RFQ 91889 - Pallet Racks, Shelving and Installation.pdf

Q91889 1

Board of Education of Prince George’s County 13300 Old Marlboro Pike, RM 20

Upper Marlboro, MD 20772

REQUEST FOR QUOTE

PALLET RACKS, SHELVING AND INSTALLATION

RFQ 91889

ISSUED BY: Purchasing & Supply Services Attention: Susan Windsor

RFQ NUMBER: 91889

RELEASE DATE: June 1, 2020

PRE-BID MEETING: N/A

BID DUE DATE: June 15, 2020 at 2:00 p.m., Bid response should be submitted through eMaryland Marketplace Advantage: procurement.maryland.gov

DIRECT INQUIRIES TO: susan.windsor@pgcps.org Tel: 301-952-6560 diane.forde@pgcps.org Tel: 301-952-6560

BID DOCUMENTS

The bid documents may be obtained by:

1. Downloading the document from the Board’s website at: www1.pgcps.org or clicking on the following link: http://www1.pgcps.org/purchasing/bidsnew.aspx

2. Access solicitations on eMaryland Marketplace @ https://ebidmarketplace.com/

3. Contact the Purchasing Department at 301-952-6560

4. Visiting the Purchasing Department between the hours of 9:00 AM and 4:00 PM, Monday through

Friday, excluding holidays. The Purchasing Department is located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, MD 20772-9983.

Bidders are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation. Doing so may render a Bidder’s bid unacceptable and subject to rejection.

Questions and inquires may be addressed as outlined in Part II, Item 4 of this solicitation. ALL questions must be directed to the Buyer specified above. Failure to adhere to this requirement may subject the bidder to immediate disqualification.

../Downloads/procurement.maryland.gov mailto:susan.windsor@pgcps.org mailto:diane.forde@pgcps.org http://www.pgcps.org/ http://www1.pgcps.org/purchasing/bidsnew.aspx

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TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 NON-EXCLUSIVE ...................................................……………………………………………...…...3

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-BID MEETING

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT

6.0 CONTRACT MONITOR/BOARD SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 REQUEST FOR QUOTE (RFQ) REVISIONS

10.0 SUBMISSION DEADLINE

11.0 BID OPENING

12.0 DURATION OF BID

13.0 MINORITY BUSINESS ENTERPRISE PROGRAM

14.0 E- COMMERCE

15.0 INSURANCE

16.0 LIQUIDATED DAMAGES

17.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS

18.0 BONDING

19.0 TERMS AND CONDITIONS

20.0 BASIS OF AWARD

20.1 OPTION TO RENEW CONTRACT PERIOD …………………………………………………….……11

21.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

22.0 PERSONALLY IDENTIFIABLE INFORMATION

PART III: BID SUBMISSION REQUIREMENTS

PART IV: SCOPE OF WORK

PART V: BID FORM

PART VI: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

APPENDIX B - NON-COLLUSION CERTIFICATE

APPENDIX C - DEBARMENT AFFIDAVIT

APPENDIX D - ANTI-BRIBERY AFFIDAVIT

APPENDIX E - CERTIFICATE OF INSURANCE COVERAGE

APPENDIX F – PRICING CONFIRMATION

APPENDIX G - ADDENDA ACKNOWLEDGEMENT

APPENDIX H – MBE DOCUMENTS

ATTACHMENT 1 - SITE VISIT REGISTRATION FORM

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PART I: SCOPE OF WORK

1.0 INTRODUCTION

This Request for Quote (RFQ) is soliciting bids for Pallet Racks, Shelving and Installation.

2.0 BACKGROUND

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. It is the second largest public school system in the State of Maryland. The Board operates 209 facilities over a ten-mile radius, which includes Pre-k, elementary, middle, and high schools as well as special education centers and alternative schools. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland 20772.

The Board currently has approximately 130,000 students, 19,000 employees and an annual operating budget of $1.839 billion.

3.0 SCOPE OF WORK

The BOARD requests bids for Pallet Racks, Shelving and Installation. The specifications are contained in the Request for Quote. Responses submitted must meet or exceed all requirements. Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.

4.0 NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage. The Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/items listed in the price schedule submitted.

CONTRACTORS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any contractor or vendor which has submitted a bid or proposal. Before including consideration of the legal dispute as a factor, the Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

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PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or proprietary information of the Board and/or third-party participant.

Bid submissions are subject to the Maryland Public Information Act (Education Article, Maryland Annotated Code, §10-611, et seq.). In accordance with the Act, certain information is subject to public disclosure. Please be advised that should you deem any portion of your bid as confidential or proprietary, it must be conspicuously indicated on those portions so deemed.

However, and in accordance with the Act, you are hereby notified that every portion may still be subject to disclosure under the Act.

2.0 TERM OF AGREEMENT (N/A)

The anticipated terms of this contract shall be one (1) year.

The bidder warrants that prices for the bid under this RFQ are not higher than prices currently extended to any other governmental agency for the same product or service.

Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional one (1) year periods.

3.0 PRE-BID MEETING/SITE VISIT – DATE TO BE DETERMINED

Bidders must submit the required Site Visit Registration Form (ATTACHMENT 1 - SITE VISIT REGISTRATION FORM) no later than June 5, 2020 @ 2:00 pm.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Supplier orally. Questions shall be submitted in writing to Susan.Windsor@pgcps.org and Diane.Forde@pgcps.org. To be given consideration, the questions must be received NO LATER THAN 1:00 p.m., EST. Questions that are deemed to be substantive in nature will be responded to in the form of an addendum and posted on PGCPS website www1.pgcps.org/Purchasing and www.emarylandmarketplace.com. Please do not submit question in PDF format.

Questions Due: Bidders must submit questions within 24 hours of scheduled site visit

Addendum Posted: June 10, 2020 - Tentative

5.0 POINT OF CONTACT TECHNICAL CONTACT

Susan Windsor Toni Brooks Purchasing Office Textbook E-mail: susan.windsor@pgcps.org

6.0 CONTRACT MONITOR/BOARD SUPERVISION

The Contractor’s performance will be under the direction of the Buyer/Requesting Department who will be responsible for ensuring contractor’s compliance with the requirements of this mailto:Susan.Windsor@pgcps.org mailto:Diane.Forde@pgcps.org http://www.emarylandmarketplace.com/ mailto:susan.windsor@pgcps.org

Q91889 5 contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Contractor shall be accountable to the end users on all matters relating to the scope of work.

7.0 CONTRACT TYPE

The contract resulting from this solicitation will be a fixed-price contract.

8.0 PAYMENT TERMS

The Contractor shall submit an invoice detailing the product or services provided and the actual costs incurred. Payment shall be in accordance with line item price on the purchase order and made within Net 30 days upon receipt of invoice.

The Board reserves the right to reduce or withhold contract payment in the event the Contractor does not provide the Department with all required deliverables within the timeframe specified in the contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

9.0 REQUEST FOR QUOTE (RFQ) REVISIONS

Should it become necessary to revise any part of this RFQ, addenda will be posted on PGCPS www.1pgcps.org/purchasing and www.emarylandmarketplace.com. All addenda, amendments or changes issued shall be deemed received by offeror provided they are posted to eMaryland Marketplace or the Board website. Failure of any offeror to receive or acknowledge receipt of such addenda or interpretation shall not relieve any offeror from any obligations under this RFQ as amended by all addenda. All addenda so issued shall become part of the award.

10.0 SUBMISSION DEADLINE

In order to be eligible for consideration, bids must be submitted online through eMaryland Marketplace Advantage: procurement.maryland.gov no later than June 15, 2020 @ 2:00 pm.

All bids, affidavits, addendums and/or responses to attachments shall be submitted electronically through eMaryland Marketplace Advantage (eMMA) with the bid response. Bids submitted through the mail, faxed, hand delivered, etc. will not be accepted or considered.

Note: Vendors/Bidders/Proposers will be required to submit hard copies with original signatures when required/requested by the PGCPS Purchasing Department.

11.0 BID OPENING

The Board shall receive sealed bids until the bid due date indicated on the bid front cover sheet and Section II.10. At the time of the bid opening (as directed on the front cover sheet and in Section II.10), the Buyer or designee shall open all bids received, read publicly, and record the responses. A copy of the bid tabulations will be made available upon written request via MPIA.

The Board shall then review all responses and analyze the results of the bidding process. A final recommendation(s) shall be prepared for review and approval by the Director of Purchasing & Supply Services. Upon acceptance and approval of the bid(s) by the Director of Purchasing, the Director may grant its approval subject to such conditions as it may deem appropriate.

**Due to COVID-19 restrictions on public gatherings, bid openings will not be open to the public.

Bid tabulations will be available via email to purchasing.clerk@pgcps.org. Please reference the

RFQ number and the project title when making the request. Bid openings will be recorded live and available to view on the Purchasing website page as soon as feasible after the bids are opened

(est. three business day.)

http://www.1pgcps.org/purchasing ../Downloads/procurement.maryland.gov mailto:purchasing.clerk@pgcps.org.

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12.0 DURATION OF BID

A bid submitted in response to this solicitation is binding upon the bidder and is considered irrevocable for a minimum of 120 days following the closing date for receipt of initial bids.

13.0 MINORITY BUSINESS ENTERPRISE PROGRAM

A. The Board of Education of Prince George’s County Administrative Procedure No. 3325 (attached) is applicable and will be part of the bid requirements. Forms to be used by all respondents for the applicable procedure will be attached to each response. The “Minority Business Enterprise Utilization Affidavit, Attachment 1” MUST BE submitted AT THE TIME OF BID OPENING. Failure to adhere to the guidelines outlined in this procedure, may result in your firm being ruled non-responsive and may jeopardize any future awards.

B. The contractor or supplier who provides materials, supplies, equipment, service and construction for this project shall attempt to achieve the overall MBE goal of 15% of the total dollar value of the contract for this project from certified minority business enterprises (MBE), either directly or indirectly. The respondent agrees that this amount of the contract will be performed by certified minority business enterprises.

C. Only those businesses registered in the Purchasing I-Supplier database and listed in the Minority Business Enterprise Office directory for the Board of Education of Prince George’s County as a certified minority vendor at the time of any respective proposal opening, shall be recognized as a “Certified Minority Business.” If not listed, evidence of acceptable certification from the Maryland Department of Transportation (MDOT), Prince George’s County Government (PGCG) and Washington Metropolitan Area Transit Authority (WMATA) must be provided to the Board’s Purchasing Office prior to any respective proposal opening.

D. The Board of Education of Prince George’s County strongly encourages its Contractors to maximize the use of qualified locally based minority and women-owned business within the geographical boundaries of Prince George’s County. The respondent or proposer should be able to verify, through documentation that good faith efforts were engaged to maximize the use of qualified local minority and women-owned businesses in Prince George’s County. Documentation of good faith efforts may be required to be submitted in the sealed proposal or proposal packet on the date and at the time due for the respective proposal or proposal submittal.

Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required under the law to report the violation.

LOCAL MBE INITIATIVE: In accordance with Prince George’s County School goals promoting minority and locally based purchases, if all other factors are equal, priority shall be given to a locally based firm. "Locally based firm" in this instance refers to a company or firm with a primary business address located within the geographical boundaries of Prince George’s County.

MINORITY BUSINESS ENTERPRISE PROGRAM – PROHIBITIONS: State Law HB 389 and SB 611, Prime Contractors are prohibited by law from including a certified MBE in a bid or proposal without requesting, receiving, or obtaining the MBE’s authorization. The contractor must also use the MBE’s services to perform the contract. In addition, the contractor may not pay the MBE solely for the use of its name in the bid or proposal.

Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required under the law to report the violation.

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14.0 E- COMMERCE

The eMaryland Marketplace (https://ebidmarketplace.com) and PGPCS Purchasing Website are the primary sites for Prince George’s County Public Schools to post solicitations over $25,000. This website also serves to publish any addenda, associated materials, bidder/offeror questions and the Board’s responses, and other solicitation related information.

Notices of solicitations are also posted on our website www1.pgcps.org/purchasing in accordance with State Finance and Procurement Article 13-103 Competitive Sealed Bids, Article 13-104 Competitive Sealed Proposals, and Article 13-107 Sole Source Procurements.

The eMaryland Marketplace law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement on the State’s e-commerce website eMaryland Marketplace (eMM). All bidders are required to register with eMaryland Marketplace, so that the award notice can be properly published.

Bidders wishing to do business with the BOARD are asked to register with the Purchasing Department. The successful bidder must be an active vendor in Oracle to receive Purchase Orders and Payment. Instructions on how to register are detailed on the Purchasing website @ http://www1.pgcps.org/isupplier/.

Prince George’s County Public Schools does not discriminate in educational programs, activities or employment on the basis of race, color, national origin, sex, age, religion or disability. Respondents will be required to comply with all applicable requirements pertaining to fair labor, state and local government

15.0 INSURANCE

Failure to provide the required insurance coverage by either of the two (2) methods described in Appendix E when the bid is submitted may result in rejection of your bid as being non-responsive.

16.0 LIQUIDATED DAMAGES – (N/A)

The successful respondent accepts this contract with the understanding that should they fail to complete the work/delivery in an acceptable manner and in the time stated, shall be subject to the payment of liquidated damages as stated in the bid document.

17.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS

Employees Having Direct Contact with and/or Uncontrolled Access to Students:

A. Any and all current and future employees of the Vendor who have direct contact with students must have a fingerprinting criminal background check conducted by the

Maryland Criminal Justice Information System (CJIS) and the FBI, a Child Protective

Services clearance conducted by the Prince George’s County Department of Social

Services, and complete the SafeSchools training module – Prince George’s County

Child Abuse: Mandatory Reporting and any other required training as appropriate.

B. All background checks must be completed 15 business days prior to beginning work in and around PGCPS property or engaging in any authorized activities involved PGCPS students. The background checks must be completed by the Fingerprinting Office in the Sasscer Administrative Building or by the PGCPS satellite fingerprinting offices located in Prince George’s County. No person may begin working in PGCPS until 15 https://ebidmarketplace.com/ http://www.pgcps.org/ http://www1.pgcps.org/isupplier/

Q91889 8 days after completing the background clearance process (fingerprint and CPS) and required online training through SafeSchools.

C. Prior to initiating any work at a school building, current and future employees, contractors, subcontractors, agents, volunteers, outsourced temporary staff, consultants and instructors of the Vendor must sign in and sign out via the Raptor

Visitor Management System, which requires a copy of their government issued identification.

Restrictions on Employee Assignments:

Vendors are prohibited from assigning the following persons from working at a PGCPS location:

A. Registered sex offenders (Maryland Code, Criminal Procedure Article Section 11-722)

B. Individuals convicted of a crime involving third or fourth degree sexual offence under sections 3-307 or 3-308 of the Criminal Law Article; child sexual abuse under Section 3-

602 of the Criminal Law Article; a crime of violence as defined in Section 14-101 of the

Criminal law Article; or comparable offenses in another state. (Annotated Code of

Maryland, Education Article Section 6-113)

C. Individuals identified as an alleged abuse or neglect or following completion of a Child

Protective Services investigation with a finding of “indicated” child abuse or neglect.

CRIMINAL BACKGROUND CHECKS

1. GENERAL PROVISIONS

A. It is the responsibility of the Vendor to make certain that its employees, contractors, subcontractors, agents, volunteers, outsourced temporary staff, consultants and any instructors meet the background check and training requirements specified below.

B. The Vendor agrees to provide the designated PGCPS representative with a list of all current employees and an immediate update of changes in personnel, employees, contractors, subcontractors, agents, volunteers, outsourced temporary staff and any instructors. All correspondence should include the following information as applicable:

i. title of the project

ii. school/office

iii. solicitation number

iv. contract number; and

v. PGCPS representative/project manager

C. An Executed Contract will not be issued by the PGCPS Purchasing Department until proof has been provided that the background check and training requirements below have been completed 15 days following the issuance of Notice of Award.

Compliance with Laws

Vendors shall comply with all federal, state, and local laws, statutes, ordinances, rules, and regulations applicable to the services to be rendered under this Contract. Vendors’ violation of

Q91889 9 any of these laws, statutes, ordinances, rules or regulations constitutes a breach of this Contract and entitles the Board to terminate this Contract immediately upon delivery of written notice of termination to Vendor.

18.0 BONDING - N/A

(1) Solicitations on all construction contracts when the contract is expected to exceed $100,000 require the submission of a bid security in an amount equal to at least 5 percent of the amount of the bid or price proposal except that, for bids stating a rate but not a total cost, the bid bond shall be in an amount as determined by the purchasing director. Bid security or evidence of the posting of bid security shall be submitted with the bid or proposal. Bid bonds may be required for any other procurement over $50,000, as determined by the purchasing director. If a contractor or vendor fails to accompany its bid with the required bid security, the bid shall be considered nonresponsive and rejected.

(2) The Purchasing Director may require a bid security for a bid or proposal for services, supplies, maintenance, or construction-related services if the contract is expected to exceed $50,000. The Purchasing Director shall set the amount of the security.

Failure to Comply. If the bid security is provided by a bidder in an amount less than that required by this section, the bid shall be rejected as non-responsive, unless the Purchasing Director determines that the deficiency in the amount of security provided is insubstantial and acceptance is in the best interests of the Board, and that:

(1) Only one bid or proposal was received, and there is insufficient time to rebid the contract;

(2) The bid security became inadequate as a result of the correction of a mistake in the bid or proposal, or as a result of a modification in the bid or proposal in accordance with applicable regulations, and the bidder or offeror increased the amount of bid security to required limits within 48 hours after the correction or modification; or

(3) After consideration of the risks involved and the difference between the lowest bid and the next lowest bid, fiscal advantage could reasonably be expected to accrue to the Board from acceptance of the lowest bid.

(4) Withdrawal of Bid or Proposal before Award. If a bidder or offeror is permitted to withdraw a bid or proposal before award because of a mistake in the bid or proposal, action may not be taken against the bid security. Otherwise, action may be taken against the bid security of a bidder or offeror that withdraws a bid or offer. (COMAR 21.06.07.09)

The Bond must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S

COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

PERFORMANCE/PAYMENT BOND

(1) A Performance Bond is required for all construction-related or task order issued contracts in excess of $100,000 in the amount equal to at least 100 percent of the contract price. A Performance Bond may be required for any contract(s) for services, supplies, maintenance, or construction-related services expected to exceed $100,000 in total to one contractor or vendor, as determined by the Purchasing Director. The Performance Bond shall be delivered with the signed Notice of Award to the Purchasing Office within ten (10) days. If a contractor fails to deliver the required Performance Bond, the contractor’s bid shall be rejected, its bid security shall be enforced, and award of the contract may be made to the next lowest responsive and responsible bidder.

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(2) A Payment Bond is required for all construction-related or task order issued contracts in excess of $100,000 in the amount equal to at least 100 percent of the contract price. A Payment Bond may be required for any contract(s) for services, supplies, maintenance, or construction-related services expected to exceed $100,000 in total to one contractor or vendor, as determined by the Purchasing Director. The Performance Bond shall be delivered with the signed Notice of Award to the Purchasing Office within ten (10) days. If a contractor fails to deliver the required Payment Bond, the contractor's bid shall be rejected, its bid security shall be enforced, and award of the contract shall be made to the next lowest responsive and responsible bidder. (COMAR 21.06.07.10)

The Bond, Cashier’s or Certified Check must be made in favor of the BOARD OF

EDUCATION OF PRINCE GEORGE’S COUNTY, UPPER MARLBORO, MARYLAND 20772-

9983.

Checks in the amounts stated above will be accepted in lieu of the performance bond and payment bond only upon prior approval of the Purchasing Director. If checks are approved for acceptance in lieu of either bond, they should be in the same amount as these bonds, they should be separate checks, and they should clearly designate the purpose (i.e.; performance or labor). Checks, if submitted, will be deposited in the Board non-interest bearing bank account(s). Upon successful completion of the contract, check(s) will be drawn upon the Board's bank account(s) for the full amounts of both checks. This requirement may be modified in General Conditions attached to a bid. Bonds must be approved by surety companies that are in the most current Circular 570, Surety Companies Acceptable on Federal Bonds as issued by the U.S. Treasury, Bureau of Government Finance Operations, Division of Banking and Cash Management, Washington, D.C. 20011. If a bonding company is used that is not on the most current Circular 570, the vendor will be contacted to obtain a bond from an approved surety company, and resubmit it to the Purchasing Director within ten (10) working days after the approval of the bid by the Board. Upon receipt and approval of the performance bond and/or payment bond or the checks, an official purchase order will be issued and a contract initiated where appropriate.

19.0 TERMS AND CONDITIONS

Any contract entered in connection with this solicitation shall be subject to these General Terms and Conditions except as otherwise modified herein.

It shall be the Contractor’s sole responsibility to insure they are compliant with all applicable federal, state, and county laws, rules, ordinances, statutes, etc., that may impact this contract. The Board shall bear no responsibility for monitoring the Contractor’s compliance with said legal requirements. If the Contractor fails to maintain legal compliance, The Board may find said Contractor in default.

In the event of conflict between the General Terms and Conditions and any part or portion of the Special Conditions (Appendix A), these General Conditions shall take precedence.

In the event of conflict between this solicitation any of the General Terms and Conditions proposed by any bidder, or incorporated in any acknowledgement of contract awarded to the successful bidder, then, and in such event, the terms and conditions stated herein shall take precedence unless modified in writing by the Director of Purchasing & Supply Services, Prince George’s County Public Schools.

20.0 BASIS OF AWARD

Contract(s) shall be awarded to the qualified, lowest responsible and responsive bidder(s) offering the lowest bid price on the total lump sum for one (1) year contract term.

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Pricing shall remain firm for the initial term of the agreement.

20.1 OPTION TO RENEW CONTRACT PERIOD – N/A

A. Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional one (1) year periods.

B. The Board expects all vendors to provide year over year cost reductions recommendations.

C. Price decreases are acceptable at any time, need not be verifiable, and are required should the contractor/producer/processor/manufacturer experience a decrease in costs associated with the execution of the contract.

D. Price adjustments from the contractor/producer/processor/manufacturer for any/all items may be considered at renewal. The request is subject to approval by the Contracting Officer. The request must be submitted in writing at least sixty (90) days prior to the renewal term and shall be accompanied by supporting documentation.

E. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality to another customer, or advertise special discounts or sales, at a price below those quoted within the contract, the lowest discounted prices shall be offered to Prince George’s County Public Schools.

21.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

Bidder shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the bidder is in Good Standing with the Department of Assessment and Taxation of Maryland and/or registered to do business in the State of Maryland.

Certificates of Status may be obtained on line at http://www.dat.state.md.us.

This requirement applies to both Domestic and Foreign (out of state) Bidders. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

22.0 PERSONALLY IDENTIFIABLE INFORMATION (PII)

Personally Identifiable Information includes any information that can be associated with or traced to any individual, including an individual’s name, address, telephone number, e-mail address, credit card information, social security number, or other similar specific factual information, regardless of the media on which such information is stored (e.g., on paper or electronically) and includes such information that is generated, collected, stored or obtained as part of this Agreement, including transactional and other data pertaining to users. The parties will comply with all applicable privacy and other laws and regulations relating to protection, collection, use, and distribution of Personally Identifiable Information. In no event may PII be sold or transferred to third parties, or otherwise provide third parties with access thereto. If there is a suspected or actual breach of security involving Personally Identifiable Information, the parties will notify each other within twenty-four (24) hours of a management-level employee becoming aware of such occurrence.

PART III: BID SUBMISSION REQUIREMENTS

1.0 GENERAL FORMAT

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A. Bidders shall submit one (1) original, and two (2) copies of the bid submission. An electronic version of the Bid shall also be submitted with the original. Electronic media must be a CD or USB and shall bear a label on the outside containing the RFQ number and name as well as the name of the Bidder and include all requested information and documents.

B. Bid submission shall be labeled on the outside of each submitted package with the following:

1. Bidder’s name and business address;

2. Bid Due Date/Time for receipt of Bids, and

3. Request for Quote (RFQ) number and Title

C. Each bid must include a Transmittal Letter and Table of Contents. All pages must be numbered consecutively from beginning to end and separated by tabs as described below:

1. TRANSMITTAL LETTER (TAB A): Bids are to be accompanied by a brief transmittal letter prepared on the bidder’s letterhead, and signed by an individual who is authorized to commit the Offeror to the services and requirements in the RFQ. This transmittal letter shall include:

a. The name, title, address, telephone number, and electronic mail address of the person authorized to bind the bidder to the contract, who will receive all official notices concerning this RFQ.

b. The bidder’s Federal Tax Identification Number or Social Security

Number.

c. Acknowledgement of all Addenda to this RFQ. (Appendix G)

2. FISCAL INTEGRITY (TAB B): Bidder shall submit a State of Maryland

Certificate of Good Standing or other filing verifying the bidder is in Good Standing with the Department of Assessments and Taxation of Maryland.

Certificates of Status may be obtained on line at http://www.dat.state.md.us.

This requirement applies to both Domestic and Foreign Bidders (out of state).

Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

3. FORMS (TAB C): (include the following)

a. Certificate of Status (State of Maryland Certificate of Good Standing with the Department of Assessments and Taxation)

b. Completed Non-Collusion Certificate (Notarized) (Appendix B)

c. Completed Debarment Affidavit (Notarized) (Appendix C)

d. Completed Anti-Bribery Affidavit (Notarized) (Appendix D) http://www.dat.state.md.us/

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e. Completed Certificate of Insurance (Appendix E)

f. Completed Pricing Confirmation (Appendix F)

g. Completed Addenda Acknowledgement form (Appendix G)

h. Completed MBE Documents (Appendix H)

i. MBE Utilization Affidavit or Request for Waiver

4. ADDITIONAL DOCUMENTS (N/A)

a. Bidders must submit full Product Specifications and Literature for products proposed within this solicitation.

Failure to provide any of the requested information or documents in this solicitation may render the bid non-responsive.

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PART IV

SCOPE OF WORK

Prince George’s County Public Schools (PGCPS) is soliciting bids for the Pallet Racks, Shelving and Installation at the ISSC Warehouse located at 9201 E Hampton Drive, Capitol Heights, MD 20743.

Contractor shall provide all labor, materials and supervision necessary to meet the requirements as outlined within this solicitation.

A. General Requirements

1. Contractor MUST attend a scheduled site visit. Contractor is expected to:

a. Measure the space where the racks will be installed.

b. Provide an implementation plan and timeline for construction.

c. Provide a detailed product list of materials (minimum capacity and values listed below)

i. Uprights 16’ high

ii. Beams 96” x 4.5” 6000 LB capacity per level

iii. Beams for overhead drive-through, 144” x 6”, 7500 lb. capacity

iv. Row spacers 12”

v. End of aisle guards

vi. Wire deck for all racking

vii. Bolting and anchoring of all racking

d. Pricing must include removal and disposal of old pallet racks from the existing location.

2. Contractor is fully responsible for materials, workmanship and uniformity of products.

B. Specifications

1. Metal racks shall be 16’ high and 6000 LB capacity per level. The racking should be able to house 8 pallets per bay, with no bottom beams.

2. Contractor shall install pallet racks in the back of the Warehouse for Textbooks use. The contractor shall bolt the racks to the ground, ensuring that the OSHA guidelines are met with the installation of the racks. The Textbooks Manager and Warehouse designee shall have an open door policy to discuss any installation issues or problems with the contractor to ensure a smooth and successful setup of the pallet racking system.

3. Contractor shall install racking in three (3) phases. The awarded contractor shall work with the Warehouse Supervisor to coordinate installation dates and times to ensure that the project is completed during regular business hours.

4. Project completion is expected by July 31, 2020.

5. Awarded Contractor must:

a. Complete the online safety training program to train contractor’s school-related safety issues. The assigned course(s) must be completed prior to providing contractual services in PGCPS schools.

b. On agreed upon installation days, contractor shall sign-in with the Warehouse front office staff and adhere to all sign-in procedures established by PGCPS.

c. Contractor will only be permitted access to the Warehouse on the approved installation dates and times.

d. Prior to entering the building, contractor shall email the designated PGCPS staff.

C. Site Visit Schedule and Instructions https://www.pgcps.org/required-training/

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1. All interested contractors must complete the Site Visit Registration Form to attend a site visit.

2. Once received, the contractor will be contacted by the Warehouse designee to schedule the site visit date/time.

3. While on PGCPS property, Contractors are expected to follow CDC COVID-19 guidelines.

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PART V

BID FORM

Company Name ___________________________________________________________________

Address __________________________________________________________________________

City, State and Zip __________________________________________________________________

Telephone ____________________ Fax__________________ Email _______________________

A. The total BASE BID, including the cost of all work and the cost of Builder’s All Risk Insurance, which shall be provided separately as informational prices. Please Note: Base bid must include taxes. Contractor is not allowed to submit invoice separately for taxes paid for supplies and/or materials

Base Bid: (in words) Total $

Rack Materials (included in base bid, above)

*Must provide a detailed list of all equipment and quantities, with associated cost per item

Shelving Materials (included in base bid, above) ____________

*Must provide a detailed list of all equipment and quantities, with associated cost per item

Installation (included in base bid, above) ____________

Removal and Disposal of existing material (included in base bid, above) _

B. NEW MATERIAL CONFIRMATION

All materials shall be new, free of defects and genuine products of the original manufacturers and shall be installed with accurate workmanship that is properly fitted and connected and.

C. PRODUCT SPECIFICATION AND LITERATURE

Contractor must submit full Product Specifications and Literature for products proposed within this solicitation.

END OF BID FORM

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PART VI: APPENDICES

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APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

These Terms and Conditions shall apply unless otherwise noted in General Terms and Conditions attached to individual bid request. It shall be the Contractor’s sole responsibility to insure they are compliant with all applicable federal, state, and county laws, rules, ordinances, statutes, etc., that may impact this contract. The Board shall bear no responsibility for monitoring the Contractor’s compliance with said legal requirements. If the Contractor fails to maintain legal compliance, The Board may find said Contractor in default.

1. REQUEST FOR QUOTE

a. The Board of Education of Prince George’s County (“The Board”) invites all interested and qualified vendors to submit sealed bids for the procurement of goods and services in accordance with directions specified in the attached General Terms and Conditions and these Special Terms and Conditions

b. DEFINITIONS: For the purpose and clarity of this document only, "The Board" will mean the Board of Education of Prince George’s County. Also, for the purpose and clarity of this document, “Bidder" will mean any reliable and interested broker, vendor, contractor, and/or manufacturer that want to bid on this contract.

2. GENERAL BID REQUIREMENTS

a. AUTHORIZED DEALERS: Only authorized dealers may bid on requested equipment. At the discretion of The Board, a certificate, executed by the manufacturer, may be requested stating that the Bidder is an authorized agent of the manufacturer and is duly authorized to service and maintain the equipment.

b. INSPECTIONS: After Bid award, The Board reserves the right to have inspectors on the premises of the manufacturer during the process of manufacture of any products being furnished under this bid for as long as may be considered necessary by The Board. All expenses of the inspectors shall be borne by The Board. The presence of the inspectors at the site of manufacture of the products shall not relieve the Awarded Bidder of responsibility for faulty workmanship of materials that may be discovered at any time after delivery and prior to final acceptance in accordance with the specifications. In case of factory inspection of items being manufactured for The Board, every facility shall be afforded inspectors by the manufacturers for the pursuance of their work.

c. TYPES OF PURCHASES: These specifications are intended to cover the various types of purchases of equipment, materials, supplies, or services as shown to any or to each of the various public schools, offices, or to any designated warehouse or warehouses in Prince George’s County, Maryland, whichever is specified, in quantities to be determined subsequent to the bid opening. There are approximately 240 schools and offices in The Board.

d. SINGLE PRICE: The Bidder will not be allowed to offer more than one price on each item even though the Bidder may feel that it has two or more types or styles that will meet specifications. Bidder must determine which to offer. If said Bidder should submit more than one price on any item, all prices for that item will be rejected.

e. AGGREGATE BIDS: Where provision is made on the proposal form for bidding items on an individual, group or aggregate basis, the award will be made on whichever basis is in the best interest of the Board. When an aggregate bid is requested, the unit prices for each item shall be identified in the bid response. The unit prices in an aggregate bid should be

Q91889 19 consistent with the total quoted price for an aggregate bid. No bid or a combination of items will be permitted except as noted in the General Terms and Conditions.

f. MINIMUM REQUIREMENTS: Whenever mention is made of any article, material, or workmanship to be in accordance with laws, ordinances, building codes, underwriter's code, A.S.M.E. regulations, or similar expressions, the requirements of these laws, ordinances, etc., shall be construed as to the minimum requirements of these specifications. In case of any apparent conflict between the specifications and such laws, ordinances, etc., the Awarded Bidder shall call the attention of the Board Director of Purchasing & Supply Services to such conflict for a decision before proceeding with any work.

g. USE OF BRAND NAMES: Brand name and model numbers are offered as a reference for Bidders as to the style, size, weight, and other characteristics of the item(s) in the specifications. The use of such brand names should not be interpreted to be the exclusive brand desired unless so stated. The determination of the acceptability and/or the criteria for acceptability of an alternate is solely the responsibility of the Board. (Refer to General Conditions.)

h. PRODUCT OFFERED BY THE BIDDER: The product offered by the Bidder shall be new, not used, and the latest version of the product. Should a product be discontinued and/or upgraded during the course of the contract, the Bidder shall offer to The Board a new alternate product that meets and/or exceeds the established specifications, under the same terms, conditions, and prices as the originally offered item.

i. COMPLIANCE WITH SPECIFICATIONS: The awarded Bidder shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the drawings and specifications, as decided by the Director, Purchasing & Supply Services. Where the requirements of the specifications call for higher grade and are not in conflict with the laws, ordinances, etc., the specifications shall govern. Where the requirements of the laws, ordinances, etc., are mandatory, they shall govern. The successful bidder, after award and before manufacture and/or shipment, may be required to submit working drawings or detailed descriptive data identified as acceptable to The Board, which would provide sufficient data to enable The Board to judge the bidder's compliance with the specifications.

j. DEVIATIONS TO SPECIFICATIONS: Any deviation from the specifications must be noted in detail by the Bidder, in writing, as an attachment to the bid response. Bidders are fully aware that any deviations may render their bid as non-responsive. The absence of a written list of specification deviations attached to the bid response will hold the Bidder strictly accountable to The Board to the specification as written. After Bid award, any deviation by the Awarded Bidder from the specifications, without prior documented approval, will be grounds for rejection of the goods and/or equipment when delivered.

k. SUB-CONTRACTORS: The Awarded Vendor shall give its constant personal attention to the faithful execution of this contract, shall keep the same under its own control, and shall not assign by power of attorney or otherwise, the work or any part thereof without the previous written consent of the Board. The Awarded Bidder shall provide the name of the sub-contractor(s) it intends employing, the portion of the materials/labor to be furnished, their place of business, and such other information as requested by the bid specifications. The information may be used in considering the potential performance capabilities of the sub-contractor(s). The Awarded Vendor shall not, without prior written consent of The Board, assign any of the monies payable under the contract.

l. COOPERATIVE PURCHASING: The Board reserves the right to extend the terms and conditions of this solicitation to any and all other agencies within the state of Maryland as well as any other federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and it’s territories. This shall include but not limited to private

Q91889 20 schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities that require these goods, commodities and/or services. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The supplier/contractor agrees to notify the issuing body of those entities that wish to use any contract resulting from this bid and will also provide usage information, which may be requested. A copy of the contract pricing and the bid requirements incorporated in this contract will be supplied to requesting agencies.

Each participating jurisdiction or agency shall enter into its own contract with the Awarded Bidder(s) and this contract shall be binding only upon the principals signing such an agreement. Invoices shall be submitted in duplicate "directly" to the ordering jurisdiction for each unit purchased. Disputes over the execution of any contract shall be the responsibility of the participating jurisdiction or agency that entered into that contract. Disputes must be resolved solely between the participating agency and the Awarded Bidder. The Board does not assume any responsibility other than to obtain pricing for the specifications provided.

m. E-COMMERCE: The Board has entered into an agreement with Eschool Mall (ESM, a third party provider of an e-commerce system. The Awarded Vendor shall provide and maintain an electronic catalog of all applicable supplies and materials during the term of the contract on the ESM portal. N/A

n. VISA CREDIT CARD ACCEPTANCE: The Board of Education of Prince George’s County (the Board) is engaged in a Visa Purchasing Card Program to procure product. The Board reserves the right to use, the Visa Card in addition to purchase orders for purchases made under any contract resulting from this solicitation.

3. BID PRICES

a. UNIT PRICES: Unit Prices must be rounded off to no more than two (2) decimal places, unless so specified in the General Terms and Conditions included with the bid request. All unit prices on items bid shall be completed on the proposal sheet(s). A NO BID notation must be completed for each item not being bid. In case of error in extension of prices in the bid, the unit price shall govern.

b. UNITS OF MEASURE: Wherever The Board indicates the unit of measure required for bidding purposes and the Bidder's price(s) is based on a different unit of measure than that indicated in the bid proposal, it shall be at the sole discretion of The Board to determine whether the Bidder’s price will be recalculated. The Board will not accept any bids with bidder escalator clauses, unbalanced figures, or irregular features.

c. CASH DISCOUNTS: Cash discounts will not be taken into consideration in determining a contract award. All discounts, other than prompt payment, are to be included in the bid price.

d. PRICE REDUCTIONS: The Board reserves the right to accept price reductions from the Awarded Bidder during the term of this contract.

e. TAXES: The Board is exempt from the payment of the Maryland Sales Tax (Tax Exempt

Number 30002539) and Federal Excise Tax (Tax Identification Number 52-2064-235). Prices quoted shall not include State Sales and Use Tax or Federal Excise Tax.

4. ITEM DELIVERY

a. GENERAL DELIVERY REQUIREMENTS: All materials, supplies, and equipment for The Board shall be delivered F.O.B. Destination. All deliveries must be inside the building.

Delivery hours shall be Monday through Friday with the exception of holidays, to offices -

Q91889 21 between 8:30 a.m. and 2:30 p.m.; to schools – between 9:00 a.m. and 2:30 p.m. The Awarded Vendor(s) shall be held responsible for clean-up and removal of all packing cartons, boxes, crates, packing materials, etc., from the premises after delivery and set up of any furniture and equipment.