Solicitation Invitation For Bid Laboratory Services.pdf

STATE OF MARYLAND

Department of the Environment 1800 Washington Boulevard

Baltimore, Maryland On behalf of:

Air and Radiation Administration

INVITATION FOR BID (IFB)

LABORATORY SERVICES

Closing Date: December 14, 2022 at 2:00 p.m.

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which award will be limited to certified small business vendors. 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.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

Warning: A prospective vendor who has received this document from a source other than the Issuing Office should immediately log in or register on the new eMaryland Marketplace Advantage (eMMA) (http://procurement.maryland.gov) system so that further communications can be sent to the prospective bidder. Failure to contact the Issuing Office may result in non-receipt of important information.

KEY INFORMATION SUMMARY SHEET

STATE OF MARYLAND

INVITATION FOR BID (IFB)

IFB Issue Date: November 14, 2022

Issuing Office: Maryland Department of the Environment

Air and Radiation Administration Radiological Health Program

Baltimore, MD 21230

Issuing Office Point of Contact:

Procurement Officer: Jacqueline F. Harrison Maryland Department of the Environment

Operational Services Administration

(410) 537-3079 jacqueline.harrison1@maryland.gov

Contract Monitor: Eva Nair, Program Manager IV Maryland Department of the Environment Radiological Health Program

Bid(s) Received At: Maryland Department of the Environment

Air and Radiation Administration Radiological Health Program

Closing Date and Time: December 14, 2022 2:00 PM

Background and Purpose:

The Maryland Department of the Environment (MDE), Radiological Health Program (RHP) is soliciting for a vendor who can provide an estimate of four thousand (4,000) or more radon tests kits and laboratory services.

Nature of Work:

The Maryland Department of the Environment, Radiological Health Program (RHP) is seeking to protect public health by providing radon awareness, and to encourage radon testing and mitigation in homes with high-radon levels. In order to effectively operate this mission, it is necessary to create a relationship with a vendor who is able to distribute and analyze radon test kits for stakeholders throughout the state of Maryland.

The purpose of this IFB is to retain radon testing services. The contactor must be aware of the importance of maintaining the integrity of the data generated under this contract since the results will be used to inform Maryland stakeholders of an environmental issue with health implications.

Scope of Work:

Provide test kits with the following specifications:

1. A diffusion barrier, activated-charcoal or equivalent test kit with a minimum of 30g charcoal.

2. No expiration date and an indefinite shelf life when properly stored in a low humidity, climate-controlled environment.

3. A minimum 48-hour and maximum 96-hour exposure time.

4. Test kits must be sealed and instructions for proper use shall be included with each test kit.

5. Test kits must have a unique individual ID number.

Collect Resident Information - The following information should be collected from each Maryland resident for each individual test kit: name, mailing address, testing address (if different from mailing), email address, county, contact telephone number, test date start time, test date end time, and date mailed.

Provide Replacement Test Kits - If initial test results are invalid for any reason, the Contractor shall provide one (1) replacement test kit (2 maximum per testing address) to the Maryland resident for re-testing. If the test kit is delayed or damaged by reasons unrelated to the Maryland resident, free replacement test kits must be provided at the expense of the Contractor.

Send Reminder Emails - Follow-up emails must be provided:

1. To remind the Maryland resident to use the test kit if not received by the Contractor within a 25-35 day time frame.

2. To offer the Maryland resident a second test to retest for a radon level above 4.0 pCi/L, and/or

3. To direct the Maryland resident to MDE for a list of radon mitigators certified by the

NRSB or NRPP for a radon level above 4.0 pCi/L.

Personalize - The MDE logo, Department Name, Program Name, MDE website, and contact information should be provided on the following:

1. Website for ordering test kits

2. Test kits

3. Report results provided to the Maryland resident.

Delivery and Return-

Mailing Service – All postage costs shall be included in the unit price bid. Postage requirements are as follows:

1. Test kits, including return-mailing instructions, should be sent via third class mail from the Contractor to the Maryland resident.

2. Test kits shall be returned via first class mail from the Maryland resident to the Contractor.

3. Test results to Maryland residents should be electronic or by third class mail if requested.

Address Verification - Verify that the address provided by Maryland resident is valid according to the United States Postal Service (USPS).

Delivery Time – Vendor should deliver orders within 14 days after orders are placed. Test results should be delivered to the resident within 7 days after processing.

Deliverables to MDE:

1. Monthly test results will be provided by the laboratory electronically to MDE. Reports should include at a minimum all data (listed below) collected by the Contractor for each test kit:

i. Date kit requested by Maryland Resident;

ii. Test kit mailed to Maryland resident (pre-test);

iii. Start and end test date;

iv. Date test kit received from Maryland resident (post-test);

v. Laboratory analysis date;

vi. Geocoded location data;

vii. Radon levels (pCi/L);

viii. Housing classification:

1. Building type,

2. Floor level;

ix. Presence of existing mitigation system;

x. Total number of kits distributed to Maryland residents;

xi. Total number of kits received from Maryland residents; and

xii. Total number of unprocessed kits from Maryland residents.

2. Provide a future-specified amount of test kits directly to the RHP

Non-exclusive Use:

It is the RHP’s intention to obtain goods and services as specified in this IFB from a contract between the selected contractor and the State. However, this contract shall not be construed to require the State to procure exclusively from the Contractor. The State reserves the right to procure goods and services from other sources when it is in the best interest of the State to do so and without notice to the Contractor. The State makes no guarantee to the selected Contactor that the State will purchase any minimum or maximum amount of services from the Contractor. The resulting contract will fix the unit prices for the term of the contract.

Bidder Eligibility:

Prospective bidders must meet the requirements of this IFB or the proposed contractor will be considered ineligible and their bid will be rejected.

Contractor (Bidder) Knowledge, Management, Experience and Technical Capabilities

The prospective contractor (bidder) must document the ability to provide at a minimum the following specifications and service criteria. Bidders must include the following information in the submitted bid package to be considered a qualified bidder:

1. Bidder must provide valid proof of official current national laboratory certification(s) from either the National Radon Safety Board (NRSB) or the National Radon Proficiency Program (NRPP).

2. Bidder must provide written documentation to the RHP which includes, but is not limited to, demonstrating how the laboratory maintains a viable and well-maintained Quality Assurance/Quality Control (QA/QC) Program with documented procedures that includes, but is not limited to, Standard Operating Procedure (SOP) manuals, equipment calibration and maintenance procedures, and performance audits.

3. Bidder must conform to procedures as outlined in the current Radon Standards of Practice as defined by the American Association of Radon Scientists and Technologists (AARST) and the American National Standards Institute (ANSI).

Non-Hiring of Employees:

No official or employee of the State of Maryland, as defined under State Government Article, §15-102, Annotated Code of Maryland, whose duties as such official or employee include matters relating to or affecting the subject matter of this contract, shall during the pendency and term of this contract and while serving as an official or employee of the State, become or be an employee of the Contractor or any entity that is a subcontractor on this contract

Questions:

All communications regarding this solicitation are to be made through the Procurement Officer and Contract Monitor, or their designee. Technical and Administrative questions will be submitted by email, and will be directed to Jacqueline F. Harrison, jacqueline.harrison1@maryland.gov or Eva Nair, eva.nair@maryland.gov, who will coordinate a response via an addendum to eMaryland Marketplace Advantage.

All questions shall identify in the subject line the Solicitation Number and Title “LABORATORY SERVICES” and shall be submitted in writing via e-mail to the Procurement officer. Question(s) should be submitted by December 7, 2022 to allow sufficient time for the RHP to respond.

Term of Contract:

The contract term will be two (2) years from the issuance of the purchase order. No level of work is guaranteed. Invoices must be submitted by the contractor each month and reflect each month’s contract work. Payment will be made based on the invoice submitted. Payment will not be made on work that is not completed according to this Invitation for Bids.

There will be a one-year renewal option on this contract at the same rates. The number of test kits to be mailed will vary from week to week.

Bid Content Submission Instructions and Requirements:

A letter of interest, product information with technical specifications, Authorization letter to provide goods and services (if applicable), three references and the attached bid form must be submitted by the due date and time.

Bids will not be opened publicly.

mailto:eva.nair@maryland.gov

Bids must be submitted on Attachment A the “Bid Form” Bids will not be accepted via email or fax. If it becomes necessary to revise any part of this Invitation for Bid (IFB) or if additional data is necessary to enable the exact interpretation of provisions for this IFB revisions will be sent to all vendors who request or receive the initial IFB.

Acknowledgment of the receipt of any amendments, agenda and/or changes issued is required.

Bids must be submitted electronically via eMaryland Marketplace Advantage (eMMA) at https://emma.maryland.gov. BIDS are due by 2:00 p.m. EST on December 14, 2022. BIDS received after this time shall not be accepted.

Verification of Registration and Tax Payment:

Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803,301 West Preston Street, Baltimore, MD 21201. For registration information, visit https://www.egov.maryland.gov/businessexpress It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and time. The Bidder’s failure to complete registration with SDAT may disqualify an otherwise successful Bidder from final consideration and recommendation for Contract award.

Payment:

Payment will be made based on the invoice submitted monthly by the contractor upon completion of all contract work. Payment will not be made on work that is not completed according to this Invitation for Bids. Invoices must be submitted by the contractor each month and reflect each month’s lab work.

Retention of Records:

The Contractor shall retain and maintain all records and documents relating to this contract for three years after final payment by the State hereunder or any applicable statute of limitations, whichever is longer. The contractor shall make such records and documents available for inspection and audit by authorized representatives of the Department, including the Procurement Officer or designees, at all reasonable times.

Contact Term:

The contract term will be two (2) years from the issuance of the purchase order. It is anticipated that the RHP will require a minimum of four thousand (4,000) test kits each year during the contract period although no level of work is guaranteed. There will be a one-year renewal option on this contract at the same rates. The State of Maryland has the right to cancel or terminate this Contract for any reason anytime during the contract period.

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Additional Contract Terms and Conditions:

The terms and conditions for the State of are referenced in Attachment B.

ATTACHMENT A

BID FORM

LABORATORY SERVICES

USE THIS BID FORM TO SUBMIT YOUR BID

(Do not change this form, attach an additional sheet if necessary)

Contract Qualification Check List

Check if Submitted:

1. Copies of national laboratory certification(s) Yes____No____

2. (QA/QC) Program:

Yes____No____

i. Standard Operating Procedure (SOP) manuals

ii. Equipment calibration and maintenance procedures

iii. Performance Audits

Required Services from Bidder

1. Provide a test kit with the following specifications:

i. A diffusion barrier, activated-charcoal or equivalent test kit with a minimum of

30g charcoal.

ii. No expiration date and an indefinite shelf life when properly stored in a low humidity, climate-controlled environment.

iii. A minimum 48-hour and maximum 96-hour exposure time.

iv. Test kits must be sealed and instructions for proper use shall be included with each test kit.

v. Test kits must have a unique individual ID number.

2. Collect Resident Information - The following information should be collected from each Maryland resident for each individual test kit: name, mailing address, testing address (if different from mailing), email address, county, contact telephone number, test date start time, test date end time, and date mailed.

3. Provide Replacement Test Kits - If initial test results are invalid for any reason, the Contractor shall provide one (1) replacement test kit (2 maximum per testing address) to the Maryland resident for re-testing. If the test kit is delayed or damaged by reasons unrelated to the Maryland resident, free replacement test kits must be provided at the expense of the Contractor.

4. Send Reminder Emails - Follow-up emails must be provided:

i. To remind the Maryland resident to use the test kit if not received by Contractor within a 25-35 day time frame.

ii. To offer the Maryland resident a second test to retest for a radon level above 4.0pCi/L, and/or

iii. To direct the Maryland resident to MDE for a list of radon mitigators certified by the NRSB or NRPP for a radon level above 4.0pCi/L.

5. Personalize - The MDE logo, Department Name, Program Name, MDE website, and contact information should be provided on the following:

i. Website for ordering test kits,

ii. Test kits, and

iii. Report results provided to the Maryland resident.

6. Delivery and Return

i. Mailing Service – All postage costs shall be included in the unit price bid. Postage requirements are as follows:

a. Test kits, including return-mailing instructions, should be sent via third class mail from the Contractor to the Maryland resident.

b. Test kits shall be returned via first class mail from the Maryland resident to the Contractor. First class mail is required as the exposed test kit is time sensitive.

c. Test results to Maryland residents should be electronic or by third class mail if requested.

ii. Address Verification - Verify that the address provided by Maryland resident is valid according to the United States Postal Service (USPS).

iii. Delivery Time – Vendor should deliver orders within 14 days after orders are placed. Test results should be delivered to the resident within 7 days after processing.

7. Deliverables to MDE:

i. Monthly test results will be provided by the laboratory electronically to MDE.

Reports should include at a minimum all data (listed below) collected by the Contractor for each test kit:

a. Date kit requested by Maryland Resident;

b. Test kit mailed to Maryland resident (pre-test);

c. Start and end test date;

d. Date test kit received from Maryland resident (post-test);

e. Laboratory analysis date;

f. Geocoded location data;

g. Radon levels (pCi/L);

h. Housing classification:

1. Building type,

2. Floor level;

i. Presence of existing mitigation system;

j. Total number of kits distributed to Maryland residents;

k. Total number of kits received from Maryland residents; and

l. Total number of unprocessed kits from Maryland residents.

ii. Provide a future-specified amount of test kits directly to the RHP

Laboratory Analysis/Test Kit/Services, per single (1) test kit $______________ (Total Cost)

SUBMITTED BY:

COMPANY

ADDRESS

PHONE EMAIL ______

FEDERAL ID# ______ MBE or SBR #

Signature

Printed Name

Contract will be awarded according to the lowest price total cost for a test kit and all associated services.

Bids shall be submitted by 2:00 PM on December 14, 2022 using the attached Bid Form ATTACHMENT A. Bids must be submitted electronically via eMaryland Marketplace Advantage (eMMA) at https://emma.maryland.gov. BIDS received after this time shall not be accepted.

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