Specification_-_FM25-31_MAC_X-Ray_Power_Source.pdf

MARYLAND DEPARTMENT OF PLANNING

MARYLAND HISTORICAL TRUST

JEFFERSON PATTERSON PARK & MUSEUM

APRIL 1, 2025

INVITATION FOR BIDS – SOLICITATION FM25-31

MAC X-RAY POWER SOURCE

I. Summary of work This project involves providing all labor, overhead, equipment, materials, parts, incidentals, supervision, and services necessary for and related to the purchase and initial installation of a new x-ray power source for the x-radiography unit at the Maryland Archaeological Laboratory (MAC.) The project site is located on Jefferson Patterson Park and Museum (JPPM), 10515 Mackall Road, Saint Leonard, Maryland 20685.

JPPM strongly urges the contractor to visit the site and familiarize themselves with the conditions under which they will perform the work. At the scheduled site visit, each contractor will be permitted to examine and familiarize themselves with the full nature and extent of the work and obtain answers to questions about or clarifications of the contract. It is the sole responsibility of the contractor to familiarize themselves fully with the contents of these specifications. Failure to do so does not relieve the contractor with the successful bid from their obligations to comply with all aspects of this Invitations for Bids (IFB) package for the amount they specify as their bid. The State of Maryland or JPPM will not make allowance for any errors on the contractor’s part for failure to consider any conditions or circumstances existing on the site that may affect the contemplated work. The fact that the contractor submits a bid will be taken as evidence that the contractor has a full knowledge of the extent and character of the work and the problems in performing it.

II. Permits, certificates, laws, Licensing, and ordinances

A. The contractor must procure all necessary permits, certificates, and licenses required by law for the execution of the work. State of Maryland authorized inspection agencies will conduct inspections.

B. The contractor must comply with all requirements of Annotated Code of Maryland, Business Regulation Article, Title 9A (latest revisions and supplements), Code of Maryland Regulations (COMAR) 09.15 (latest revisions and supplements), any and all bulletins, policies, directives, etc. issued by the Maryland Department of Labor, Licensing, and Regulations (DLLR) (latest edition). Additionally, the contractor must comply with the latest editions of applicable codes, regulations, standards, and laws in performing this work (for example, COMAR, the National Electric Code, International Building Code, International Mechanical Code, International Plumbing Code, etc.). The contractor will remove, replace, and repair any violations when so directed by the Executive Director of JPPM or a designee, at the contractor’s expense.

C. The contractor and subcontractors must comply with minimum insurance requirements established under Annotated Code of Maryland, Business Regulation Article, Title 9A-402 (latest revision). The contractor shall submit with the bid a Copy of current insurance certificates. All insurance certificates must be kept current during the term of the work or contract. Please mail updated copies to the Business Manager at JPPM.

D. The contractor or subcontractor must be licensed in Maryland or certified, depending on the nature of the work to be performed. The contractor will designate an individual as their Master License or Certificate holder who will be responsible for all services to be performed under the contract.

III. Bid Submission Packet

JEFFERSON PATTERSON PARK AND MUSEUM

A. JPPM must receive the bid on or before the due date. The contractor may submit their standard bid sheet but must also submit the filled out and signed IFB sheet. In addition, the following items must be submitted with the bid:

1. Itemized costs to include cost of power source, installation, removal/disposal and testing.

2. Signed bid/proposal affidavit (attachment 1),

3. Signed “conflict of interest affidavit and disclosure” (attachment 2),

4. Name and current license or certificate number of designated master license or certificate holder for the contract. Provide copy of current license or certificate,

5. Copy of current insurance certificates. All insurance certificates must be kept current during the term of the work or contract. Please mail updated copies to the business manager at JPPM.

6. Acknowledgement of receipt of any amendment(s) to this IFB. Please supply a letter on the company’s letterhead acknowledging receipt of amendments.

B. Please fill in and submit the “No Reply” form (attachment 5) if you do not wish to provide a bid. JPPM will regard any bids without the required and completed paperwork, or any bids received after the due date, as non-responsive.

C. If any amendment(s) to the IFB are distributed, all bidders must acknowledge receipt of the amendment(s).

D. The contractor must be validly formed and in good standing (or qualified to do business) in the State with the Maryland State Department of Assessments and Taxation. See website https://egov.maryland.gov/BusinessExpress/EntitySearch.

IV. Safety V. The contractor will adhere to the Maryland Occupational Safety and Health Act (MOSHA) and

U.S. Department of Labor, Occupational Safety and Health Administration (OSHA) laws, rules, and regulations as they apply to this project.

VI. Quality Assurance and Workmanship A. The contractor will engage experienced technicians who have completed similar work using similar material and to the same extent as the work required for this Project that has resulted in a record of successful in-service performance.

B. The contractor is responsible for any work subcontracted to others. It is the contractor’s responsibility to ensure that any subcontractor hired adheres to the specifications and contract terms and conditions. The contractor must supply the Executive Director of JPPM or a designee the list of subcontractors the contractor intends to utilize prior to any work commencing.

VII. Cleaning A. The contractor shall: remove all debris daily; at the end of each workday, remove empty cans, rags, rubbish, and other discarded materials from the site; continuously keep walkways, driveways, and outdoor living areas broom clean. The contractor will leave the work site in an orderly and clean manner.

B. Upon completion of this work, the contractor will leave the job site in as good or better condition as they found it before the commencement of the work. At the completion of the project, the contractor will immediately remove all their equipment and construction debris from the project site. The State reserves the right to keep all purchased but unused materials, parts, and supplies. The contractor must dispose of all federally or state regulated waste (e.g., asbestos, lead) as mandated by federal and state laws and regulations and must provide a Chain of Custody to the Executive Director of JPPM or a designee.

VIII. Other Conditions A. The contractor will complete all work during a normal workday. A normal workday is defined as Monday through Friday, 7:30 am to 4:00 pm, except for Maryland State Holidays. The contractor may make mutually agreeable arrangements with the Executive Director of JPPM or a designee to come in earlier, later, or on non-working days without extra cost to the State.

https://egov.maryland.gov/BusinessExpress/EntitySearch

B. The contractor must protect existing utilities. The contractor will verify the location of all existing utilities and is responsible for their protection and any relocation as required to complete the project.

C. The contractor will coordinate their work with that of other contractor(s) and staff members working on the premises.

D. The contractor is responsible for all damage to life and property due to its activities or those of its agents or employees relating to the services required under the work described herein.

Damage caused by the contractor will be reported to JPPM on the day of discovery and must be repaired within 30 calendar days.

E. The contractor will notify the Executive Director or a designee prior to any work that would result in the disturbance of soil in or around the work site. The Regional Archaeologist or a designee must be present to approve and monitor soil disturbance on the property.

F. Upon arrival on site to perform an inspection, service call, or repair, contractor must check in with the Maintenance Supervisor or a designee. Immediately upon the conclusion of each inspection, service call, or repair, contractor will notify the Maintenance Supervisor or a designee that the work has been completed.

IX. Duration of the Contract

I. This Contract will be for a period of up to 75 days, beginning upon notice to proceed.

II. Payment to contractor

A. The contractor will submit all invoices for the work described herein within thirty (30) days of the completion of the final inspection of the work and the approval of the Executive Director of JPPM or a designee.

B. The contractor must invoice any approved additional work separately and provide the written document signed by the Executive Director of JPPM or a designee authorizing the additional work.

C. The contractor will submit all invoices, upon completion of the work described herein to the satisfaction of the Executive Director of JPPM or a designee, showing the contract number on each copy and submit to Jefferson Patterson Park and Museum, ATTN: Business Manager, 10515 Mackall Road, Saint Leonard, MD 20685-2433. Electronic invoices shall be sent to jppm.accountspayable@maryland.gov with ATTN: Business Manager clearly indicated in the email.

X. Detailed specifications A. The contractor is furnishing all materials, labor, tools, equipment, overhead to include travel, and incidentals as necessary to complete the following:

1. High voltage power supply: iVario 320 4.SkW

2. Module class: iXRS MiniFocus Module

3. kV Level: 320 kV

4. Cooler: XRC-4S23-OA

a) Hose length – 5m

b) Control cable length – 5m

c) Power cable length – 5m

5. High voltage cable and connectors

a) Cable length – 5m

b) Tube side - R24SL

c) Generator side - R24SL

6. Documentation languages: English

7. Additional Generator Hardware:

a) Controller

i) Emergency Stop: no

ii) X-ray light: red mailto:jppm.accountspayable@maryland.gov

iii) Pre-warn light: blue

iv) Cables length: 15m

v) Controller Desktop Stand: yes

vi) IP Cover: IP54

b) Additional Generator Software

i) iVario Control Software

c) Include pre-wired board B. The contractor will begin work within 60 calendar days upon receiving the notice to proceed date.

C. The building(s) around the installation site will be occupied during all phases of this project.

The contractor will plan and execute all work in such a manner as to reduce interference with the normal function of the building(s).

1. The contractor will always keep all driveways and walkways clear of materials, debris, etc.

times so there will be no interference with the usual traffic serving the building(s).

D. If it is not possible for contractor to avoid interference with the normal use of the building or area, the work shall be performed at such a time or times as mutually agreed upon between the contractor and the Executive Director of JPPM or a designee.

XI. Materials A. The contractor is furnishing all applicable labor, overhead, and services necessary for and incidental to complete this work. The Executive Director of JPPM or a designee must approve parts and materials or any substitutions. Parts, material, and other supplies include but are not limited to: All items and materials necessary to install a new x-ray power supply and remove existing unit.

B. The contractor will provide, as if specified herein, any materials and supplies not specifically mentioned but reasonably implied for the complete, safe, and satisfactory completion of the project.

XII. Pricing The contractor must provide pricing as indicated below. Additional prices are separate and in addition to, but not included in the total cost of the work described herein. Additional prices are intended to cover potentially unforeseen but possible repairs that the contractor may find while performing this work. The contractor may only complete this additional work if it is approved by the Executive Director of JPPM or a designee.

A. On the IFB form opposite item no. 1, the contractor shall insert cost to provide the High voltage power supply iVario 320 4.SkW, as per the specifications outlined in Appendix X.

B. On the IFB form opposite item no. 2, the contractor shall insert cost to install new power source for an existing X-ray unit, ensuring compliance with all applicable electrical codes and safety regulations.

C. On the IFB form opposite item no. 3, the contractor shall insert cost to remove and dispose of current power source for X-ray unit, ensuring proper and environmentally compliant disposal of old power source.

D. On the IFB form opposite item no. 4, the contractor shall insert cost conduct necessary testing to verify the proper functioning of the new power source and provide certification of inspection by a state-licensed private inspector.

XIII. Basis for Selection A. This IFB may be cancelled, and the State may reject any bids when it is in the best interest of the State to do so.

B. The Selection Committee will choose the bid based on the most favorable evaluated bid price.

Evaluation criteria includes responsiveness of the bid to the project requirements and which bid is the most advantageous to JPPM. The selection of the contractor is based on

1. Cost.

2. Experience and expertise

3. Timeline and availability

XIV. IFB MANDATORY STATE PROVISIONS

A. Bidders should give specific attention to the identification of those portions of their proposals that they deem to be confidential, proprietary information or trade secrets and provide any justification why such materials, upon request, should not be disclosed by the State under the Access to Public Records Act, State Government Article, Title 10, Subtitle 6, Annotated Code of Maryland;

B. Minority business enterprises and small businesses are encouraged to respond to this IFB;

C. By submitting a bid to this IFB, a bidder represents that it is not in arrears in the payment of any obligation due and owing the State of Maryland, 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;

D. If JPPM determines before award that facts or circumstances exist giving rise to, or which could in the future give rise to, a conflict of interest, JPPM may request a bidder to provide a conflict of interest affidavit and disclosure. JPPM may also terminate the contract after award, in whole or in part, if it considers termination necessary to avoid an actual or potential conflict of interest;

E. JPPM shall give preference to products and equipment that are mercury-free as required under COMAR 21.11.07.07 where applicable.

F. All bidders certify that they will not engage in the unlawful manufacture, distribution, dispensing, possession, or use of drugs or the abuse of drugs or alcohol in the performance of the procurement, in compliance with the State’s Drug and Alcohol Free Workplace Policy and

COMAR 21.11.08.03.B.