Short Term Revised 10 19 BPM055504_OFM EMERGENCY GENERATOR PM_cb edits th edits.pdf

Emergency Generator Preventive Maintenance and Repairs Solicitation #: BPM055504 IFB Document

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STATE OF MARYLAND

THE DEPARTMENT OF GENERAL SERVICES

(DGS)

INVITATION FOR BIDS (IFB)

EMERGENCY GENERATOR PREVENTIVE MAINTENANCE AND

REPAIRS

IFB NUMBER BPM055504

ISSUE DATE: OCTOBER 16, 2026, OCTOBER 19, 2026

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/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small businesses. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a certified small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance - DGS Emergency Generator Preventive Maintenance and Repairs

Solicitation Number:

BPM055504

IFB Issue Date: October 16, October 19, 2026

IFB Issuing Office:

Department of General Services (DGS)

Procurement Officer:

Tone Hansford 301 West Preston Street

Baltimore, Maryland 21201

Email:

Phone Number:

tone.hansford@maryland.gov

(410) 767-4738

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM055504 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:

N/A

Scheduled Site Visit

N/A

Questions Due Date and Time:

October 20, 2026, at 10:00am Local Time

Bid Due (Closing) Date and Time:

October 20, 2026, at 2:00pm Local Time, October 22, 2026, at 2:00pm 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).

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MBE

Subcontracting Goal:

N/A

VSBE

Subcontracting Goal:

N/A

Procurement Method:

A Contract will be awarded in accordance with the 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:

Two (2) months with no renewal options

Primary Place of Performance:

Department of General Services Locations Statewide

SBR Designation: Yes

Federal Funding: No

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Table of Contents - IFB

Contents

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Contractor Responsibilities and Tasks

3. Supplemental Category of Work Requirements and Responsibilities

4 Standard Terms and Conditions

4.1 Contract Initiation Requirements

4.2 End of Contract Transition

4.3 Invoicing

4.3.1 Invoice Submission Schedule

4.3.2 Travel Reimbursement

4.4 Liquidated Damages

4.4.1 MBE Liquidated Damages

4.4.2 Liquidated Damages other than MBE

4.4.3 Problem Escalation Procedure

4.5 Work Orders

4.6 Payments by Electronic Funds Transfer

4.7 Prompt Payment Policy

4.8 Federal Funding Acknowledgement

4.9 Conflict of Interest Affidavit and Disclosure

4.10 Non-Disclosure Agreement

4.10.1 Non-Disclosure Agreement (Bidder/Offeror)

4.10.2 Non-Disclosure Agreement (Contractor) .......................... Error! Bookmark not defined.

4.11 Maryland Healthy Working Families Act Requirements

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

4.13 Insurance Requirements

5 Bid Submission Information and Instructions

5.1 eMaryland Marketplace Advantage (eMMA)

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5.2 Electronic Means

5.3 Pre-Bid Conference

5.4 Questions

5.5 Bid Due (Closing) Date and Time

5.6 Receipt, Opening and Recording of Bids

5.7 Duration of Bids

5.8 Revisions to the IFB

5.9 Cancellations

5.10 Incurred Expenses

5.11 Protest/Disputes

5.12 Bidder Responsibilities

5.13 Acceptance of Terms and Conditions

5.14 Compliance with Laws/Arrearages

5.15 Verification of Registration and Tax Payment

5.16 False Statements

5.17 Confidentiality of Bids / Public Information Act Notice

5.18 Use of Bidder’s Form Not Binding on State

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

5.20 Bid Delivery Instructions

5.21 Bid Evaluation Criteria and Award Basis

5.22 Tie Bids

5.23 Reciprocal Preference

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

6 IFB Appendices and Exhibits

6.1 Appendices (Table C)

6.2 Exhibits (Table D)

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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:

1. Minimum of one (1) year of the entity being formed and in business

2. Minimum of one (1) year, within the last five (5) years of successful

Emergency Generator Maintenance service performance comparable to the following, as required in this IFB:

1. Scope

2. Type

3. Size, magnitude, and complexity

B. The Bidder shall provide with its Bid online “Attachment L Reference Checks" with a minimum of three (3) references of companies or organizations for which the Bidder provided services in scope, type, size, magnitude, and complexity comparable to those specified in the Scope of Work. Each reference shall be from a client for whom the Bidder has provided services within the past five (5) consecutive years. (The Department reserves the right to request additional references or utilize references not provided by a Bidder.)

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a Contract between the successful Bidder and the State of Maryland (“State”): for the purposes of furnishing maintenance services for emergency generators, including automatic transfer switches and all associated equipment at the various locations throughout the State under the authority of the Office of Facilities Management within the Department of General Services.

All work shall be performed in accordance with applicable regulations, codes, and laws and in accordance with the manufacturer’s recommendations.

Attachment M – List of Current or Prior State Contracts (May be used to meet requirements of Section 1.1.A (Information obtained regarding the Bidder’s level of performance on State Contracts will be considered as part of the responsibility determination by the Procurement Officer.)

2.2 This Contract does NOT include the uninterruptible power supply system. Transfer switchgear equipment descriptions are available in Exhibit 4_OFM Emergency Generator Equipment List

2.3 Background and Purpose

The State of Maryland Department of General Services (DGS) aims to maintain and improve operations at the Annapolis, Baltimore, and Multi-Service Center facilities, which include 43 buildings across the State of Maryland. This solicitation seeks to establish a contract with a qualified contractor to provide maintenance services for emergency generators at these DGS facilities located in Attachment K.

2.3.1 State Staff and Roles

2.3.1.1 Contract Monitor

A. Each region will identify a Contract Monitor (or multiple). receiving services under this Contract shall identify a Contract Monitor.

B. All communication between the Agency and the Contractor shall be conducted through the Contract Monitor or designee.

C. The Agency shall submit the name and phone number of the respective Contract

Monitor, with a copy provided to the DGS Procurement Officer.

D. Only the DGS Procurement Officer, subject to applicable law, has the authority to modify the Contract.

2.3.2 State’s Right to Perform Work

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A. If the Contractor fails to complete the work properly or diligently or fails to perform any provision of the Contract, the State may correct such deficiencies at the Contractor’s expense or terminate the Contract for default.

B. The State shall have the right to inspect the Contractor’s shop facilities for repair and spare parts inventory, having first given a minimum of three (3) days' written notice that it intends to do so.

2.3.3 Other State Responsibilities

A. The State will provide normal office work facilities and equipment reasonably necessary for Contractor performance under the Contract.

2.4 Contractor Responsibilities and Tasks

Contractor’s Requirements / Scope of Work The Contractor may subcontract Transfer Switchgear work, but shall meet the following requirements:

1. Certified Electrical Transfer Switch Technicians assigned to this Contract shall have certification from a recognized school (ASCO, Zenith, or equivalent), and a copy of their certifications must be submitted with the bid.

1. The Contractor must comply with all requirements of the Annotated Code of

Maryland (latest revisions and supplements), COMAR (latest revisions and supplements), and, all bulletins, policies, directives, etc. issued by the Maryland Department of Labor (DOL) and the Building Officials and Code Administrations International, Inc. (BOCA) National Mechanical Code (latest edition).

2. The Contractor must have a means of contacting emergency personnel 24 hours per day, seven (7) days per week, to respond to emergencies within two (2) hours.

3. Upon request, the Contractor shall submit documentation qualifying the Project Manager, to include a resume, background clearance, and three (3) client references.

These documents must reflect at least two (2) years’ experience, with emergency generator maintenance supervision for services of the type and size of this IFB. With reference to the resume, it must list details of the length of employment, type, and size (square footage) of the buildings serviced by the Project Manager.

4. The Contractor shall own or acquire by the start of the Contract all necessary equipment to perform all services described in the specifications. Equipment must be safe and in good condition and may be inspected before the Contract is awarded.

5. The Contractor or subcontractor must satisfy the Contract Monitor that an adequate stock of parts necessary to maintain and repair the equipment specified herein and that the Contractor’s maintenance staff is provided with a vehicle containing the necessary stock and tools to perform preventive maintenance, minor repair, emergency repairs, and major repairs on generators.

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B. PRE-WORK CONFERENCE

1. Prior to the successful Bidder for this Contract moving onsite to engage in actual work, they meet with the Superintendents, or Assistant Superintendents, or both, at a pre-work conference. The required pre-work conference may be waived at the State’s discretion.

2. The pre-work conference is intended to provide the successful Bidder with:

a. An orderly introduction to the requirements of the Department of General Services (DGS) and Building Management, with regard to the expectations of Management from the Contractor within the terms and conditions of this Contract.

b. Any discussion of the requirements in the Contract documents that either party may find confusing and unclear as to the meaning or intent of the contract, either as a whole or in part, therein.

c. A general discussion among conferees to provide enlightenment so that work may begin and continue in a professional and congenial manner.

d. The Contractor will be allowed time for their technicians to thoroughly evaluate all the equipment. It should be assumed that all equipment is in proper operating condition, as specified by the manufacturer’s standards.

e. The Contractor will be required to certify acceptance of the equipment within 30 days of the Contract start date and will not be allowed to claim any pre-existing conditions requiring repairs after certification. Failure to submit a timely certification of acceptance will be considered “as is” acceptance of the equipment.

C. PREVENTIVE MAINTENANCE SCHEDULE

This Contract covers November 1–December 31, 2026. The Contractor shall perform preventive maintenance due during that period under the applicable manufacturer’s service intervals and the maintenance requirements identified in this solicitation. Quarterly, semiannual, annual, and operating-hour intervals apply when due; the two-month term does not independently require performance of every listed interval.

D. The monthly preventive maintenance price shall include all labor, supplies, lubricants, testing, and replacement items expressly included in the preventive maintenance requirements. These costs shall not be billed separately as repairs.”

E.

1. Check the condition of batteries. Recharge or replace the battery if it fails to hold an adequate charge.

2. Check the automatic transfer switches' operations. Replace the Contractor’s relays if they malfunction and lubricate all moving parts.

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3. Check all instrumental panel gauges for proper operation. Calibrate and/or replace if malfunctions.

4. The procedures listed below are as specified by the engine-generator set manufacturer. The preventive maintenance section of this contract includes, but is not limited to, the performance of these procedures.

5. The Preventive Maintenance Schedule outlined in the bid shall generally coincide with general industry practice. Upon approval of the respective facilities management, the schedule may be modified to accommodate the Contractor’s issues, providing the minimum requirements are met. The minimum requirement is the respective equipment manufacturer's recommended service.

6. The preventive maintenance schedule is broken down into three (3) groups (see below). The schedule for each group is based on calendar months. The generators are used as a standby installation which operates only during electrical utility failures and weekly one (1) hour exercise periods. There is, however, a possibility that unusual conditions (such as prolonged utility outages) could cause the engine-hours interval to be reached before the calendar-month interval. In this case, the Contractor shall perform the maintenance operations specified when the engine-hour interval has been reached, as per the manufacturer’s guidelines.

a. The groups are as follows:

i. Quarterly Checks

ii. Semi-Annual Checks

iii. Annual Checks

b. Under this Contract, the Contractor shall perform all checks as required by the above schedule. The Contractor shall provide and maintain a maintenance service checklist at each location.

c. All procedures shall be performed in strict accordance with the manufacturer’s instructions.

d. Any defects found, as a result of any check, shall be repaired by the Contractor as a minor repair as defined.

7. All lubricants, hydraulic fluids, antifreeze, additives, and replacement OEM relays, gauges, and/or sensors (as determined defective/malfunction), etc., required to perform preventive maintenance shall be paid for and furnished by the Contractor as part of this Contract.

8. The Contractor shall establish and program an automated weekly start (exercise) system for the generator. This system shall initiate a no-load exercise cycle once every week, starting and running the generator for approximately thirty (30) minutes without transferring the building load from utility power. The purpose of this exercise cycle is to ensure engine lubrication, maintain internal component integrity, and sustain proper battery charge.

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a. The automated weekly start system shall be configured through the generator’s onboard control program, or, if applicable, through the automatic transfer switch (ATS), in accordance with the manufacturer’s recommendations and system design. The Contractor shall verify correct programming and operation of the automated start cycle upon installation and document all settings, parameters, and test results in the generator maintenance log.

b. The Contractor shall also identify and report any generators that do not have the capability to be automatically programmed for a weekly start cycle. Such generators shall be clearly listed in the maintenance documentation, along with the reason for the limitation and any recommended alternative testing or exercise procedures.

c. The Contractor shall, during each scheduled maintenance visit, test and verify that the generator’s weekly automated exercise/start cycle is fully operational.

A detailed log or report shall be completed after each maintenance visit, documenting the date, time, confirmation of successful start, runtime, and all recorded performance metrics. This log or report must be kept onsite near the generator and remain fully accessible at all times.

9. The Contractor shall provide forms to record the results of all procedures performed.

The records shall include a description of any corrective action taken as a result of any check. One copy of the completed record shall be sent to the Building Manager within ten (10) Working Days following the completion of the work. Applicable laboratory reports shall be attached to the record. The record shall show the date the work was completed and the engine hour meter reading at the time of completion.

10. All lubricants, hydraulic fluids, antifreeze, waste oil, etc.

11. The Contractor shall arrange and pay for all laboratory tests.

12. The details of the various check groups are:

Systems - Component Frequency Check Group 1

A Fuel Main tank supply level Quarterly B Day tank supply level Quarterly C Fuel level switch (replace if found malfunctioning) Quarterly D Transfer pump operation Quarterly E Solenoid valve operation (replace if found malfunctioning) Quarterly F Filter(s) Quarterly G Water in fuel system Quarterly H Flexible line connectors (Replace if found defective) Quarterly I Vent and return lines open Yearly

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J Fuel piping (Diesel or Natural Gas) Quarterly K High/Low pressure gas valves regulators. Replace if malfunctioning Quarterly

Check Group 2

A Lubrication Oil level Quarterly B Change Oil Yearly C Change filter(s) Yearly D Crankcase Breather Quarterly E Check oil pressure gauges for proper operation Quarterly Check Group 3

A Cooling Coolant level Quarterly B Antifreeze protection Quarterly B1 Antifreeze Lab Testing Yearly C Change coolant Yearly D Water supply to heat exchanger Quarterly E Air inlets Quarterly F Fan and alternator belts (Replace or adjust as needed) Quarterly G Inspect water pump Quarterly H Block heater operation Quarterly I Air ducts, louvers Yearly J Louver motors, controls Yearly K Clean radiator and heat exchanger to ensure it free of dirt and debris Quarterly L Inspect radiator cap Quarterly Check Group 4

A Exhaust Leakage Quarterly B Drain condensate trap Quarterly C Insulation, fire hazards Quarterly D Back pressure Yearly E Hangers and supports Yearly F Flexible connector(s) Quarterly Check Group 5

A Battery System Electrolyte level Quarterly B Terminals clean, tight Quarterly C Remove corrosion, clean Quarterly D Specific gravity, charge state Quarterly E Charger operation, charge rate Quarterly F Recharge after engine start Quarterly Check Group 6

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A AC Electrical System Visual Inspection Quarterly B Ensure wiring connections are secure Yearly C Check for wire damage Quarterly D Safety and alarm operation Six Months E Controller lamp test Quarterly F Circuit breaker, fuse service Quarterly G Transfer switch main contacts Yearly H Voltage sensing adjustment Yearly I Wire-cable insulation 4 Year or 500 hours

J Check gauges for proper operation and readings. Adjust as needed Quarterly Check Group 7

A Engine Inspection Quarterly B Air cleaner Quarterly C Governor operations, lubrication, calibration, and adjustment Quarterly D Governor oil change Yearly E Ignition components Yearly F Choke, carburetor adjustment Six Months G Fuel system inspection and cleaning as required Yearly H Ensure valves are cleaned and valve lash are checked Three years or 500 hrs.

F. FULL LOAD BANK TEST

1. Scheduling

a. Load Bank Tests will be performed every two (2) years for all generator equipment in all regions.

b. All Full Load Bank Tests will be performed on the weekends at no additional cost to the State to prevent disruptions to government operations and building occupants, unless otherwise requested by the Superintendent and/or designee.

c. Schedules for Full Load Bank testing should be developed in collaboration with the Superintendent and/or designee.

2. Run the generator set and load test at maximum safe capacity using load bank equipment for two (2) hours. Building load will not be an accepted substitute for a load bank test(s) unless prior discussion and approval is granted by the Superintendent and/or their designee.

3. The Contractor shall supply the Contract Monitor with a written report of the test for each generator and upload it into the Computerized Maintenance Management System.

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4. Generators currently serviced under a separate service agreement with another provider are excluded and will be identified. These generators will be incorporated into this scope of work upon expiration of the existing service agreement.

G. UNIT PRICES

1. The Contractor shall submit the unit cost for Full Load Bank Test on each size of generator as detailed in the specs. The price shall be the fixed unit cost throughout the term of the contract. The Contractor shall invoice for the performance of the tests upon completion and include the service ticket signed by the respective facility representative with the invoice. Payment for the Full Load Bank Tests will not be made without substantiation and verification of the tests' performance. The unit cost for the Full Load Bank Test will be broken down into three (3) separate cost categories:

a. 0-250 KW

b. 250-1000 KW

c. 4160 V

H. INOPERATIVE EQUIPMENT

1. Equipment breakdowns or shutdowns resulting from the following conditions shall not keep the generator or related equipment out of service for more than 24 hours from the time the Contractor signs in on site:

a. Electrical Troubles

b. Open Circuits

c. Grounded Circuits

d. Shorted Circuits

e. Electrical or mechanical adjustments

2. The Contractor will not be held financially responsible for internal parts of the motor, motor block, radiator, unless it is shown that damage occurred through improper maintenance, negligence, improper adjustments, or wrong parts installed by the Contractor or their employee.

3. The Contractor shall not be held financially responsible for non-operation of said generator or equipment by reason of fire not related to the Contractor’s work or responsibility, flood, or any other condition generally accepted as an act of God.

I. DEFINITIONS

1. Preventive Maintenance

a. Preventive Maintenance is defined as periodically scheduled work to provide systematic checking, adjustments, cleaning, and routine services as recommended by the equipment manufacturer. The Contract includes parts and labor costs for a preventive maintenance program recommended by the equipment manufacturer, routine testing and inspection of equipment to reduce or avoid service interruptions and achieving optimal operating efficiency and maximum equipment life expectancy. Preventive Maintenance includes developing and recording equipment and system performance and inspection data for operational analysis and anticipated corrective action. All Preventive

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Maintenance shall be in strict compliance with the relevant equipment manufacturer’s recommendations. Preventive Maintenance includes all labor and parts paid by the Contractor.

2. Emergency Maintenance

a. Emergency Maintenance is defined as unscheduled work, other than Preventive Maintenance, that requires immediate action to restore equipment or system operations, to correct mechanical problems that will cause interruptions of operations or will cause damage to operating equipment.

b. In the event of equipment failure, or imminent failure or damage, on-site response by a qualified maintenance mechanic shall be made within two (2) hours after the Contractor has been given notification of an emergency situation. Service response shall be sufficient to restore the equipment or system to operation. If temporary measures are taken to restore functionality, permanent repairs shall be completed within five (5) Working Days.

c. In the event of an emergency, and the generator will be out of service for a period of 24 hours or more, the Contactor shall immediately notify both the Building Manager and Regional Manager to detail the source of the problem.

Upon notification, the Superintendent and/or designee will evaluate the operational impact and determine whether deployment of a temporary generator by the Contractor is required (see IFB Section N. Temporary Generators).

d. Emergency maintenance service shall be available 24 hours per day, seven (7) days per week, through the term of the Contract.

e. Failure of the Contractor to provide Emergency Service within the stated timeframes may be cause to consider the Contractor in default of the Contract by the Procurement Officer.

f. Repairs necessary under Emergency Maintenance shall be paid as follows:

i. The Contactor will pay for all labor and parts costs up to $2,500.00 per incident, per generator, based on the hourly rates established in the contract.

ii. Repair and replacement parts chargeable to the State shall be invoiced at cost, defined as the manufacturer’s charge to the Contractor, including freight and transportation charges as reflected on the manufacturer's invoice.

The State reserves the right to selectively audit Contractors' invoices to verify part costs (COMAR 21.06.03.01). The Contractor must purchase parts from the least costly source. Invoices must include detailed cost breakdowns, including labor hours, labor rates, and copies of manufacturer invoices for parts.

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J. “Repair Authorization and Cost Controls Before beginning separately billable repairs, the Contractor shall submit an itemized estimate identifying the facility, generator, proposed work, labor classifications, estimated hours, applicable Contract rates, parts, and total estimated cost.

K. The Contract Monitor or designated State representative shall authorize the work in writing and establish a not-to-exceed amount. Additional authorization is required before exceeding that amount or materially changing the approved work. Helpers and additional technicians require specific State approval.

L. For emergencies, the designated State representative may authorize initial diagnosis and stabilization by telephone or email. The Contractor shall document the authorizing individual, time, approved work, and spending limit. Telephone authorization shall be confirmed in writing as soon as practicable.

M. A request to respond to a service call does not constitute unlimited authorization to perform repairs or incur charges.

1.

a. A major repair is defined as any scheduled repair requiring equipment shutdown or component replacement, with total costs exceeding $2,500.00 per incident, per generator.

b. The Contractor will pay for all labor and parts costs up to $2,500.00 per incident per generator.

c. The State will pay for all labor and parts costs exceeding $2,500.00 per incident per generator, based on the hourly rates established in the contract.

d. The State reserves the right to seek competitive bids for all major overhauls and repairs as may be deemed necessary by the Agency during the term of the Contract. The Contractor awarded the emergency generator maintenance contract as a result of this solicitation shall work cooperatively with any other Contractor the State may have to perform any major repairs.

e. Major Repairs may be excluded from the scope of the Contract at the discretion of the Contract Monitor. However, if the Agency directs the Contractor to perform a Major Repair, the Contractor shall perform such work in accordance with the hourly rates and terms of this Contract. Repair and replacement parts chargeable to the State shall be invoiced at cost, defined as the manufacturer’s charge to the Contractor, including freight and transportation charges as reflected on the manufacturer’s invoice. The State reserves the right to selectively audit Contractor invoices to verify part costs (COMAR 21.06.03.01). The Contractor must purchase parts from the least costly source.

The invoice must include detailed cost breakdowns, including labor hours, labor rates, and copies of manufacturer invoices for parts.

2. Minor Repairs

a. When performing Minor Repairs, the Contractor shall replace all parts necessary to restore the part equipment to complete operational service. “Part” is defined as the smallest component that effectively and completely accomplishes the required repair. In cases where cost or time considerations warrant replacing a larger assembly, the Superintendent and/or designee shall determine the appropriate course of action.

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3. Parts and Materials

a. Unless otherwise directed, the Contractor shall furnish and install all parts – both those paid by the Contractor and those reimbursed by the State – required for repairs in accordance with the specifications herein. The Contractor shall provide replacement parts from the original manufacturers or substitute parts approved by the original manufacturerRepair and replacement parts chargeable to the State shall be invoiced at cost, defined as the manufacturer’s charge to the Contractor, including freight and transportation charges as reflected on the manufacturer’s charge to the Contractor including freight and transportation charges ass reflected on the manufacturer’s invoice. The State reserves the right to selectively audit the Contractor’s invoices to verify parts costs (COMAR 21.06.03.01). The Contractor must purchase parts from the least costly source.

Invoices must include detailed cost breakdowns, including labor hours, labor rates, and copies of manufacturer invoices for parts.

N. Working Hours

a. Regular service work shall be performed during normal working hours, 7:30 a.m. to 4:00 p.m., Monday through Friday. Emergency and overtime work must be coordinated and approved in advance by the Superintendent and/or designee.

Any callbacks (evenings, weekends, or holidays) and emergency repairs requiring overtime shall be the responsibility of the Contractor and at no additional cost to the State of Maryland.

O. Temporary Generator

1. Emergency Generator Outage and Deployment Requirements

a. In the event that an emergency generator is out of service for a period of 24 hours or more, the Contractor shall immediately notify the Agency designee. Upon notification, the Agency will evaluate the operational impact and determine whether the Contractor's deployment of a temporary generator is required.

b. In the event that an emergency generator is out of service AND the primary source of power to the facility is lost due to a mass power outage or other condition, the Agency shall determine – and in most cases require – that the Contractor supply, install, and make operational a temporary generator to maintain essential services until primary power is fully restored and the emergency generator is returned to operational status in accordance with this Contract.

2. Responsibility Requirements

a. If the need for a temporary generator arises due to the Contractor’s negligence or failure to perform, all associated costs (rental, installation, fuel, labor, parts) shall be the responsibility of the Contractor.

b. The Contractor shall submit a unit cost for weekly and monthly rental of the temporary generator at the respective size (kW). This cost will be used for invoicing throughout the term of the contract. If the temporary generator is not required for an entire week or month, the Contractor shall bill for the use at a daily pro-rated rate based on the establishment unit cost.

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c. The Unit Cost for Temporary Generator rental shall be broken down into six (6) separate categories. The pricing shall require bidders to provide rates for the following categories:

i. Weekly rate for:

(1) 0-250 kW

(2) 250-1000 kW

(3) 4160 V

ii. Monthly rate for:

(1) 0-250 kW

(2) 250-1000 kW

(3) 4160 V

P. SERVICE/TESTING RECOMMENDATIONS COMMUNICATIONS

1. The Contractor shall inform the State representative, who shall be present at the time of service and/or testing, of any operating upkeep procedures, based on the Computerized Maintenance Management System platform work order, necessary between regular service by the Contractor. The Contractor shall report any abnormalities and make repair recommendations to the Superintendent or designee.

Q. COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS)

1. The Contractor shall fully integrate into the DGS Computerized Maintenance Management System (CMMS), currently eMaint, and utilize it as the primary platform for tracking work progress, logging service activities, and documenting all time and material costs. At a minimum, the Contractor shall: (1) receive and respond to work orders within eMaint; (2) provide itemized entries for labor hours, materials used, and services rendered per work order; and (3) upload relevant notes, photos, or supporting documentation as necessary to maintain complete and accurate maintenance records. The Contractor’s use of the CMMS shall align with DGS workflows and support the State’s objectives for data transparency, asset lifecycle management, and service accountability.

2. The Contractor must purchase and maintain a minimum of one (1) professional license to the current CMMS database for the duration of the Contract. This license must be purchased directly from the CMMS vendor, who will then activate it within the DGS platform. Currently, DGS uses eMaint as its CMMS. The current estimated cost per license per year is $1,020.00.

3. The Contractor shall provide a shared email account for use in the CMMS that they will monitor during normal business hours. This email account will be the primary source of all communications from the CMMS platform.

4. Training is available and can be provided by the DGS CMMS Department. The

Contractor will be responsible for notifying the CMMS department to request training or support with technical barriers.

R. SERVICE TICKETS & RECORDS

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1. Service work orders and/or Preventive Maintenance (PM) work orders will be provided by DGS Office of Facilities Management (OFM) using their Computerized Maintenance Management System (CMMS). The Contractor shall utilize DGS’s OFM CMMS system to track progress on and completion of any repairs and PMs.

An electronic work order will be generated for each generator with a listing of maintenance work and will be emailed or provided to the Contractor upon arrival to the site.

2. The Contractor is responsible for entering all information regarding updated work progress, concerns, issues, completion dates and times, parts, and labor charges into the CMMS system for each assigned work or PM. Additionally, the Contractor will provide an itemized part listing to include part nomenclature, part number, price, and date that the document will be clearly labeled with the DGS OFM CMMS work order number that it is related to in an Excel format to the Superintendent and Assistant Superintendent at the completion of each service or repair call. The Contractor will provide an update of all maintenance activities to the OFM Building Manager or Regional Manager.

3. A separate work order is required for each generator worked on in each building serviced. The Contractor must provide a comprehensive, updated list of the preventive maintenance schedule for all equipment serviced at the beginning of each year. This maintenance schedule must be sent in Excel Spreadsheet format to the Superintendent and Assistant Superintendent. The Contractor will, upon request, provide maintenance information to the DGS Building Systems Manager.

Information will include, but is not limited to, schedules, repairs, history, prices, labor hours, parts information, and preventive maintenance information for all DGS-owned facilities under contract.

4. It shall be the responsibility of the Contractor to add a log sheet to the log binder for each generator at each DGS-managed facility where a contract is in place. The log sheet must state each Contractor servicing the equipment, the Contractor's certified mechanic, and contain the date(s) of inspection or additional work, the unit serviced, the parts used, the labor hours used, the service/repairs provided, the problems encountered, and any additional work requested. The log sheets are the property of DGS and shall not be removed for any reason.

5. In addition, billings should be separated by Division, and within the Division, invoices must list the location, generator description, and services provided. The invoice shall be submitted on or before the 15th of the month following the service period to:

Department of General Services Accounts Payable 301 W. Preston Street, Room 1309 Baltimore, MD 21201 dgs.accountspayable@maryland.gov

S. HOURLY BILING RATE

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1. Each bidder must provide on the Bid Form included in the solicitation documents, where indicated, the hourly labor billing rates for each class of employee that will be used in the performance of each type of work on this Contract.

2. Overtime rates must be identified on the submitted price sheet. Overtime work should not be factored into routine repair proposals. If overtime is needed, it must be pre-approved by the Superintendent or Designee.

T. LOCAL CONDITIONS COVERING WORK

1. The successful Bidder shall cooperate with those in authority on the premises to prevent the entrance and exit of all unauthorized workmen or others whose presence is prohibited or undesirable, in order to observe all rules and regulations in force on the grounds and to prevent the loss of or damage to property of the State and its employees. The successful Bidder shall repair any and all damage they may have caused to the building or property to the full satisfaction of the Maintenance Supervisor.

U. ADDITIONAL TESTING REQUIREMENTS

1. The Contractor shall be present and work cooperatively with State representatives and other contractors as necessary to ensure the emergency generator and ATS functions as required for any and all buildings' annual fire alarm and elevator emergency power testing.

2. The Contractor shall work cooperatively with all parties when scheduling all tests to achieve an agreed-upon date.

3. Testing shall be conducted during off-business hours, holidays, and/or weekends at no cost to the State.

V. EQUIPMENT PERFORMANCE STANDARDS

1. The Contractor shall maintain at all times the standard of operation, efficiency, safety, capacity, etc., of the equipment as designed and installed. It is the intent that interrupted service and depreciation be kept to a minimum through an adequate preventive maintenance program.

W. MANUFACTURERS’ RECOMMENDATIONS

1. All maintenance procedures, preventive or otherwise, recommended by the manufacturer for each piece of equipment included in the contract shall become part of the Contract.

X. LIST OF EQUIPMENT

1. Refer to Exhibit 4 _OFM EMERGENCY GENERATOR EQUIPMENT LIST

Y. REDUCTIONS for NON-PERFORMANCE or FAILURE TO MEET STANDARDS

1. The following reductions shall be used in adjusting the Contractor’s invoice when the Contractor fails to perform any task required in these specifications or performs any tasks below the standards as required in these specifications.

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a. First Occurrence – written documentation notice from the Contract Monitor to the Contractor.

b. Second Occurrence – written documentation notice and deduction of 1/60th of the monthly invoice.

c. Third Occurrence – written documentation notice and deductions of 1/30th of the monthly invoice amount.

d. Reductions for “No Shows” may be based on the normal number of

Contractor’s personnel assigned to the building multiplied by the hours normally worked by the Contractor.

e. Reductions for below-standard work may be made if, after the second documented notification, the Contractor has not corrected the deficiency and State workers must be assigned to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task multiplied by the number of hours required for State workers to perform the task.

f. Reductions for non-performance may be made if the task was not done, and

State workers must be assigned immediately to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task, multiplied by the number of hours required for the State workers to perform the task.

g. The referenced conditions (examples) may result in Termination of Contract for

Default by the Procurement Officer.

Z. DISPUTES ARISING FROM REDUCTIONS

1. Should the Contractor dispute the validity of a reduction determination made by the Building Manager, the Contractor may appeal the reduction to the Superintendent within seven (7) calendar days of receiving notice of the reduction.

2. The Superintendent will review the reduction and make written documentation as to the reduction's validity within seven (7) days of the receipt of the appeal from the Contractor.

3. Should the Contractor disagree with the decision of the Superintendent, the Contractor may appeal the Superintendent’s decision to the Assistant Secretary of the Office of Facilities Management, 29 St. Johns Street, Annapolis, Maryland 21401, within seven (7) calendar days of the receipt of the Superintendent's decision.

2.4 Supplemental Category of Work Requirements and Responsibilities

See the attached Facilities Maintenance Supplemental associated with this solicitation.

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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

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

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 that does not satisfy 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. Each Region shall receive an invoice. Identify the building location and generator description/brand within each region;

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

F. Invoice date;

G. Invoice number;

H. State assigned Contract number;

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

J. Goods or services provided;

K. Amount due; and

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

Invoices shall be emailed to dgs.accountspayable@maryland.gov and the region’s contract monitor or designee.

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

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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.

A. PAYMENT TO THE CONTRACTOR

1. At the end of each service interval, the Contractor shall submit their invoice for work performed as specified by the contract. The invoice submitted for payment shall not exceed the appropriate amount for the relevant location and must include a copy of the signed service ticket from each respective agency for the preventive maintenance service. Failure to submit the preceding may lead to deductions from the monthly invoice. For parts or labor over $2,500 per incident, per generator, include all invoices for any parts expenses, freight charges, and labor (if applicable), with signed service tickets and substantiating documentation that the Contractor’s expense limit has been met.

Each invoice submitted for payment must include the contract number and the company’s Federal Tax Identification or Social Security Number.

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.

B. For Items of work for which there is annual pricing (see Attachment B–The Price Form), those items shall be billed in equal monthly installments for the applicable Contract year in the month following the performance of the services.

C. Invoices for work performed on a labor hour or time and materials basis shall be submitted on or before the 15th business day of the month following the end of the year.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this IFB.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

This section is inapplicable to this IFB.

3.4.2 Liquidated Damages other than MBE

This section is inapplicable to this IFB.

3.4.3 Problem Escalation Procedure

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3.5 Work Orders

This section is inapplicable to this IFB.

3.6 Payments by Electronic Funds Transfer

This section is inapplicable to this IFB.

3.7 Prompt Payment Policy

This section is inapplicable to this IFB.

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 that 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 issued 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

This section is inapplicable to this IFB.

3.11 Maryland Healthy Working Families Act Requirements

This section is inapplicable to this IFB.

3.12 The State of Maryland’s Commitment to…