SHSTRE2026_IFB.pdf

S T A T E H I G H W A Y A D M I N I S T R A T I O N

I n v i t a t i o n f o r B i d s ( I F B )

C o n t r a c t s L e s s T h a n $ 5 0 , 0 0 0

PROJECT: Scrap Tire & Rubber Recycling & Pick-up Service

CONTRACT NO. SHSTRE2026

ADVERTISEMENT DATE: May 2, 2024

BID DUE DATE / TIME: May 9, 2024 at 2:00PM

BID LOCATION: State Highway Administration

Hereford Maintenance Shop

306 Mount Carmel Road

Parkton, Maryland 21120

I. SUMMARY STATEMENT

The State Highway Administration is soliciting bids for a contractor to provide scrap tire and rubber recycling and pick-up services for the Hereford Maintenance Facilities at 306

Mt. Carmel Road, Parkton, and 10615 Falls Road, Lutherville. Other SHA property located within Baltimore County may be requested on an as needed basis.

II. ISSUING OFFICE and PROCUREMENT OFFICER

Maryland Department of Transportation

State Highway Administration

Hereford Maintenance Shop

306 Mt. Carmel Road

Parkton, Maryland 21030

The sole point of contact for purposes of this IFB is the Procurement Officer Brain

Gneiting The Procurement Officer may be contacted at telephone number 410-329-6752 between 8:00 A.M. and 4:00 P.M. or by FAX 410-329-6784. NOTE: The vendor is solely responsible for ensuring any information sent to the Procurement Officer by FAX has been received by the Procurement Officer.

III. BID DUE DATE

The Bids must be received by the Procurement Officer or their designee, Dawn Villani, at the State Highway Administration offices located at 306 Mt. Carmel Road, Parkton, MD

21030 on or before May 9, 2024 at 2:00pm local time.

Bids shall be opened publicly at the time, date and location designated above. Due to

Covid19 bids will be posted at the entrance as building access is limited.

Vendors are responsible for assuring that their bids are delivered to the specified location before the deadline for receipt of bids, including those delivered by U.S. Postal Service.

Oral, fax, telegraphic, mailgram or E-mail bids will not be accepted.

Bids, requests for withdraws, and modifications not received by the time and at the place indicated are late and may only be considered in accordance with COMAR 21.05.02.10.

Revised 9-11-14

IV. PRE-BID CONFERENCE

A Pre-Bid Conference will NOT be held.

V. DURATION OF BID OFFER

Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the due date. The Procurement Officer may, however, request vendors to extend the time during which the State may accept their bids. Once a bid is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period.

VI. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small

Procurement Regulations ($50,000 or Less).

VII. TERMS and CONDITIONS

A. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

B. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract.

C. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of

Maryland, and by COMAR 21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

D. Changes. This contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract

(including the Contract price).

E. Termination for Default. If the Contractor does not fulfill obligations under this

Contract or violates any provision of this Contract, the State may terminate the

Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of

COMAR 21.07.01.11B.

F. Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law.

G. Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

H. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination.

Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2).

VIII. SCOPE OF CONTRACTOR SERVICES

A. The objective of this invitation for bid is to secure a contractor that will provide a container to stockpile scrap tire and rubber in, and when notified, pick-up and recycle the scrap tire and rubber. The successful bidder is to recycle the tires and rubber where possible and/or feasible for State Highway Administration to realize a recycling credit.

a. Scrap tire means any tire or part of a tire that no longer is suitable for its original intended purpose by virtue of wear, damage, or defect.

b. Scrap rubber means mud flaps and other large pieces of rubber.

B. The contractor shall provide two thirty (30) yard dumpsters in which to store scrap tire and rubber in for the duration of the contract. The container locations are:

a. Hereford Maintenance Facility: 306 Mt. Carmel Road, Parkton, MD 21120.

b. Barn Location: 10615 Falls Road, Lutherville, MD 21002.

C. The contract shall include all labor, supervision, materials including rental of containers, specialized equipment, transportation, fuel, and insurance necessary to perform the required services under the terms of the contract.

D. Services are expected to be done during normal operating hours, Monday through

Friday, 7:30am to 4:00pm. In extreme circumstances with prior approval, approval may be granted for pick-ups to be done outside of these normal hours.

All approvals must come from an approved State Highway Administration representative.

E. The State Highway Administration observes the following holidays: New Year’s

Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Independence

Day, Labor Day, Columbus Day, Election Day, Veteran’s Day, Thanksgiving

Day, Christmas Day.

Vendor Qualifications

A. Shall have been in the tire and scrap recycling business for a minimum of two (2) years.

B. Insurance information must be received prior to or at the bid opening.

C. Must maintain a current State of Maryland MDE Scrape Tire Hauler License. A copy of the license shall be supplied to the State Highway Administration within three (3) business days of being notified of the contract approval.

D. Proof of vendor’s qualifications may be requested at SHA’s sole discretion.

Vendor/Service Requirements

A. The contract includes the removal and disposal of all scrap tires, without rims, and rubber. All tires are to be removed regardless of the condition.

B. All tires and rubber shall be removed from various locations at no additional charge to the State Highway Administration.

C. Two (2)–thirty (30) yard collection containers acceptable to the State Highway

Administration shall be provided as part of this contract. Containers shall be placed at a location directed by a SHA representative. One will be at the Parkton location, the other at the Lutherville location previously stated.

D. A State Highway Administration representative shall call when a pick-up is needed:

1. All pick-ups shall be made within forty-eight (48) hours of being notified.

2. A contact person and phone number must be supplied to arrange and coordinate each pick-up. The company’s contact person is responsible for ensuring that they pre-schedule the pick-up time at the Barn location so that a

SHA representative is available to let them onto the grounds of the facility. In addition, the company is expected to maintain that pre-scheduled time to ensure that the SHA representative’s time is not wasted waiting for the company to show up.

3. If the forty-eight (48) hour time period falls on a weekend or State holiday, the pick-up shall be made on the next business day.

E. A trip ticket shall be provided upon pick-up. A SHA representative must sign your pick-up ticket.

F. The name, address, telephone number, and scrap tire recycler license number of the recycling facility to be utilized must be provided along with details concerning how these tires are recycled upon approval of the contract.

G. Documentation of the total weight and manner of recycling must be provided within thirty (30) days of each pick-up.

H. All tire and rubber disposal shall comply with the State of Maryland MDE regulations and requirements.

I. A semi-annual summary report recapping all pick-ups must be supplied as stated below:

1. The time frames shall be January through June and July through December of each calendar year.

2. The report shall include dates, tonnage disposed, name of recycling facility, and scrap tire recycler license number.

3. The report shall be sent to the State Highway Administration within fifteen

(15) days after the closing period.

J. Any damage to the State Highway Administration facilities while performing the work under the contract shall be the responsibility of the successful bidder. Any disturbed areas must be restored to their original condition of order and cleanliness by the contractor.

K. Quantities are estimated and used for bid evaluation only.

L. No sub-contractors are permitted to work under this contract without the consent of an appropriate SHA representative.

F. Payment

Subject to the performance of the work and its acceptance by the SHA, successful respondent may invoice the SHA for all appropriate charges for services performed within thirty (30) days after completion of the approved work. All such charges shall be derived in accordance with the prices originally quoted on the

Contract Bid Form, attached hereto and made a part hereof. In the event that successful respondent is not in default of any of the contract terms and conditions, then SHA shall cause said invoice to be timely paid.

Invoices must contain the complete company name, address, telephone number, contact person, F.E.I.N. (Federal Employment Identification Number), and SHA contract number for this contract and a unique invoice number. Invoice shall contain details of services and include copies of the signed delivery tickets that apply. Failure to do so may result in delay of payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

Invoices shall be sent to the following address:

State Highway Administration

Hereford Maintenance Shop

306 Mt. Carmel Road

Parkton, MD 21120

Note: The State Highway Administration is exempt from Maryland Sales and

Use Taxes by Exemption Certificate Number 3000256-3 and from Federal Excise

Taxes by Exemption Number 52-73-0358K. Do not include tax.

IX. LIABILITY:

The Contractor must be covered by a sufficient amount of liability insurance. The

Contractor shall provide this Administration with proof of liability insurance and coverage before the contract is awarded.

X. BID CONTENT

The bidder shall submit an original Contract Bid Form for this Project. The bid shall be submitted on Attachment No. I. Attachment No. I is not to be altered in any way and is to contain only the price or prices stipulated on the form.

Bid submissions must be:

• Submitted in a sealed envelopes.

• Addressed to SHA Hereford Maintenance Shop

ATTN: Dawn Villani, 306 Mount Carmel Road, Parkton, MD 21030.

• Clearly marked with the full name and address of the bidder.

• Clearly marked with the contents of the envelope (i.e., "Bid Submission - Contract

No. SHSTRE2026.

XI. OPENING of BIDS

Bids will be opened publicly in accordance with the provisions in COMAR 21.05.02.11 on the date and time specified in Section III of this IFB.

XII. DURATION OF THE CONTRACT/PROJECT

The duration/term of the contract is thirty-six (36) months or total payments of $ (Dollar

Amount), whichever comes first.

XIII. ATTACHMENTS

Contract Bid Form -- Attachment No. I

C O N T R A C T B I D F O R M – A T T A C H M E N T - I

This form is to be completed in its entirety, is not to be altered in any way and is to contain only the price or prices stipulated on the form.

State Highway Administration IFB No.: SHSTRE2026

Vendor Name:

Date of Bid:

Column A Column B Column C Column D

Item / Description Quantity

(See Note a)

Vendor’s Bid per Unit

Total Cost ($)

(Column B x C)

Disposal Rate (per ton) to include hauling for each pick-up and monthly rental of 2 each 30-yard dumpsters. Pick up/dispose dumpsters quarterly.

250 tons

TOTAL BID AMOUNT (Sum of Column D) (See Note b)

NOTE:

a ) Qu an t i t i e s a re e s t ima ted an d u sed fo r b id ev a lua t i o n o n ly . Th ey may no t rep re sen t t h e ac tu a l q uan t i t ie s ex p e r i en ced o n ce th e co nt rac t i s award ed .

b ) SHA i s ex emp t f ro m Mary l an d Sa l e s an d Use Tax es b y Exemp t io n Ce r t i f i ca t e Nu mb er 3 0 0 02 5 6 -3 an d f ro m

Fed e ra l Ex c i se Tax es b y Ex emp t io n Nu mb er 5 2 -7 3 -03 5 8K. Do n o t i n c lu d e t ax i n b id pr i ce s

F O R T H E C O N T R A C T O R :

S i g n a t u r e / D a t e :

P r i n t N a m e :

T i t l e :

F e d e r a l T a x I . D . N u m b e r :

P h o n e N u m b e r :