ROADEO26_Appendices.pdf

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

Appendix 1. Abbreviations and Definitions

For purposes of this MS-IFB/RFP, the following abbreviations or terms have the meanings indicated below:

A. Bid/Proposal – The Bidder’s Bid or, as appropriate, either or both of the Offeror’s Technical or Financial Proposal.

B. Bid Package - The Bidder’s Bid or the Offeror’s Proposal and all required Attachments as identified in MS-IFB/RFP Table A (Attachments and Documents Required with the Bid/Attachments and Documents Required with Proposal). Any attachments not required will be labeled “Not Applicable” or “N/A” in Table A.

C. Bid/Proposal Price Form or Price Form - The Attachment B The Price Form that contains the prices bid by the Bidder or proposed by the Offeror.

D. Bidder/Offeror – An entity that submits a Bid or Proposal in response to this MS-IFB/RFP.

E. Business Day(s) – The official working days of the week to include Monday through Friday.

Official working days excluding State Holidays (see definition of “Normal State Business Hours” below).

F. COMAR – Code of Maryland Regulations available on-line at https://dsd.maryland.gov/Pages/COMARSearch.aspx

G. Contract – The Contract, in the form of a purchase order, to be awarded to the successful Bidder pursuant to this MS-IFB/RFP.

H. Contract Monitor – The State representative, or their documented designee, for this Contract who is primarily responsible for Contract administration functions, including, but not limited to, issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the Contract, monitoring MBE and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The Contract Monitor may authorize in writing one or more State representatives to act on behalf of the Contract Monitor in the performance of the Contract Monitor’s responsibilities. The Contract Monitor may be changed at any time by written notice to the Contractor.

I. Contractor – The selected Bidder/Offeror awarded a Contract by the State.

J. Contractor Personnel – Employees, agents and subcontractor’s employees and agents performing work for or at the direction of the Contractor under the terms of the Contract.

K. eMMA – eMaryland Marketplace Advantage; the State’s eProcurement system.

L. Multi-Step Invitation for Bids (MS-IFB) – This Invitation for Bids issued by the State Highway Administration, with the Solicitation Number and date of issuance indicated in the Key Information Summary Sheet, including any amendments and attachments thereto.

M. Local Time – Time in the Eastern Time Zone as observed by the State of Maryland. Unless otherwise specified, all stated times shall be Local Time, even if not expressly designated as such.

N. Minority Business Enterprise (MBE) – Any legal entity certified as defined at COMAR 21.01.02.01B (54) which is certified by the Maryland Department of Transportation under

COMAR 21.11.03.

https://dsd.maryland.gov/Pages/COMARSearch.aspx

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

O. Normal State Business Hours - Normal State business hours are 8:00 a.m. – 5:00 p.m. Monday through Friday except State Holidays, which can be found at: www.dbm.maryland.gov – keyword: State Holidays.

P. Notice to Proceed (NTP) – A written notice from the Procurement Officer that work under the Contract, project, Task Order or Work Order (as applicable) is to begin as of a specified date.

The NTP Date is the start date of work under the Contract, project, Task Order or Work Order.

Additional NTPs may be issued by either the Procurement Officer or the Contract Monitor regarding the start date for any service included within this solicitation with a delayed or non-specified implementation date.

Q. NTP Date – The date specified in a NTP for work on Contract, project, Task Order or Work Order to begin.

R. SHA – The Maryland Department of Transportation State Highway Administration.

S. Procurement Officer – As defined in COMAR21.01.02.01B.(67) and prior to the award of any Contract, the sole point of contact in the State for purposes of this solicitation. After a Contract award, the Procurement Officer has responsibilities as detailed in the Contract and is the only State representative who can authorize changes to the Contract. The Procurement Officer may be changed at any time by written notice to the Contractor.

T. State – The State of Maryland, including the agency that is issuing this solicitation and executing the awarded contract.

U. Total Bid/Proposal Price - The Bidder’s bid price or evaluated bid price for goods and services in response to this solicitation or the Offeror’s financial proposal price or evaluated financial proposal price, included in Attachment B – Price Form Instructions.

V. Veteran-owned Small Business Enterprise (VSBE) – A business that is verified by the Center for Verification and Evaluation (CVE) of the United States Department of Veterans Affairs as a veteran-owned small business. See Code of Maryland Regulations (COMAR) 21.11.13.

Appendix 2. Price Form Instructions Effective Date: July 2024

Appendix 2. Price Form Instructions

Each Bidder shall submit its response via the Price Form in accordance with the instructions specified herein. Do not alter the Price Form; otherwise, the Bid may be determined to be not responsive. If the Price Form contains a signature box, it must be signed and dated by an individual who is authorized to bind the Bidder to the prices entered on the Price Form.

Follow these instructions carefully when completing your Price Form:

A) All Unit and Extended Prices must be clearly entered in dollars and cents, e.g., $24.15. Make your decimal points clear and distinct.

B) All Unit Prices must be the actual price per unit the State will pay for the specific item or service identified in this MS-IFB and may not be contingent on any other factor or condition in any manner.

C) All calculations shall be rounded to the nearest cent, e.g., .344 shall be .34 and .345 shall be .35.

D) Any goods or services required through this MS-IFB which are proposed to be provided at No Cost to the State must be clearly entered in the Unit Price, if appropriate, and Extended Price with $0.00.

E) Every editable field on the Price Form shall be completed. Any changes or corrections made to the Price Form by the Bidder prior to submission due date shall be submitted as a new Price Form through the Financial Envelope Submission in eMMA. Partial or incomplete Bids will be rejected unless otherwise stated in the solicitation.

F) Bidder shall include a document as an attachment to the Price Form identifying their availability for the Primary and Alternate dates. This letter shall include no additional financial information.

G) Except as instructed on the Price Form, nothing shall be entered on or attached to the Price Form that proposes conditions or contingencies on the prices. Conditions may render the Bid not responsive.

H) It is imperative that the prices included on the Price Form have been entered correctly and calculated accurately by the Bidder and that the respective total prices agree with the entries on the Price Form. Any incorrect entries or inaccurate calculations by the Bidder will be treated as provided in COMAR 21.05.02.12 and may cause the Bid to be rejected.

I) All pricing, including labor rates, entered in the Price Form must be fully loaded prices that include all costs/expenses associated with the provision of services required by the MS-IFB. Examples may include all labor, profit/overhead, general operating, administrative, and all other expenses and costs necessary to perform the work set forth in the solicitation. No other amounts will be paid to the Contractor.

J) Unless indicated elsewhere in the MS-IFB, sample amounts used for calculations on the Price Form are typically estimates for evaluation purposes only. Unless stated otherwise in the MS-IFB, a minimum or maximum number of units or usage in the performance of the Contract is not guaranteed.

K) Failure to adhere to any of these instructions may result in the Bid being determined not responsive.

Appendix 2. Price Form Instructions Effective Date: July 2024

Attachment B - Price Form

Complete the Price Form only as provided in the Price Form Instructions. Do not amend, alter or leave blank any items on the Price Form.

See separate Excel Price Form labeled ROADEO26 Price Form.xlsx.