ROADEO25R_MS-IFB.pdf

2025 Highway Maintenance Seminar & Statewide Roadeo Solicitation #: ROADEO25R IFB Document

IFB for State Highway Administration Page 1 of 25

STATE OF MARYLAND

STATE HIGHWAY ADMINISTRATION

(SHA)

MULTI-STEP INVITATION FOR BIDS (MS-IFB)

2025 HIGHWAY MAINTENANCE SEMINAR & STATEWIDE ROADEO

IFB NUMBER ROADEO25R

ISSUE DATE: SEPTEMBER 8, 2025

A Prospective Bidder that has received this document from a source other than eMaryland Marketplace Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Services - 2025 Highway Maintenance Seminar & Statewide Roadeo

Solicitation Number:

ROADEO25R

IFB Issue Date: September 8, 2025

IFB Issuing Office:

State Highway Administration (SHA or the "Administration")

Procurement Officer:

Jenilee Burlin 7491 Connelley Drive, Hanover, MD 21076

Email:

Phone Number:

jburlin@mdot.state.md.us

410-537-7529

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number

ROADEO25R.

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

No Bid Notice Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid Conference:

September 9, 2025 at 2:00pm Local Time, Via Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRhNmE5YzYtYTQ4Yi00ZDU0LWI1OTYtMjhj N2ZjMDIzNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%22b38c d27c-57ca-4597-be28- 22df43dd47f1%22%2c%22Oid%22%3a%224baf6c45-7666-4a9e-b1aa- 6981f6d4dd2a%22%7d Meeting ID: 277 139 374 216 1 Passcode: FE6am3JA

See Section 4.3 for additional details.

Questions Due Date and Time:

September 10, 2025 2:00pm Local Time Questions shall be emailed to the Procurement Officer Jenilee Burlin at jburlin@mdot.state.md.us https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRhNmE5YzYtYTQ4Yi00ZDU0LWI1OTYtMjhjN2ZjMDIzNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%224baf6c45-7666-4a9e-b1aa-6981f6d4dd2a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRhNmE5YzYtYTQ4Yi00ZDU0LWI1OTYtMjhjN2ZjMDIzNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%224baf6c45-7666-4a9e-b1aa-6981f6d4dd2a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRhNmE5YzYtYTQ4Yi00ZDU0LWI1OTYtMjhjN2ZjMDIzNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%224baf6c45-7666-4a9e-b1aa-6981f6d4dd2a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRhNmE5YzYtYTQ4Yi00ZDU0LWI1OTYtMjhjN2ZjMDIzNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%224baf6c45-7666-4a9e-b1aa-6981f6d4dd2a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRhNmE5YzYtYTQ4Yi00ZDU0LWI1OTYtMjhjN2ZjMDIzNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%224baf6c45-7666-4a9e-b1aa-6981f6d4dd2a%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRhNmE5YzYtYTQ4Yi00ZDU0LWI1OTYtMjhjN2ZjMDIzNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%224baf6c45-7666-4a9e-b1aa-6981f6d4dd2a%22%7d

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Bid Due (Closing) Date and Time:

September 12, 2025 at 10:00am Local Time Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor Feedback Form).

Public Bid Opening Date, Time, and Location

September 12, 2025 at 10:30am Local Time Electronic bids will be opened on eMaryland Marketplace Advantage after Bid Due Date.

MBE

Subcontracting Goal:

0%

VSBE

Subcontracting Goal:

0%

Procurement Method:

A Contract will be awarded in accordance with the Small Procurement Procedures under COMAR 21.05.07 and Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract Duration:

One (1) month base period

Primary Place of Performance:

As proposed by Bidder

SBR Designation: No

Federal Funding: No

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Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.2.1 Project Goals

2.2.2 State Staff and Roles

2.2.3 Other State Responsibilities

2.3 Contractor Responsibilities and Tasks

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.3.1 Invoice Submission Schedule

3.3.2 Deliverable Invoicing

3.3.3 Labor Hour/Time and Materials Invoicing

3.3.4 Travel Reimbursement

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

3.4.2 Liquidated Damages other than MBE

3.4.3 Problem Escalation Procedure

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

3.11 Maryland Healthy Working Families Act Requirements

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.13 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

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4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the MS-IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.21.2 Technical Offer Requirements

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 MS-IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

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

A. The Bidder shall have three (3) years of experience providing hotel and conference services as a package of at least three days for a minimum of 100 people. Required Documentation:

The Bidder shall provide with its Bid two (2) references from the past three (3) years that collectively are able to attest to the Bidder’s required years of experience in providing hotel and conference services as a package.

B. The Bidder shall provide with its Bid "Attachment L Reference Checks" with two (2) references filled out.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Maryland Department of Transportation State Highway Administration (SHA) is issuing this Multi-Step Invitation for Bids (MS-IFB) in order to procure the services as specified in this MS-IFB, to form a contract between the successful bidder and SHA to provide a hotel in Maryland with accommodations, conference room, banquet room, meals, and a large empty parking lot for a conference of approximately 130-155 people.

The preferred conference date is October 7-10, 2025 with alternate dates of October 14- 17, 2025 or October 28-31, 2025.

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

2.1.3 This is a single award MS-IFB. See MS-IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

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

2.2 Background and Purpose

Annually SHA hosts a conference for the SHA Maintenance Management Employees throughout the state of Maryland. The conference includes an interactive session where attendees will complete a driving obstacle course. The driving obstacle course includes driving a dump truck with a snow plow through a serpentine path, completing left turns while hitting or avoiding obstacles, and accurately stopping at a predetermined point after backing up.

2.2.1 Project Goals

The conference provides educational learning opportunities, teambuilding activities, and networking with employees across the state.

2.2.2 State Staff and Roles

The Contract Manager will confirm the number of attendees for meals and accommodations at least one (1) week prior to the conference start date.

In addition to the Procurement Officer and Contract Manager, the Contract Manager’s team will be responsible for setting up and breaking down the Roadeo obstacle course.

The day prior to the conference beginning, the Contract Manager’s team will arrive on site to check-in. At that time, the team will need access to the conference room, meal room, and lot where Roadeo obstacle will take place. The team will confirm the layout of the conference and meal room layout and ensure the Audio Visual (A/V) equipment is working with the SHA laptop.

2.2.3 Other State Responsibilities

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

2.3 Contractor Responsibilities and Tasks

2.3.1 Hotel

A. SHA is exempt from Maryland State Sales Tax, upon award the contracted vendor will be given the State of Maryland Sales Tax Exemption Number

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B. Some guests, not staying overnight, will be parking, eating, and using the facility amenities throughout the day

C. Public areas shall be ADA compliant D. Handicap accessible rooms, to include walk-in shower, shall be available upon request, E. Preferred lobby/lounge space for guests to gather includes a minimum of twelve (12) chairs and free wi-fi

2.3.2 Parking

A. Parking available for up to a total of 155 vehicles at no additional cost

a. Vehicles that will require parking will include but not limited to 12-passenger vans, cars, pick-up trucks and single-axle dump trucks with attached snow plow

b. Single-axle dump trucks with attached snow plow measure 9’6” wide and 38’ long and weigh 24,000 pounds each, see 2.3.2.B.a. below for parking details

B. Preferred parking space shall have no overhead obstructions

a. If a bidder has a parking garage, the bidder shall have a minimum of twenty (20) thirty-eight foot x ten foot (38ft x10ft) parking spaces with a minimum overhead clearance of thirteen feet six inches (13’6”)

2.3.3 Conference Timing

A. The preferred conference date is October 7-10, 2025 with alternate dates of October

14-17, 2025 or October 28-31, 2025 B. The tentative conference timeline is as follows:

a. Day 1: Noon Lunch; 1pm-4pm Conference Room; 7pm-9pm Conference Room

b. Day 2: 7am-8am Breakfast; 8am-11:30am Roadeo Location (conference room shall be available); 11:30am-12:30pm Lunch; 12:30pm-1:30pm Conference Room; 1:45pm-3pm Roadeo Location (conference room shall be available);

5:30pm-7:30pm Dinner

c. Day 3: 7am-8am Breakfast; 8am-Noon Conference Room; Noon-1pm Lunch;

1pm-4pm Conference Room

d. Day 4: 7am-8am Breakfast; 8am-Noon Conference Room; 10am Lunch pickup available

2.3.4 Conference Space

A. Two (2) conference rooms which hold a minimum of 155 people each set in a banquet style layout with trash cans located near the entrance/exit of each room

a. Conference rooms shall be cleaned daily, walkways swept after meals, and trash cans checked and emptied throughout the duration of the conference

b. See Section 2.3.6 for details regarding the Conference Room layout

c. See Section 2.3.7 for details regarding the Buffet Meal Room layout

B. Tablecloths shall cover every table within the conference rooms

a. Clean tablecloths shall be placed at the start of each day in both conference rooms

b. After each meal, soiled tablecloths shall be replaced with a clean linen

C. Free wi-fi shall be available in conference and meal rooms and shall be able to accommodate the connection and usage for all guests as well as the conference presentation with no lagging or maximum device connections

D. All rooms shall be column free or setup in a manner that all attendees can view presentations without an obstruction

E. Lavatories shall be on the same floor as the conference rooms

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2.3.5 AV Requirements

A. A microphone and speaker shall be provided in the conference room; these two (2) items shall be easily mobile to be moved to and from the conference room and meal room for the dinner event

B. The conference room will also require bidder to provide a podium, projector screen, speakers, extension cord to AC outlet, wireless internet connection, and a projector with access to an HDMI and USB-C connection for a laptop (connection from projector to laptop provided by bidder)

a. SHA provided laptop is expected to be set at the Panel/Guest speaker table as described below C. Staff shall be onsite and/or immediately available to troubleshoot issues including connectivity and AV issues for minimal program disruptions

2.3.6 Conference Room Layout

A. Registration tables at entrance of the conference room:

a. Four (4) 4’-6’ rectangular tables with two (2) chairs per table near an AC outlet, with extension cord if needed

b. Remain in place throughout the duration of the conference B. Guest tables:

a. A minimum of thirty (30) round tables with six (6) chairs per table to accommodate all attendees

b. Two (2) to three (3) rectangular Panel/Guest speaker tables at front of room near projection screen to include two (2) chairs per table

2.3.7 Buffet Meal Room

A. A minimum of thirty (30) round tables with six (6) chairs per table to accommodate all attendees with napkins, silverware, salt, and pepper on each table B. Dinner Buffet Additions

a. Rolls, butter, and water shall be added to round tables during dinner buffet to accommodate each guest

b. Two (2) rectangular tables near the podium, microphone, and speaker without chairs

2.3.8 Beverage Station

A. Available at all times during conference hours within fifty (50) feet of the conference room B. Refreshed throughout the day, as needed C. Includes coffee (regular and decaf), hot water, tea bags, assorted sweeteners and creamer, coffee stirrers, iced tea, cold water, cups for hot and cold beverages, and napkins

D. A trash can shall be located within a few feet of the coffee and water station

2.3.9 Meals

A. Provided by the bidder on each day of the conference B. All meals shall be buffet style with the exception of Day 4 Lunch which shall be boxed, per Appendix 3

a. The preferred buffet shall be a hot meal

b. Appendix 3 notes sample menus options; the sample menu options are not a required or preferred menu but to be used as an example of what is expected C. No later than one (1) week prior to the conference, the Contract Manager will meet with the Awardee to finalize and confirm the number of attendees, meal choices, and conference timing for each day

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D. A gratuity of twenty percent (20%) of total meal costs will be added as a Food Service Charge on the Attachment B – Price Form

2.3.10 Roadeo

A. A driving obstacle course will occur from 8 am – 3 pm on one day of the conference, rain or shine B. The course parking lot shall be:

a. Separate from the parking area for conference attendees and hotel guests

b. Empty from 8am on the first day of the conference through noon on the last day of the conference

c. Within walking distance of the conference and hotel rooms

d. A minimum area of 315’x285’ with no overhead obstruction

e. Clear of dumpsters and other potential obstacles

2.3.11 Hotel Rooms

A. Single occupancy rooms on the same property as the conference rooms

a. All rooms shall include at least one (1) double sized bed or larger, a coffee maker, blackout drapes, a workstation to include a desk/table and desk chair, two

(2) AC outlets at the workstation and bedside table(s), free accessible wi-fi, paper cups, and television

b. All rooms shall include a private bathroom to include a sink, toilet, shower, body bar, hand soap, and hair dryer

B. Guests will stay between one (1) and four (4) nights and shall have all reservations confirmed at least one (1) week prior to the start of the conference

C. Guests shall not be required to have a personal credit or debit card on file for incidentals

D. If there is a minibar in the room, the hotel will ensure that the minibar is removed or locked

a. The State of Maryland is not responsible for the purchase of alcohol with state funds

2.4 Supplemental Category of Work Requirements and Responsibilities

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

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

3.2 End of Contract Transition

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

3.3 Invoicing

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

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

A. Contractor name and address;

B. Remittance address;

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

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

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

I. Goods or services provided;

J. Amount due; and

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

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

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

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

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

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3.3.1 Invoice Submission Schedule

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

A. For items of work for which there is one-time pricing (see Attachment B –The Price Form), those items shall be billed in the month following the acceptance of the work by the State.

3.3.2 Deliverable Invoicing

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

3.3.3 Labor Hour/Time and Materials Invoicing

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

3.3.4 Travel Reimbursement

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

Inapplicable because there is no MBE goal for this MS-IFB.

3.4.2 Liquidated Damages other than MBE

This section is inapplicable to this MS-IFB.

3.4.3 Problem Escalation Procedure

This section is inapplicable to this MS-IFB.

3.5 Work Orders

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

3.6 Payments by Electronic Funds Transfer

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

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Bidder shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

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

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA DX10Form20150615.pdf.

3.7 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., IFB for State Highway Administration Page 13 of 25

State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. Additional information is available on GOSBA’s website at:

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

3.8 Federal Funding Acknowledgement

This Contract does not contain federal funds.

3.9 Conflict of Interest Affidavit and Disclosure

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

By submitting a Conflict of Interest Affidavit and Disclosure, the Contractor shall be construed as certifying all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR 21.05.08.08.

Participation in Drafting of Specifications: Disqualifying Event: Bidders are advised that Md. Code Ann. State Finance and Procurement Article §13-212.1(a) provides generally that “an individual who assists an executive unit in the drafting of specifications, an invitation for bids, a request for proposals for a procurement, or the selection or award made in response to an invitation for bids or a request for proposals, or a person that employs the individual, may not: (1) submit a bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.” Any Bidder submitting a Bid in violation of this provision shall be classified as “not responsible.”

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

A Non-Disclosure Agreement (Bidder/Offeror) is not required for this procurement.

3.11 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

IFB for State Highway Administration Page 14 of 25 that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

3.13 Insurance Requirements

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

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

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

3.13.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

3.13.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

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

3.13.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

3.13.6 Subcontractor Insurance

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

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4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The IFB, Pre-Bid Conference (Conference)summary and attendance sheet, Bidders’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:

A. Submission of Bond documents determined by the State to require original signatures; or

B. Any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy.

Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract Monitor.

“Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions.

Electronic means includes e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g., https://procurement.maryland.gov), and electronic data interchange.

4.3 Pre-Bid Conference

If a Conference will be held, the date, time, and location is indicated on the Key Information Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend in order to facilitate better preparation of their Bids.

It is highly recommended that all Prime Contractors bring their intended subcontractors to the Conference/Site Visit to ensure that all parties understand the MS-IFB requirements and the socio-economic goals for this solicitation.

MBE subcontractors are encouraged to attend the Conference to market their participation to potential prime contractors.

4.4 Questions

All questions, including concerns regarding any applicable MBE or VSBE participation goals, shall identify in the subject line the Solicitation Number and Title for this MS-IFB and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Bid due date.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/

IFB for State Highway Administration Page 16 of 25

4.4.1 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for MS-IFB amendments and posted on eMMA.

4.4.2 The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the State unless it issues an amendment to the solicitation in writing.

4.5 Bid Due (Closing) Date and Time

Bids must be received by the Procurement Officer no later than the Bid due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR

21.05.02.10. Bids received after that date will not be considered. Requests for an extension of this date or time shall not be granted.

Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Bids.

Potential Bidders not responding to this solicitation are requested to submit the “No Bid/Proposal Notice/Vendor Feedback” form Attachment 1, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

4.6 Receipt, Opening and Recording of Bids

Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place until the time and date set for Bid opening. Before Bid opening, the State may not disclose the identity of any Bidder.

Bids shall be opened publicly at the time, date and place designated in the Key Information Summary Sheet.

The name of each Bidder, the Total Bid Price, and such other information as is deemed appropriate shall be read aloud or otherwise made available and recorded at the time of Bid opening.

4.7 Duration of Bids

Bids submitted in response to this MS-IFB are irrevocable for the latest of the following: 120 days following the Bid due date and time or the date any protest concerning this MS-IFB is finally resolved. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

4.8 Revisions to the MS-IFB

4.8.1 All revisions to the MS-IFB before the due date for Bids will be published in an addendum to the MS-IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Bidders that were sent this MS-IFB or are otherwise known by the Procurement Officer to have obtained this MS-IFB. It is the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids.

4.8.2 Bidders shall acknowledge in the Bid the receipt of all addenda to this MS-IFB issued before the Bid due date.

4.8.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Bid to be deemed not responsive.

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4.9 Cancellations

4.9.1 This MS-IFB may be cancelled as provided in COMAR 21.06.02.02

4.9.2 The State reserves the right to cancel this MS-IFB, accept or reject any and all Bids, in whole or in part, received in response to this MS-IFB and to waive or permit the cure of minor irregularities.

4.9.3 In the event a government entity proposes and receives the recommendation for award, this procurement may be canceled, and the award processed in accordance with COMAR 21.01.03.01.A(4).

4.9.4 If the services that are the subject of the MS-IFB are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the IFB may be canceled in accordance with Md.

Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

4.10 Incurred Expenses

The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a Bid or performing any other activities related to submitting a Bid in response to this solicitation.

4.11 Protest/Disputes

Any protest or claim related to this MS-IFB or the Contract award hereunder shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

4.12 Bidder Responsibilities

4.12.1 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

4.12.2 If applicable, subcontractors utilized in meeting the established MBE or VSBE participation goal(s) for this solicitation shall be identified using Attachment D or Attachment E as appropriate.

4.12.3 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder, including but not limited to references, financial reports, or experience and documentation (e.g., insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Bidder, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the Bidder’s Bid shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

4.12.4 A parental guarantee of the performance of the Bidder under this section will not automatically result in crediting the Bidder with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Bidder’s experience and qualifications. Instead, the Bidder’s responsibility will be assessed to the extent to which the State determines that the experience and qualifications of the parent are applicable to and shared with the Bidder, any stated intent by the parent to be directly involved in the

IFB for State Highway Administration Page 18 of 25 performance of the Contract, and the value of the parent’s participation as determined by the State.

4.13 Acceptance of Terms and Conditions

By submitting a Bid in response to this MS-IFB, the Bidder, if selected for award, is deemed to have accepted the terms and conditions of this MS-IFB and the Contract. Any questions or exceptions to this MS-IFB or the Contract must be submitted by the “Questions Due Date and Time” prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

4.14 Compliance with Laws/Arrearages

By submitting a Bid in response to this MS-IFB, the Bidder, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the Contract.

By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for Contract award.

4.15 Verification of Registration and Tax Payment

Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://egov.maryland.gov/BusinessExpress/.

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

4.16 False Statements

Bidders are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as follows:

In connection with a procurement contract a person may not willfully:

A. Falsify, conceal, or suppress a material fact by any scheme or device;

B. Make a false or fraudulent statement or representation of a material fact;or C. Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under this section.

A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.

4.17 Confidentiality of Bids / Public Information Act Notice

The Bidder should give specific attention to the clear identification of those portions of its Bid that it considers to contain confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the https://egov.maryland.gov/BusinessExpress/

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Public Information Act, Md. Code Ann., General Provisions Article, Title 4. This information should be identified by page number and placed in the Transmittal Letter with the Bid.

The Bids shall be tabulated or a Bid abstract made. The opened Bids shall be available for public inspection at a reasonable time after Bid opening, but in any case before contract award, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential as set forth in this solicitation. Material so designated as confidential shall accompany the Bid and shall be readily separable from the Bid to facilitate public inspection of the non-confidential portion of the Bid, including the Total Bid Price.

For requests for information made under the PIA, the Procurement Officer shall examine the Bids to determine the validity of any requests for nondisclosure. Nondisclosure is permissible only if approved by the Office of the Attorney General.

4.18 Use of Bidder’s Form Not Binding on State

The Bidder may not substitute, modify, or provide any other document in lieu of the documents provided with this Bid. Only those forms and documents provided with this solicitation and by the Procurement Officer will be considered acceptable as bid submission.

4.19 Attachments and Documents Required with the Bid (Table A) A Bidder shall include the following Attachments with its Bid as a Multi-Step Bid Package:

Attachments A through E = Bid will be rejected if the required Attachment is not submitted or is incomplete.

Attachments F through R = Bid may be rejected if the required Attachment is not submitted or is incomplete.

TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

A

Bid/Proposal Affidavit A Bid submitted by the Bidder must be accompanied by a completed Bid/Proposal

Affidavit.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf

B

The Price Form (as specified within eMMA) Do not alter this Price Form or the Bid may be determined to be not responsive.

The Price Form must be signed and dated, where requested, by an individual who is authorized to bind the Bidder to the prices entered on the Bid Form.

(See Appendix 2 for specific Price Form Instructions.)

C N/A

D N/A

E N/A https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf

IFB for State Highway Administration Page 20 of 25

TABLE A - Attachments and Documents Required with the Bid

Attachment Attachment Name

F

Bidder Information Sheet https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information- Sheet.pdf

G N/A

H N/A

I Conflict of Interest Affidavit and Disclosure https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf

J N/A

K N/A

L

Reference Checks (Each reference shall be from a customer for whom the Bidder has provided goods or services within the most recent past [[five years]]) https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

M N/A

N N/A

O N/A

P N/A

Q N/A

R N/A

Additional Required Documents with the Bid

Minimum Qualifications Documentation. The Bidder shall submit Minimum Qualifications documentation, as set forth in this MS-IFB Section 1. Those references shall be included in Attachment L. Reference Checks and submitted with the Technical Offer in eMMA.

Technical Offer. The Bidder shall submit an unpriced Technical Offer document including all Attachments except for Attachment B the Price Form in the Technical Envelope submission in eMMA. Additional information regarding the Technical Offer may be found in Section 4.21.2 below.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf

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Acknowledgement of all addenda to this IFB.

4.20 Bid Delivery Instructions

Each Bidder shall submit its Bid Package as specified below.

Bids shall only be accepted via the State’s internet-based electronic procurement system, eMMA.

Bidders shall provide their Bids in two submissions through eMMA following the Quick Reference Guides (QRG) labeled “5 - eMMA QRG Responding to Solicitations Double Envelope (RPF)” for double envelope submissions. The first submission should include the Technical Offer, Attachments except for the Price Form, and Minimum Qualifications. No pricing should be included within the Technical Offer as identified in COMAR 21.05.02.17 Multi-Step Sealed Bidding. The second submission should include the fully signed and executed Price Form along with a document acknowledging the availability of the Bidder for the Primary Conference Date and Alternate Conference Dates.

4.21 Bid Evaluation Criteria and Award Basis

4.21.1 There will be a two (2) step process for evaluating this project. The first step of the Bid

Opening will be the evaluation of the unpriced Technical Offer of all bidders. Additional information regarding the Technical Offer requirements can be found below.

Offerors may be required to make oral presentations to State representatives at the Bidder’s location. Oral presentations are considered part of the Technical Offer. Bidders must confirm in writing any substantive oral clarification of, or change in, their Offers made in the course of discussions. Any such written clarifications or changes then become part of the Bidder’s Offer. The Procurement Officer will notify Bidders of the time of oral presentations/site visits.

The second step will be to open the bids on eMMA of those bidders whose technical offers are determined to be acceptable in the presence of at least two (2) State employees.

The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13. All Bids will be ranked from the lowest (most favorable) to the highest (least favorable) price based on the Total Bid Price as submitted in its Bid.

A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable Bid Price or most favorable evaluated Bid Price for providing the goods and services as specified in this MS-IFB. A Contract will be awarded in accordance with the Multi-Step Competitive Sealed Bidding method under COMAR 21.05.02.

4.21.2 Technical Offer Requirements

A. The Bidder shall address each Scope of Work requirement (Section 2.3) in its Technical Offer and describe how its proposed services will meet or exceed the requirement(s). Any exception to a requirement, term, or condition may result in https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/

IFB for State Highway Administration Page 22 of 25 having the Bid classified as not responsive or the Bidder deemed not responsible, and the Technical Offer determined not acceptable.

B. Responses in the Bidder’s Technical Offer should reference the organization and numbering of Sections in the IFB (ex. “Section 2.3.1 Response . . .; “Section 2.3.2 Response . . .,” etc.). This Technical Offer organization will allow State officials to “map” Bidder responses directly to IFB requirements by Section number and will aid in the review process.

C. The Bidder shall describe hotel accommodations, parking for attendees, conference room location and available room layout including AV components, Roadeo obstacle location, potential menu(s), and food service organization. Any applicable state or local licensing including food service or occupancy and use may be included.

D. The Bidder shall clearly identify the location(s) in which it proposes to provide the services, including, if applicable, any current facilities that it operates, and any required construction to satisfy the State’s requirements as outlined in this MS-IFB.

4.21.3 Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the Administration following any approvals of the Contract required by law or regulation.

4.22 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

4.23 Reciprocal Preference

Although Maryland law does not authorize procuring agencies to favor resident Bidders in awarding procurement contracts, many other states do grant their resident businesses preferences over Maryland contractors. COMAR 21.05.01.04 permits procuring agencies to apply a reciprocal preference under the following conditions:

A. The Maryland resident business is a responsible Bidder;

B. The lowest responsive Bid is from a responsible Bidder whose principal office, or principal base of operations is in another state;

C. The other state gives a preference to its resident businesses through law, policy, or practice; and

D. The preference does not conflict with a federal law or grant affecting the procurement Contract.

The preference given shall be identical to the preference that the other state, through law, policy, or practice gives to its resident businesses.

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4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

Upon receipt of a notification of recommendation for contract award, the following documents shall be completed and submitted by the recommended awardee within ten (10) business days, unless otherwise directed by the Procurement Officer.

Click the link to download each required Attachment in the Table B below:

TABLE B - Documents Required upon Notice of Recommendation for Contract Award

Attachment Attachment Name

D N/A

E N/A

S N/A

T N/A

U

Contract Affidavit https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract- Affidavit.pdf

V N/A

W N/A

X N/A

Y N/A https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf…