SGHC Life Safety Devices Inspection, Testing and Repairs 2023-2024 RFB.pdf

Maryland Department of Health

Spring Grove Hospital Center

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07.

REQUEST FOR BIDS

SOLICITATION # BPM039325

Issue Date: September 19, 2023

Life Safety Devices Inspection, Testing, and Repairs

NOTICE

A Prospective Bidder that has received this document from the Department of General Services’ website or https://emma.maryland.gov, or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFB, should immediately contact the Procurement Officer and provide the Prospective Bidder’s name and mailing address so that addenda to the RFB or other communications can be sent to the Prospective Bidder.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation https://emma.maryland.gov/

In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email or fax this completed form to the attention of the Procurement Officer (see the Key Information Sheet below for contact information).

Title: Life Safety Devices Inspection, Testing, and Repairs for Spring Grove Hospital Center

Solicitation No: BPM039325 If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we ordinarily provide.

( ) We are inexperienced in the work/commodities required.

( ) Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)

( ) The scope of work is beyond our present capacity.

( ) Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)

( ) We cannot be competitive. (Explain in REMARKS section.)

( ) Time allotted for completion of the Bid/Proposal is insufficient.

( ) Start-up time is insufficient.

( ) Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)

( ) Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in REMARKS section.)

( ) MBE or VSBE requirements. (Explain in REMARKS section.)

( ) Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section.)

( ) Payment schedule too slow.

( ) Other:__________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS:

Vendor Name: ___________________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

SPRING GROVE HOSPITAL CENTER

RFB KEY INFORMATION SUMMARY SHEET

Invitation for Bids: LIFE SAFETY DEVICES INSPECTION, TESTING, AND

REPAIRS FOR SPRING GROVE HOSPITAL CENTER

Solicitation Number: BPM039325

RFB Issue Date: September 19, 2023

RFB Issuing Office: MARYLAND DEPARTMENT OF HEALTH

SPRING GROVE HOSPITAL CENTER

Procurement Officer: Sabrina Fields

Office of Contract Management & Procurement Phone: 410-970-7058 e-mail: Sabrina.Fields@maryland.gov

Contract Monitor: John Frecker

Spring Grove Hospital Center 55 Wade Avenue, Catonsville, MD, 21228 Phone: 410-402-7378 e-mail: John.Frecker@maryland.gov

Term of Service: October 1, 2023, through September 30, 2024

Options 0

Bids are to be sent to: Via eMMA Solicitation only

Pre-Bid None

Closing Date and Time: Tuesday, September 26, 2023, at 1:00 pm Local Time

1.SUMMARY STATEMENT AND GENERAL INFORMATION

1.1 Summary Statement

The Maryland Department of Health, Spring Grove Hospital Center (SGHC) is seeking the services of a contractor to conduct testing, inspections, and repairs of all Fire Monitoring, Alarming, and Protection Systems.

This procurement is being solicited to obtain services that include one year of quarterly, semi-annual, and annual tests and inspections, and emergency repairs of all Fire Monitoring, Alarming, and Protection systems in buildings on the campus of SGHC. The Contract will include all Fire Alarm Control Systems and component parts, Fire Sprinkler Systems and component parts, and Fire Suppression Hood Systems, throughout the SGHC campus, located at 55 Wade Avenue, Catonsville, Maryland. Spring Grove Hospital Center is fully Joint Commission accredited and CMS certified and is an integral part of the mental health services delivery system of the State of Maryland, providing inpatient treatment for adults and adolescents (ages 13 through 17).

1.2 Contract Type

The Contract resulting from this RFB shall be a fixed priced contract, as defined in COMAR 21.06.03.02

1.3 Term of Contract

The contract resulting from this solicitation shall be for one (1) year beginning on or about October 1, 2023, and ending September 30, 2024, with zero (0) renewal option.

1.4 Procurement Officer

The Procurement Officer is the sole point of contact in the State for purposes of this solicitation prior to the award of any Contract. The name and contact information of the Procurement Officer are indicated in the RFB Key Information Summary Sheet.

The Department may change the Procurement Officer at any time by written notice.

1.5 Contract Monitor

The Contract Monitor is the State representative for this Contract who is primarily responsible for Contract administration functions after Contract award.

The name and contact information of the Contract Monitor are indicated in the RFB Key Information Summary Sheet.

The Department may change the Contract Monitor at any time by written notice.

1.6 eMaryland Marketplace Advantage eMMA is an electronic commerce system for the State of Maryland. The solicitation and Bidder questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA. In order to receive a contract award, a vendor must be registered on eMMA.

Registration is free. Go to https://emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

1.7 Questions and Inquires

Written questions from prospective Bidders will be accepted by the Procurement Officer and shall be submitted via eMMA to the Procurement Officer indicated in the RFB Key Information Summary Sheet.

Questions are requested to be submitted no later than, Friday, September 22, 2023 at 1:00pm EST. 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.

1.8 Procurement Method

This Contract will be awarded in accordance with the Small Procurement method under COMAR 21.05.07.

1.9 Bids – Closing/Due Date and References

Bids must be received by the Procurement Officer no later than the Bid Due date and time indicated in the RFB Key Information Summary Sheet in order to be considered. All bids must include all documents as requested in Section 2.1 Minimum Qualifications and Section 3.5.1-5 Insurance Requirements.

Bids must be submitted via eMMA (eMaryland Market Place Advantage).

a. The Bid shall contain all price information in the format specified on the Bid Form and Instructions in the eMMA bid tab. Complete the entire eMMA bid tab. Do not amend, alter, or leave blank any items on the Bid tab or include additional clarifying or contingent language on or attached to the Bid Form. Failure to adhere to any of these instructions may result in the Bid being determined to be non-responsive and rejected by the Department.

b. Please DO NOT hand delivery any replies to the facility.

Requests for extension of this time or date will not be granted.

Bids may ONLY be modified or withdrawn by written notice received by the Procurement Officer before the time and date set for the opening.

Vendors are required to bid on all bid items.

1.10 Pre-Bid

There will NOT be a pre-bid conference for this solicitation.

1.11 Award Basis

The Contract shall be awarded to the responsible Bidder submitting a responsive Bid with the most favorable Total Bid Price (as referenced in COMAR 21.05.02.13) for providing the services as specified in this RFB. The most favorable Total Bid Price will be the lowest price total. This solicitation may be a multi bid award. Any bid exceeding the Small Procurement delegation of fifty thousand dollars ($50,000.00) will not be considered for this solicitation. (Comar 21.05.07.03; 21.05.07.04)

1.12 Tie Bids

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

1.13 Duration of Bid

Bids submitted in response to this RFB are irrevocable for 120 days following the closing date of the Bids. This period may be extended at the Procurement Officer’s request only with the Bidder’s written agreement.

1.14 Revisions to the RFB

If it becomes necessary to revise this RFB before the due date for Bids, the Department shall provide addenda to all prospective Bidders through eMMA. Addenda will be placed on eMMA within a reasonable time to allow Bidders to consider them in preparing their bids. It remains the responsibility of all prospective Bidders to check eMMA for any addenda issued prior to the submission of Bids. If the due date for submission of bids does not permit adequate time for consideration of the addenda by Bidders, the bid due date will be extended.

Bidders should acknowledge receipt of all addenda to this RFB issued before the Bid due date. 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 rejected as being non-responsive to the requirements of the RFB.

1.15 Cancellations

The State reserves the right to cancel this RFB, or accept or reject any and all Bids, in whole or in part, received in response to this RFB.

1.16 Incurred Expense

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

1.17 Mandatory Contractual Terms

By submitting a Bid in response to this RFB, a Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this RFB and the Contract, attached herein as Attachment A. Any exceptions to this RFB or the Contract must be raised prior to Bid submission. Changes to the solicitation, including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

1.18 Protest/Disputes

Any protest or dispute related, respectively, to this solicitation or the resulting Contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

1.19 Bidder Responsibilities

The selected Bidder shall be responsible for rendering goods and services for which it has been selected as required by this RFB. All subcontractors shall be identified and a complete description of their role relative to the Bid shall be included in the Bidder’s Bid.

If a Bidder that seeks to perform or provide the services required by this RFB is the subsidiary of another entity, all information submitted by the Bidder, such as 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 that the parent organization will guarantee the performance of the subsidiary.

1.20 Substitution of Personnel

If the solicitation requires that particular personnel be designated by the Bidder to work on the Contract, any substitution of personnel after the Contract has commenced must be approved in writing by the Contract Monitor prior to the substitution. If the Contractor substitutes personnel without the prior written approval of the Contract Monitor, the Contract may be terminated for default which shall be in addition to, and not in lieu of, the State’s remedies under the Contract or which otherwise may be available at law or in equity.

1.21 Compliance with Laws/Arrearages

By submitting a Bid in response to this RFB, 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 that it shall not become so in arrears during the term of the Contract if selected for Contract award.

1.22 Verification of Registration and Tax Payment

Before a business entity can do business in the State it must be registered with the Maryland Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. The SDAT website is http://dat.maryland.gov .

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

1.23 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 subsection (1) of 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 years or both.

1.24 Payment

The Contractor shall choose one method of submission, USPS, or email. The Contractor shall submit an original of each invoice and signed authorization to invoice to the Contract Monitor and the Accounts Payable office.

http://dat.maryland.gov/

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

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

1) Contractor name and address;

2) Remittance address;

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

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

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

The facility reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the facility with 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.

Any action on the part of the facility, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.04.

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.

For the purposes of the Contract an amount will not be deemed due and payable if:

1) The amount invoiced is inconsistent with the Contract;

2) The proper invoice has not been received by the party or office specified in the Contract;

3) The invoice or performance is in dispute, or the Contractor has failed to otherwise comply with the provisions of the Contract;

4) The item or services have not been accepted;

5) The quantity of items delivered is less than the quantity ordered;

6) The items or services do not meet the quality requirements of the Contract; or

7) The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 2 -MINIMUM QUALIFICATIONS

2.1 Bidder Minimum Qualifications

Bidder:

2.1.1 Bidder shall submit with its bid a list of names of employees who will be performing the work under the scope of the contract resulting from this solicitation. For each employee to perform work under the resulting contract the bidder must include

a. Type of license and copy of license if applicable;

b. Years and type of experience with work similar to the scope as described in Section 3.

2.1.2 Within five days of being notified of apparent awardee status, the bidder shall provide proof of third-party insurance in the amount specified with this IFB. (3.5 Insurance Requirements)

Minimum Experience:

2.1.3 Bidder shall have a minimum of two years of experience providing services similar in size and scope to that of the Scope of Service in Section 3 of this Request for Bid Document.

The Bidder shall provide with its bid at least three references to attest to the bidders experience in providing these services within the past five years. Each reference shall include:

a. Business name and address

b. Business telephone number

c. Point of contact name

d. Dates of contract/service

e. Scope and value of contract

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

The MARYLAND DEPARTMENT OF HEALTH – Spring Grove Hospital Center is issuing this Request for Bids (RFB) to obtain services that include one year of quarterly, semi-annual, and annual tests and inspections, and emergency repairs of all Fire Monitoring, Alarming, and Protection systems in buildings on the campus of SGHC. The Contract will include all Fire Alarm Control Systems and component parts, Fire Sprinkler Systems and component parts, and Fire Suppression Hood Systems, throughout the SGHC campus, located at 55 Wade Avenue, Catonsville, Maryland.

Spring Grove Hospital Center is fully Joint Commission accredited and CMS certified and is an integral part of the mental health services delivery system of the State of Maryland, providing inpatient treatment for adults and adolescents (ages 13 through 17). The SGHC campus is comprised of approximately 175 acres.

3.2 Scope of Work Requirements

It is the State’s intention to obtain services, as specified in this RFB, from a Contract(s) between the selected Bidder(s) and the State.

Detailed specifications of work to be performed under this solicitation are as follows:

3.2.1 Responsibilities and Tasks

CONTRACTOR SHALL:

a. Conduct quarterly, semi-annual, and annual tests and inspections, and emergency repairs of all

Fire Monitoring, Alarming, and Protection Systems in all buildings on the campus of Spring Grove Hospital Center.

b. Include all Fire Alarm Control Systems and component parts, Fire Sprinkler Systems and component parts, Fire Suppression Hood Systems, and Fire Extinguishing Systems as listed on the attached Spreadsheet #3 and Spreadsheet #4.

c. Furnish all labor, materials, and equipment, to perform all operations required to complete the total work in accordance with the specifications, spreadsheets, drawings, in compliance with The Joint Commission Hospital Accreditation requirements, NFPA, CMMS, ANSI, applicable codes, and Federal, State, and local laws and regulation, which include, but are not limited to:

I. Plumbing Code II. Basic National Building Code (BOCA) III. National Fire Protection Association (NFPA 25, 70E, 72, 80, 90A, 96, 101, 105, and

111) IV. National Electrical Code NFPA 70E

d. Prioritize required work under the scope of the contract resulting from this solicitation in the following order:

I. Overnight Patient Care Buildings:

i. These 10 buildings, Dayoff, Jamison, Noyes, Red Brick Cottage 1, Red Brick

Cottage 2, Red Brick Cottage 3, Red Brick Cottage 4, Smith, Tawes, and White, are identified on Spreadsheet #3 in yellow and the spreadsheet includes the system hardware for each building.

ii. These are the most regulated buildings and are the first priority for testing, inspection, and reporting and their records are reviewed in detail as part of The Joint Commission Hospital Inspection and Accreditation Program.

iii. This group require unique identification of each component tested or inspected quarterly according to Section 3.2.1.e.

II. Tenant and Ancillary Services Buildings

i. These 22 buildings, Administration, Ben Rush Voc Rehab, Bland Bryant, Central Kitchen and Storeroom, Cottage 1 MPRC, Cottage 4, Cottage 12, Dix, Employee Café, Garage I and II, Garrett, Hill, Maintenance Mall, Mitchell, MPRC, MPRC Annex, Preston, Rice, Stone Cottage C, Stone Cottage E, Stone Cottage G, and Tuerk, are identified on Spreadsheet #3 in blue and the spreadsheet includes the system hardware for each building.

ii. These buildings require unique identification of each component tested or inspected during the semi-annual and annual inspections according to Section 3.2.1.e.

e. Provide device identification for each fire protection system device tested or inspected (pull station, flow switch, smoke detector, horn, strobe, bell, duct detector, heat sensor, FACP, FDC, tamper switch, etc.). The contractor will uniquely identify by an exact description giving its location, a unique identifier, and the test or inspection result for each device.

f. Provide the following records to the Contractor Monitor:

I. Completed pass/fail spreadsheets for devices within patient care buildings, updated each quarter.

II. Reports for tenant and ancillary services buildings Fire Alarm Control Panels, Kitchen Hoods, Fire Hydrant testing Wet Sprinkler testing, Dry Sprinkler testing, and summary reports on contractor’s own forms.

III. Each quarter the contractor shall provide a binder to SGHC of completed device testing spreadsheets. Additionally, the contractor will provide an electronic copy of the device testing spreadsheets be provided.

IV. Documentation that follows Joint Commission standard EC.02.03.05 EP27, which states:

i. Documentation of maintenance, testing, and inspection activities for Standard EC.02.03.05 EP’s 1 – 20, 25, 28 (including fire alarm and fire protection systems) includes the following:

1. Name of the activity

2. Date of the activity

3. Inventory of devices, equipment, or other items

4. Required frequency of the activity

5. Name and contact information, including affiliation, of employee that performed the activity.

6. NFPA standard(s) number and the year (EP 28) referenced for the activity on documentation, reports, and all invoices.

7. Results of the activity

V. Operational, testing, and maintenance manuals as applicable. Upon completion of work for new systems and/or equipment, the Contractor will carefully test all pieces for actual operation as made to function and provide the Contract Monitor with an operation and maintenance manual for each piece of equipment or each new system and/or piece of equipment.

g. Complete the semi- annual inspection of the patient buildings within 15 calendar days of the start date of the contract resulting from this solicitation.

h. Ensure that tests, inspections, and reporting work be completed to meet the following schedule, based on building group, each quarter of the contract.

I. Overnight Patient Care Buildings: These 10 buildings must have their scheduled quarterly tests & inspections, as shown on the attached spreadsheets, completed within the first eight (8) weeks of the start of each quarter. The Inspection Reports must be submitted to the Director of the Fire Safety & Environment of Care (DFS & EOC), within two weeks of the last day of test completion.

II. Tenant and Ancillary Services Buildings: These 22 buildings must have their scheduled quarterly tests & inspections, as shown on the attached spreadsheets, completed within the first ten (10) weeks of the start of each quarter. The Inspection Reports must be submitted to the Director of the Fire Safety & Environment of Care (DFS & EOC), within two weeks of the last day of test completion.

i. Respond within four (4) hours to each call for repair. These calls include trouble shooting, investigation, identification, and replacement of fire alarm system components and peripheral devices followed by expedited repairs. All repair work must be pre-approved by the DFS and EOC/designee with a proposal and quote approved in writing from the Spring Grove Hospital Center’s Procurement Office.

j. Provide mechanical and electrical repairs, and new, pre-approved replacement parts for all repairs. Those repairs recommended to prevent failure must be pre-approved by the Director of Environment of Care. Any costs for hardware, components and peripheral devices must be approved by the SGHC DFS & EOC/designee. All materials are at the Contractor’s verified costs, which requires the Contractor to submit their suppliers invoice to SGHC for reimbursement.

k. Provide services that meet the specifications contained and referenced within this solicitation to the satisfaction of the DFS and EOC. Should the DFS and EOC determine the service does not satisfactorily meet the requirements, the Contractor shall remain at the site to complete the job to the satisfaction of the DFS and EOC.

l. Ensure that all materials, supplies, equipment, or services required by the contract resulting from this solicitation comply with the applicable U.S. and Maryland Occupational Safety and Health Act Standards.

m. Immediately notify the Contract Monitor in writing, setting forth the Contractor’s observations/suspicions and request instructions should if at any time during the performance of work required by the contract resulting from this solicitation, the Contractor finds or has reason to suspect the presence of asbestos in the work area. At the same time, the Contractor shall withdraw all the Contractor’s personnel from the potentially contaminated area.

n. The Contract Manager or her designee will give written notice of performance issues to the Contractor, clearly describing the problem and delineating remediation requirements(s). The Contractor shall respond with a written remediation plan within three (3) Business Days and implement the plan immediately upon written acceptance of the Contract Manager. If performance issues persist, the Contractor Manager may request the immediate removal of the person(s) whose performance is at issue and determine whether a substitution is required.

o. Warranty for a two (2) year period commencing on the date of substantial completion of the project:

I. That the work contains no faulty or imperfect material or equipment or any imperfect, careless or unskilled workmanship.

II. That the Contractor shall correct, repair or remove and replace with proper work without cost to the Hospital or the State, any work found not to be as guaranteed by this section or otherwise not in conformity with the Contract and that the Contractor will make good all damages caused to other work or materials in the process of complying with this section.

III. That the entire work shall be watertight and leak proof in every particular aspect, as applicable.

p. Meet with the DFS & EOC/designee, within three (3) business days of the Contract Award, for confirmation of the required inspections start date and will work with SGHC’s staff as assigned/designated by the DFS and EOC/designee.

q. Not perform additional work not stated in specifications that may lead to additional costs without written approval from the DFS and EOC or the SGHC Procurement Office.

r. Provide SGHC with two (2) current working telephone numbers and a name of their representative to be contacted at all times for the necessity during these hours:

I. Normal working hours II. “After” normal working hours/evenings III. Saturdays and Sundays IV. State Holidays.

s. Upon completion of each day’s work, the Contractor shall submit to the Director of Maintenance /designee, a service ticket for review and approval, and must include:

I. Date of service II. Location of work performed.

III. SGHC and the Contractor both shall maintain one copy for records and verification upon invoicing.

t. The service ticket is the authorizing document for verification of satisfactory work completion and must be submitted with the Contractor’s invoice. If Contractor’s service tickets are not submitted with the invoice, and/or was not approved by the DFS & EOC/designee, the invoice processing may be delayed and possibly not paid at all.

3.3.0 Departments Obligations

3.3.1 The State will provide normal office working facilities and equipment reasonably necessary for

Contractor performance under the Contract. Any special requirements shall be identified. The Contractor shall report to the DFS & EOC/designee prior to starting any work.

3.3.2 The State is responsible for providing required information, data, documentation, and test data to facilitate the Contractor’s performance of the work.

3.3.3 The Contract Monitor will work with the Contractor to schedule all required services within a reasonable time frame.

3.3.4 Before any work beings, the Awarded Contractor shall confer with the DFS and EOC to review the full scope of work, Contractor Guidelines policy, Sign-In & Out requirements, Fire/Safety Guidelines established for the facility, and other policies related to the work, a sequence of procedure, means of access to the premises, use of approaches, use of facilities, and meet SGHC staff the Contractors will be working with

3.3.5 If it becomes necessary to perform work on days or at times other than those indicated above or on holidays, special permission must be obtained in advance from the State’s representative in writing.

3.3.6 State holidays shall be observed by the Contractor and shall include:

● New Year’s Day

● Martin Luther King Day

● Presidents Day

● Memorial Day

● Juneteenth

● Independence Day

● Labor Day

● Columbus Day

● Veteran’s Day

● Thanksgiving Day

● Native American Heritage Day

● Christmas Day and all other additional days authorized by the Governor, plus official general election holidays.

3.4 Contract Term

The term of this contract(s) is for a period of one (1) year beginning in October of 2023 and ending in September 2024.

3.5 Contractors Liability Insurance

Responsibility for Damage Claims

The Contractor shall indemnify and save harmless and defend the State and all of its representatives from all suits, actions, or claims, of any character brought on account of any injuries or damages sustained by any person or property in consequence of any work performed under this Contract either by the Contractor or any subcontractor, or their employees, agents, or representatives.

Liability Insurance

1. The Contractor and its subcontractors shall maintain such insurance as shall protect the Contractor from claims under Workmen’s Compensation Act and the Federal Employers Liability Act by coverage with insurance companies or by methods acceptable to the State Insurance Commissioner and by no other method, for damages which may arise from operations under this Contract, whether such operations be by the Contractor or by any subcontractor or anyone directly or indirectly employed by either of them.

2. The Contractor shall protect the Contractor self and the State from any claims from

Bodily Injury, Liability, and Property Damage Liability.

3. The limits for Bodily Injury Liability shall be not less than $1,000,000/$2,000,000; that is, $1,000,000 is the limit for injury per occurrence and $2,000,000 in the aggregate. The minimum limit for Property Damage Liability shall be $1,000,000 per occurrence and $2,000,000 for aggregate.

4. The above policies for Bodily Injury and Property Damage Liability Insurance shall be so written as to include Contingent bodily Injury and Property Damage Liability Insurance to protect the Contractor against claims from the operations of subcontractors.

5. Certificates of the Contractor’s insurance containing evidence of the Hold Harmless

Clause protecting the State of Maryland shall be filed with the Procurement Coordinator and shall be subject to the approval of the Procurement Officer for adequacy of protection. No work shall be started at the site until appropriate certificates of insurance are filed and approved by the Procurement Coordinator.

Fire and Extended Coverage Insurance

The Contractor shall carry, at the Contractor’s own expense, Builders Risk Insurance for the Contract amount, insuring against the perils of Fire, Lightning, Extended Coverage, Vandalism, and Malicious Mischief, subject only to the minimum standard deductibles currently filed by the Insurance Service Office with the State Insurance Department. The State will provide no coverage during the construction period

3.6 Responsibility for damage.

The Contractor shall repair and restore to its original condition any equipment, materials, or surfaces damaged or disturbed by his operations. The Contractor shall be entirely responsible for any loss or damage to his own materials, supplies, and equipment, and to the personal property of his employees while they are on State premises. The Contractor shall be solely responsible for any damage to the building or its contents and for any loss or damage to any property belonging to the owner or the owner’s employees when such loss or damage may be attributable to his actions or negligence or the actions of his employees.

3.7 End of Contract Transition

The Contractor shall provide transition assistance as requested by the State to facilitate the orderly transfer of services to the State or a follow-on contractor, for a period up to 30 days prior to Contract end date, or the termination thereof. Such transition efforts shall consist, not by way of limitation, of:

a. Provide additional services and support as requested to successfully complete the transition;

b. Maintain the services called for by the Contract at the required level of proficiency; and

c. Provide updated System Documentation, as appropriate; and

d. Provide current operating procedures (as appropriate).

3.7.1 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Contract Monitor. The Contract Monitor may provide the Contractor with additional instructions to meet specific transition requirements prior to the end of the Contract.

3.7.2 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of State personnel or a third party, as directed by the Director of Somatic Services/Contract Monitor

3.7.3 The Contractor shall support end-of-Contract transition efforts with technical and project support.

SECTION 4 – ATTACHMENTS & APPENDIX

ATTACHMENT A1. SAMPLE SMALL PROCUREMENT CONTRACT

The sample contract for viewing is included in the eMMA solicitation online. This document is for informational purposes only and should not be included in the bid offers.

ATTACHMENT A2. SPREADSHEETS #1-5 AND CAMPUS MAP

The spreadsheets and campus map are provided as reference in the Scope of Work and included in the eMMA solicitation online.

ATTACHMENT A3. HOSPITAL POLICIES

The attached hospital policies, “Interim Life Safety, Policy & Procedure No. 9.2” and “Contractor Guidelines, Policy & Procedures SGHC062707” are included in the eMMA solicitation online and must be followed in performance of work associated with the contract resulting from this solicitation.

ATTACHMENT B.1 BID INSTRUCTIONS

B-1 Bid Instructions

In order to assist each Bidder in the preparation of its Bid and to comply with the requirements of this solicitation, Bid Instructions have been prepared. Each Bidder shall submit its Bid in accordance with the instructions as specified herein. All bids should be submitted in the eMMA solicitation bid tab section.

Bids must be received by the Procurement Officer no later than the Bid Due date and time indicated in the RFB Key Information Summary Sheet in order to be considered.

Bids must be submitted via eMMA (eMaryland Market Place Advantage)

a. The Bid shall contain all price information in the format specified on the Bid Form and Instructions in the eMMA bid tab. Complete the entire eMMA bid tab. Do not amend, alter, or leave blank any items on the Bid tab or include additional clarifying or contingent language on or attached to the Bid Form. Failure to adhere to any of these instructions may result in the Bid being determined to be non-responsive and rejected by the Department.

b. DO NOT hand delivery any replies to the facility

The Bid is used to calculate the Bidder’s TOTAL BID PRICE. Follow these instructions carefully when completing your Bid Form:

A) All Unit and Extended Prices must be clearly entered in dollars and cents, e.g., $24.15.

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

C) Quantities are to establish an hourly rate only and are not meant to be the established quantities during the term of the contract.

D) Except as instructed on the Bid Form, nothing shall be entered on or attached to the Bid Form that alters or proposes conditions or contingencies on the prices. Alterations and/or conditions may render the Bid not responsive.

E) It is imperative that the prices included on the Bid Form have been entered correctly and calculated accurately by the Bidder and that the respective total prices agree with the entries on the Bid 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.

F) All Bid prices are to be fully loaded prices that include all costs/expenses associated with the provision of services as required by the RFB. The Bid price shall include, but is not limited to, 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. If labor rates are requested, those amounts shall be fully-loaded rates; no overtime amounts will be paid.

G) Unless indicated elsewhere in the RFB, sample amounts used for calculations on the Bid Form are typically estimates for evaluation purposes only. Unless stated otherwise in the RFB, the Agency does not guarantee a minimum or maximum number of units or usage in the performance of the Contract.

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

I) The Bidder shall submit any Minimum Qualifications documentation that may be required in “Bidder

Minimum Qualifications.” (Section 2.1) J) Bids that are less than $15,000.00 are not required to return attachments C, H, and N.

ATTACHMENT B.2 REPAIR HOURLY RATES

The “Repair Hourly Rate” attachment is available in the eMMA solicitation online and must be uploaded with the other required documents upon bid submission; however, the totals noted on the attachment will not be added to the bid for award basis. They are for estimate only and are not guaranteed to be paid in full during the contract.

ATTACHMENT C BID PROPOSAL AFFIDAVIT

Attachment C: Bid Proposal Affidavit AttachmentC-Bid_Proposal-Affidavit.pdf (maryland.gov)

ATTACHMENT H CONFLICT OF INTEREST AFFIDAVIT

Attachment H: Conflict of Interest Affidavit AttachmentC-Bid_Proposal-Affidavit.pdf (maryland.gov)

ATTACHMENT N CONTRACT AFFIDAVIT

Attachment N: Contract Affidavit Attachment N – Contract Affidavit (maryland.gov) https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/AttachmentC-Bid_Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/AttachmentC-Bid_Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2020/03/Attachment-N-Affidavit.pdf