment and to perform such investigations as may be deemed necessary to ensure that competent personnel and management will be utilized in the performance of the contract.

3 BACKGROUND CHECKS AND INVESTIGATIONS:

3.1 If a Contractor’s employees or subcontractors are on-site in County buildings working without a

County escort, each employee or subcontractor of the Contractor shall agree to a background check or investigation consisting of national criminal database search covering misdemeanors and felonies and the release of that information to the County in the event that it is required.

3.2 The Contractor shall assume the cost to have background checks completed for each employee or subcontractor assigned to each facility. The County may bill the Contractor $100 for each standard background check. Public safety buildings require a higher level of security and in-depth background checks referred to as “investigations”. The County may bill the Contractor $250 for each in-depth background investigation. This fee, when billed to the Contractor, shall be payable to the County prior to the check or investigation being conducted.

3.3 The background checks or investigations shall include all employees, new employees, subcontractors, and replacement employees to be completed prior to assignment of a building.

3.4 The Contractor shall not assign any individual convicted of the following offenses which shall include, but are not limited to: Abduction, Homicide, Rape, Aggravated Assault, Sex Offender, Assault with Intent to Murder, or Assault with Intent to Rob.

3.5 The Contractor shall not assign any individual convicted or having incomplete probation for the following offenses which shall include, but are not limited to: Burglary, Breaking and Entering, Carrying or Wearing a Weapon, Destruction of Property, Possession of a Controlled Dangerous

Substance with Intent to Distribute, Explosives, Kidnapping, Theft/Larceny, Maiming, Manslaughter, Sexual Assault, Hate Crimes, Robbery, and Distribution of a Controlled Substance.

3.6 The Contractor reserves the right to seek exception to the above guidelines governing acceptability for assignment to the facility by providing documented specifics pertaining to convictions of the employee or subcontractor in question. The County will, at its sole discretion, accept or reject the requested exception.

4 CONTRACT PERIOD: The contract period shall be for one year commencing on or about October 1, 2026 with a renewal option for five additional years in one-year increments, exercisable at the sole discretion of the County.

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5 COOPERATIVE PURCHASE:

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

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

6 PRICE ADJUSTMENT:

6.1 Prices offered shall be firm against any increase for one (1) year from the effective date of the contract. Prior to commencement of subsequent renewal periods, the County may entertain a request for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 5% increase on the current pricing, whichever is lower. All written requests shall be issued to the Office of Procurement and Contract Administration and such requests shall include detailed justification for the price adjustment, as well as all countermeasures developed by the

Contractor to offset cost increases. The County reserves the right to accept or reject the request for a price increase and will do so in writing. All written requests shall be issued to the Office of

Procurement and Contract Administration and such requests shall include detailed justification for the price adjustment as well as all countermeasures developed by the Contractor to offset cost increases.

6.2 Requests for price adjustments must be submitted to the Office of Procurement and Contract

Administration, 6751 Columbia Gateway Drive, Suite 226, Columbia, Maryland 21046.

6.3 For purposes of this section, “Consumer Price Index” shall mean the Mid-Atlantic Consumer Price

Index-All Urban Consumers (CPI-U), Baltimore-Columbia-Towson, MD, All Items, Not Seasonally

Adjusted, as published by the United States Department of Labor, Bureau of Labor Statistics.

6.4 If a price increase is requested following contract renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is approved, the price increase will be effective upon approval and will remain firm through the renewal period or for one year at the County’s sole discretion.

7 ESTIMATED QUANTITIES:

7.1 Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the

Contractor. The estimated annual quantities stated are provided as a general guide for bidding and are not guaranteed. Actual quantities may be more or less than those estimated. The County reserves the right to add, change or delete items as deemed necessary.

7.2 Should a need arise for supplies or services which are not available, the County reserves the right to secure services from other sources to meet its immediate needs without prejudice of the contract.

8 INSURANCE:

8.1 Unless otherwise required by Special Conditions of this RFQ, if a contract is awarded, the

Contractor will be required to purchase and maintain during the life of the contract, including any

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Rev. 7.16.24 subsequent renewal terms, Commercial General Liability Insurance, Automobile Liability

Insurance, and Worker's Compensation Insurance with limits of not less than those set forth below:

8.1.1 Commercial General Liability Insurance: Combined Single Liability limits of $1,000,000 each occurrence and $1,000,000 aggregate naming ““Howard County, Maryland, its officials, employees, agents, and volunteers” as Additional Insured and “Howard County, Maryland” as Certificate Holder. Automobile Liability Insurance: Combined Single

Liability limit of $1,000,000 any one accident.

8.1.2 Worker's Compensation Insurance: Statutory coverage for Maryland jurisdiction, including

Employer's Liability coverage, with a limit of at least $100,000.

8.2 The Contractor shall assure that all subcontractors or independent contractors performing services in accordance with this solicitation carry identical Insurance coverage as required of the Contractor, either individually or as an Additional Insured on the policies of the Contractor. Exceptions may be made only with the approval of the County. The Contractor shall indemnify the County for any uninsured losses relating to contractual services involving subcontractors, including worker’s compensation claims.

8.3 The Contractor shall provide the County with Certificates of Insurance within ten days of award notification, naming “Howard County, Maryland, its officials, employees, agents and volunteers” as Additional Insured and “Howard County, Maryland” as Certificate Holder. Failure to provide the certificates as required shall result in rejection of award by the County. Such certificates shall provide that the County be given at least 30 days prior written notice of any cancellation of, intention to not renew, or material change in such coverage.

8.4 The providing of any Insurance required herein does not relieve the Contractor of any of the responsibilities or obligations assumed by the Contractor in the contract awarded or for which the

Contractor may be liable by law or otherwise.

8.5 Failure to provide and continue to enforce such Insurance as required above shall be deemed a material breach of the contract and shall operate as an immediate termination thereof.

9 METHOD OF AWARD: The County intends to award to the lowest responsive and responsible Contractor meeting the specifications.

10 METHOD OF ORDERING:

10.1 Purchase Orders will be issued from time to time for such quantities as may be required by the

County.

10.2 Small purchases may also be made by the County Procurement Card (currently Visa). The

Contractor agrees to accept the card for such quantities as may be required by the County.

11 BILLING AND PAYMENT:

11.1 The Contractor shall submit invoices to Department of Public Works, Bureau of Environmental

Services, 9801 Broken Land Parkway, Columbia, Maryland 21046. Invoices in the proper form and approved by the County shall be paid by the County within 30 days of receipt thereof. Invoices without the necessary information may be returned for correction prior to payment.

11.1.1 Each invoice shall include the following information:

11.1.1.1 Contractor’s name;

11.1.1.2 Address;

11.1.1.3 Federal tax identification number;

11.1.1.4 Contract number (i.e., 44XXXXXXXX);

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11.1.1.5 Purchase Order number (i.e., 2XXXXXXXXX);

11.1.1.6 Contract line number;

11.1.1.7 Unit price and extended price (the unit price must match a line on the contract); and

11.1.1.8 Description of goods provided and/or services performed.

11.2 The County reserves the right to make payments on Visa procurement cards when orders are placed using procurement cards as indicated in Method of Ordering above. Contractors are not permitted to charge the County additional fees over and above their bid prices to process payments on procurement cards.

11.3 The County reserves the right to make payments via electronic funds transfer (a.k.a. ACH) on contracts for which this payment vehicle is appropriate.

11.4 Delivery tickets signed by authorized County personnel shall accompany invoice, if applicable.

11.5 Payment shall be made after delivery and upon receipt of proper invoice from Contractor and authorized by the head of the department or their designee.

11.6 All amounts, costs, or prices referred to herein pursuant to this contract shall be United States of

America currency.

11.7 The proper form of County invoices requires that the necessary information be included on all invoices. Invoices without the necessary information may be returned for correction prior to payment. The County reserves the right to approve invoices, in its sole discretion, and to request such detail and additional information as the County, in its discretion deems appropriate.

11.8 All pricing shall be quoted as FOB Destination, Inside Delivery.

12 EXCEPTIONS: If the Contractor cannot meet the terms, conditions and/or specifications of the RFQ, the

Contractor must furnish a statement on company letterhead giving a complete description of any exceptions to the terms, conditions, and specifications. Failure to furnish the statement shall mean that the Contractor agrees to all terms, conditions, and specifications. Exceptions taken do not obligate the County to change the terms, conditions and/or specifications. Exceptions to the terms and/or conditions may be sufficient cause for rejection of the Contractor’s response. The County will not consider any exceptions to the terms, conditions and specifications after the solicitation closing date and time.

13 WARRANTY:

13.1 The Contractor warrants the repairs parts and service furnished to be of the highest quality, complying with the specifications and free from all defects whatsoever in workmanship and materials, for a period of one year from the date of delivery. Replacements and repairs under this warranty are to be made by the Contractor at no cost to the satisfaction of the County.

13.2 The material supplied by the Contractor shall carry the manufacturer's standard new material warranty. A labor and material warranty shall be submitted in writing with the bid.

14 TERMINATION:

14.1 Termination for Convenience: Howard County may terminate a contract, in whole or in part, whenever the County determines that such termination is in the best interest of the County, without showing cause, upon giving at least 30 days written notice to the Contractor. Howard County shall pay all reasonable costs incurred by the Contractor up to the date of termination. However, in no event shall the Contractor be paid an amount which exceeds the price bid for the work performed.

The Contractor shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination.

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14.2 Termination for Default: When the Contractor has not performed or has unsatisfactorily performed one or more material terms of the contract, the County may terminate the contract for default. Upon termination for default, payment may be withheld at the discretion of Howard County. Failure on the part of a Contractor to fulfill the contractual obligations shall be considered just cause for termination of the contract. If the damages exceed the undisbursed sums available for compensation, the County shall not be obligated to make any further disbursements hereunder. The Contractor will be paid for work satisfactorily performed prior to termination less any excess costs incurred by the

County in reprocuring and completing the work.

15 SPECIFICATIONS:

15.1 At the Alpha Ridge Landfill scalehouse, the inbound scale is a Rice Lake EZ6011-LP-100, Serial

Number C6L, installed in April 2026. The controller is a Rice Lake 920i Serial Number

2085000046. The remote display is a Rice Lake LaserLight2, Serial Number 2047700127. The scale is a four module 60’x 11’ platform.

15.2 At the Alpha Ridge Landfill scalehouse, the outbound scale is a Rice Lake model EZ6011-ST-100-

OTR, installed in 2010. The controller is a Model 9201-2A, Serial Number 1534600030. Both the bridge and the scale components were under a parts warranty until January 11, 2015, which covered load cells, junction boxes, suspension systems and a lightning protection package. The scale is a four module 60’ x 11’ metal platform.

15.3 At the Little Patuxent Water Reclamation Facility, the scale is a Rice Lake model 920i, Serial

Number 1411400071, installed in Spring 2007. The weighing element is Model OTR 7010SC100, Serial Number 31JK. Its bridge parts warranty expired in March 2012 and the warranty on the weigh elements expired in March 2010.

15.4 The scale at the Alpha Ridge Transfer station is an Emery Winslow hydraulic scale.

16 BID ITEMS: As detailed on the line items tab in the eProcurement system.

16.1 Flat rate for scale calibration: Scales shall be calibrated quarterly. This item shall be for each calibration/inspection and include inspection, cleaning, performance of minor repairs, and calibration of both zero and span adjustments on the scale. After the calibration is performed, a report shall be provided showing the condition and calibration errors before and after calibration is performed. All work shall be guaranteed to comply with all requirements of federal, Maryland and

Howard County Weights and Measures regulations. The Contractor shall arrange for calibrations at their convenience but shall coordinate with the Site Superintendent and shall provide no less than

24 hours’ notice. The price bid shall include transportation costs and hours billed shall only include onsite hours, not travel time hours

16.2 Service call hourly rate: Work shall be performed during normal working hours Monday through

Saturday, excluding Holidays. Any work performed outside of landfill operating hours (8:00 am to

4:00 pm) may be billed at service call overtime hourly rates identified on the bid form. These rates shall exclude tolls, parts used, or service supplies. If the service requires any work covered by current warranties, the Contractor shall notify the Superintendent and secure approval for such work before proceeding. The Contractor shall reach the site and begin work by the identified response time.

16.3 Minimum Service Charge: Contractor may identify a minimum service charge.

16.4 Test Truck Mileage Rate: This bid item is for mileage reimbursement for a weight test truck.

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16.5 Pickup truck/service van mileage rate: This bid item is for mileage reimbursement for the standard service truck/van.

16.6 Parts discount: This is the discount provided by the Contractor for parts based on the manufacturer’s list price.

16.7 Service call hourly rate, Holidays.

16.8 Service call overtime rate, Holidays.

16.9 Response time from notification by County personnel: The time from the incoming call for service to the arrival of the Contractor on site for service. This does not apply if the Site Superintendent arranges for service the next business day.

17 THE COUNTY’S RESPONSIBILITY:

17.1 The County will provide clear, unobstructed access to the scale for the Contractor’s inspection.

Howard County will remove water, dirt, and debris from the scale pit/foundation and provide/remove electrical power as needed.

17.2 The County will provide to the Contractor a list of the Site Superintendents or Site Supervisors and their contact information for the Contractor to make arrangements for quarterly inspections and calibrations.