STMDOOR24 IFB Amended.pdf

STMDOOR24 – Replacement and Repair of Exterior Doors at MDOT SHA Facilities in St Mary’s County

M A R Y L A N D D E P A R T M E N T O F T R A N S P O R T A T I O N

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: Replacement and Repair of Exterior Doors at MDOT SHA

Facilities in St. Mary’s County

CONTRACT NO. STMDOOR24

ADVERTISEMENT DATE: Tuesday, April 16, 2024

QUESTIONS DUE: Monday, April 30, 2024 @ 11:00 A.M. EST

BID DUE DATE / TIME: Friday, May 10, 2024 @ 1:00 P.M. EST.

BID LOCATION: State Highway Administration Leonardtown Maintenance Facility 27345 Point Lookout Road Leonardtown, MD 20650

I. SUMMARY STATEMENT

The Maryland State Highway Administration is soliciting lump sum bids for a Contractor to furnish and install two (2) Steel entry doors with frames, furnish and install one (1) Single steel entry door (using existing frame), furnish and install one (1) Glass Store front door (using existing frame), and remove old and install new weatherproofing on 13 additional exterior doors. All four new doors should include replacement hardware and reinstallation of the existing door handle. This work will be done at the Administration’s Leonardtown Maintenance Facility buildings located at 27345 Point Lookout Road, Leonardtown Maryland, 20650.

Work associated with this project shall not interfere with the maintenance facilities work under emergency or winter operations. All work must be complete within 21 calendar days from the Notice to Proceed (NTP). The successful contractor shall furnish all supervision, labor, tools, transportation, equipment, Hoist, and materials necessary to perform all work in accordance with this specification and scope of work in the manner called for, and to the satisfaction of the State Highway Administration Office of Maintenance (OOM). This is a non-exclusive Contract. It does not include all work expected to be performed in the designated areas. Therefore, at times, other Contractors may be performing similar work that is not associated with this Contract.

II. ISSUING OFFICE AND PROCUREMENT OFFICER

Maryland Department of Transportation State Highway Administration Leonardtown Maintenance Facility 27345 Point Lookout Road Leonardtown, MD 20650

The MDOT SHA Contract Manager for this contract shall be Mr. Philip Burch. The Contract Manager can be contacted by phone at 301-475-8035. The Contract Manager has also appointed a designee, Lorrie Olson, to act on his behalf.

The sole point of contact for the purposes of this IFB is the Procurement Officer, Debbie Bohle. The Procurement Officer may be contacted on telephone number 301-475-8035 between 8:00 A.M. and 4:00 P.M. or by fax 301-475-3815.

NOTE: The contractor 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 Bid must be received by the Procurement Officer, Debbie Bohle, at the Leonardtown Maintenance Facility located at 27345 Point Lookout Road, Leonardtown, MD 20650 no later than 1:00 P.M. local time, on Friday, May 10, 2024.

Contractors 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, electronic, or E-mail bids will not be accepted.

It is the bidder’s responsibility to verify the scope data, building measurements, and difficulty of the work to be performed prior to submission of bids. All bidders are encouraged to make an on-site inspection of the locations where the work will be performed to become completely familiar with existing conditions. A site inspection will allow the prospective bidder to familiarize oneself with all conditions that may affect the performance under, and cost of, the contract. Failure of the bidder to familiarize oneself with the measurements and conditions shall not constitute a basis for contract adjustments after award.

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

Bids, requests for withdrawals, 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.

IV. PRE-BID CONFERENCE AND QUESTIONS

No pre-bid meeting will be held for this advertisement.

Individual walkthroughs to examine the facility can be scheduled by contacting the following MDOT SHA personnel Monday – Friday 08:30 A.M. – 4:00 P.M. While a walk through is not mandatory, this is an opportunity for the vendor to view the spaces referenced in the Scope of Contractor Services and confirm measurements and existing conditions. Appropriate auxiliary aids and services for qualified individuals with disabilities will be provided upon request. Please contact the Procurement Officer to set up an appointment.

All questions must be submitted to the Procurement Officer no later than Monday, April 30, 2024, at 11:00 A.M. local time. Any information regarding the requirements or the interpretation of any provision of the

Contract Documents shall be requested, in writing, and delivered no later than this date and time. Responses to questions or inquiries having any material effect on the bids shall be made by written addenda sent to all prospective bidders via eMaryland Marketplace Advantage (eMMA). The Administration will not respond to telephone requests for information concerning this IFB that would materially affect the bid.

Requests for information or questions shall be submitted in writing. They must be emailed to dbohle@mdot.maryland.gov; if attached to the email please provide them in Microsoft Word or PDF format.

Each request for information or questions shall include the Contract number and the name and address of the originator.

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 the contractor 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.

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 the 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. This contract will only cover work at the SHA facilities or buildings in St. Mary’s County.

B. Contractors are highly encouraged to visit the site of work to take measurements of the door project and review the worksite for anything that will impact the work to be completed. SHA will not be providing measurements. Site visits may be arranged by contacting the procurement officer listed in Section II.

C. Contractors must meet all Federal OSHA, MOSH, state and federal guidelines in the performance of work and proper handling and disposal of waste and or contaminated materials.

D. Vendors shall clear all debris from the worksite daily.

E. Vendors shall provide all materials, supplies, tools, labor, fabrication, equipment, overhead, fuels, transportation. SHA will provide zero support to the vendor in accomplishing the work. This is a “furnish and install” contract. A fully operable final product is expected upon completion of work.

F. No work shall be subcontracted out.

G. Project is expected to start within 10 days of Notice to Proceed (NTP) being issued by the Leonardtown

Maintenance Shop. Upon starting the installation, vendor shall have 10 days to complete.

H. The disposal of the existing door system, operator, wiring and controls will be the responsibility of the contractor.

I. Contractor must provide manufacturer’s warranty on all materials and warrant the installation workmanship for a period of 1 year.

J. No work shall be started, and no orders placed by vendor until notice to proceed or signed contract is sent to the contractor.

IX. CONTRACTOR’S QUALIFICATIONS

A. The contractor ‘s business shall have been established for a minimum of five (5) years and be licensed and fully eligible to perform work in the State of Maryland.

B. All work performed under the contract shall be completed by technicians that are familiar with door installation, repair, and maintenance. Proof of Vendor’s qualifications may be requested at SHA’s sole discretion.

C. Contractors must meet all Federal OSHA, MOSH, state and federal guidelines in the performance of work and proper handling and disposal of waste and or contaminated materials. Vendors shall use the best practices established in the construction industry to perform this work. All work to be done in a safe manner, adhering to OSHA, MOSH, SMACNA and NATIONAL ELECTRICAL codes/regulations and standards.

D. The contractor shall submit three (3) references with the bid on Attachment No II Reference Sheet, the name, address, telephone number and point-of-contact of at least three firms, for which the bidder provided similar services within the preceding 24 months.

E. References may be checked prior to award. Any negative responses received may result in disqualification of the bid.

F. Contractor must provide manufacturer’s warranty on all materials and warrant the installation workmanship for a period of 1 year. Any re-works that are needed due to vendor’s error shall be made at no cost to SHA.

X. SPECIFICATIONS FOR EXTERIOR DOORS

1. Install one (2) 36”x80” fire rated steel entry doors, frame, threshold, two (2) mortise locksets, two

(2) rim cylinders to match existing lockset finish, and keyway or approved equal (It is the contractor’s responsibility to verify and confirm measurements).

2. Install one (1) 36”x80” Glass store front door with, magnetic strike, and panic bar to match existing or approved equal (It is the contractors responsibility to verify and confirm measurements) .

3. Install one (1) 36”x80” fire rated steel entry door using existing frame, w/ mortise locksets, rim cylinder to match existing keyway or approved equal (It is the contractor’s responsibility to verify and confirm measurements).

4. All doors shall match existing brown/bronze color.

5. Remove old and install new weather stripping on remaining thirteen (13) steel entry doors.

XI. WORK SCHEDULING, PROCEDURES, & WORKMANSHIP

A. Scheduling:

1. No work shall be initiated under this agreement until a specific contract has been executed. No minimum number of hours shall be paid per on-site visit under this Contract. No minimum show-up time shall be paid under this contract. No service call fees shall be paid under this contract. The Administration will pay only for work performed.

2. Normal work hours shall be Monday through Friday 7:30 A.M. to 4:00 P.M., not including State of Maryland recognized holidays. State holidays include New Year’s Day, Martin Luther King, Jr. Day, Presidents’ Day, Memorial Day, National Independence Day, Independence Day, Labor Day, Columbus Day, Election Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. MDOT SHA shall furnish a list of applicable holiday dates to the awarded contractor.

3. The Contractor shall sign-in and sign-out at the administrative office of the facility when reporting for work and when leaving. When signing out, the Contractor must present a “Contract Work Record” detailing the work performed that day. This document will become part of the Administration’s records and will be used when verifying payment. The Contractor will not be paid if there is no written record of sign-in and sign-out times.

4. The Contractor shall contact the Contract Manager, or their authorized representative, in order to gain access to any secure areas within the service locations. The Contract Manager, or their authorized representative, will arrange an escort for the Contractor to accompany them to secure locations in order to complete the work included in this IFB. Upon completion of the work, a signed verification of the locations accessed shall be included with the detailed service records provided by the Contractor to the Contract Manager.

B. Procedures:

1. The Contractor shall furnish all labor, supervision, materials, parts, equipment, tools, transportation, and insurance necessary to ensure completion of the work outlined in the IFB to the satisfaction of the Administration.

2. All work shall be performed as described in the IFB. All material shall be as specified or approved as equivalent by the Contract Manager. No material shall be installed without the approval of the Contract Manager.

3. Parts and materials furnished by the Contractor shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material. Manufacturers’ warranties shall apply to new material/parts provided. The Contractor shall provide the Administration with all relevant manufacturers' warranty documents upon completion of installation and prior to leaving the job site.

4. The Contractor shall maintain detailed records for all work performed on this Contract. The Contractor shall provide materials lists and as-built drawings as requested by the Administration.

5. The Contractor shall guarantee all work included in the Contract against any and all defects in workmanship, design, materials, and installation, including latent defects, and shall satisfactorily correct, at no cost to the Administration, any such defect that may become apparent within a period of no less than one (1) year after completion of work. The warranty period shall commence upon date of acceptance by the Administration.

6. No sub-contractors shall be permitted to work under this contract without the consent of the MDOT SHA Contract Manager

7. Any work performed outside the Scope of Work described in this IFB will not be paid if not preapproved by the Contract Manager.

8. The Contract Manager, or their authorized representative, will inspect all work performed and be the final judge in determining if the work has been performed correctly, completely, and according to the specifications in this IFB. In the event the work performance of the Contractor is unsatisfactory, the Contractor will be notified by MDOT SHA Contract Manager and be given seven

(7) calendar days to correct the work. There will be no additional charge to MDOT SHA for corrective actions or re-works. Continued failure to correct deficiencies may result in termination of the contract.

C. Workmanship:

1. All personnel performing under the contract must adhere to current MDOT SHA building safety protocols, including, but not limited to, participating in entry questionnaires, and utilizing proper personal protective equipment (PPE). Failure or refusal to adhere may result in denial of initial access to, or removal from, the MDOT SHA facility. Repeated failures to adhere may result in personnel being precluded from working under the contract.

2. The Contractor shall ensure that all employees wear visibly recognizable uniforms and carry proper photo identification when working in any MDOT SHA buildings.

3. The Contractor shall be responsible for proper personal conduct of all their personnel while on MDOT SHA premises. The Contractor shall not employ any person or persons, in or about the premises, who shall use improper language or act in a loud and/or boisterous manner. MDOT SHA may require dismissal of those employees whom MDOT SHA deems incompetent, careless, or otherwise objectionable to the public interest.

4. The Contractor will perform all necessary work as provided for in this contract so as not to interfere with the normal operations of the MDOT SHA facility. Contractor’s employees are not to use or tamper with any office machines, equipment, computers, or MDOT SHA employee’s personal property. Any use of MDOT SHA telephones is prohibited unless prior approval is granted by the MDOT SHA authorized representative.

5. Contractor shall, at all times, leave the work area clean and free of materials, debris, and Contractor's equipment, to the satisfaction of the Contract Manager, or their authorized representative. The Contractor shall be responsible for removal and disposal of all debris and defective materials removed in performance of the work and shall do so in strict accordance with all applicable regulations, codes, laws, and ordinances. The Contractor shall provide appropriate documentation detailing proper disposal of any hazardous materials.

6. The contractor shall be responsible for any damages to facility surfaces, fixtures, furnishings, or contents during performance of this contract. Any such damage will be repaired by the contractor at the company’s expense and to the satisfaction of SHA.

XII. PAYMENT

Subject to the performance of the work, and its acceptance by the MDOT SHA, the Contractor shall submit invoices for services performed within fifteen (15) days of completion of the work. Invoices for work performed prior to June 30 shall be submitted no later than July 5 to comply with the Administration's Fiscal Year End requirements.

Invoices must contain the complete company name, remit to address, telephone number, contact person, F.E.I.N. (Federal Employment Identification Number), MDOT SHA provided contract number, a unique invoice number, and invoice date. The invoice shall clearly describe details of services and include the location/address of services and dates of services. Failure to do so may result in a delay of payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

MDOT SHA 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.

Each location of service shall be invoiced separately, and invoices shall be sent to the following addresses:

State Highway Administration Leonardtown Maintenance Shop 27345 Point Lookout Road

Attention: Lorrie Olson

XIII. LIABILITY

The Contractor must be covered by a Commercial General Liability insurance policy with a limit of liability no less than $1,000,000 per occurrence, and no less than $2,000,000 aggregate. The Contractor shall maintain Workers’ Compensation Insurance, at minimums required by Maryland law, for all employees in their company who perform services for the Administration. Exclusions for the required Workers’ Compensation Insurance will be allowed for owners or officers that submit the required exemption documentation. The Contractor shall provide this Administration with proof of insurance coverage before the contract is awarded.

XIV. 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 cannot be altered in any way and is to contain only the price or prices stipulated on the form. Attachment No. II Contractor Reference Form must be submitted with the bid.

Bid submissions must be

• submitted in a sealed envelope.

• Addressed to:

State Highway Administration

Leonardtown Maintenance Facility 27345 Point Lookout Road

Attn: Debbie Bohle

• 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. STMDOOR24)

XV. 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.

XVI. BASIS OF AWARD

The award shall be made in accordance with the provisions in COMAR 21.05.02.13.

The unit prices quoted are required for establishing a unit cost for each service and providing a grand total for the purpose of evaluating bids. The award will be based upon the lowest Total Bid Amount and be awarded to the lowest responsive and responsible bidder for the services required in the amount not to exceed $50,000.00.

In the event of tie bids, the provisions of COMAR 21.05.02.14 shall determine the successful bidder.

XVII. DURATION OF THE CONTRACT

The duration of the contract is six (6) months, or until all funds have been exhausted.

XVIII. ATTACHMENTS

Contract Bid Form -- Attachment No. I Contractor Reference Form – Attachment No. II

A T T A C H M E N T - I

C O N T R A C T B I D F O R M

S T M D O O R 2 4 - P a g e O n e ( 1 )

This form is to be completed in its ent irety, is not to be altered in any way.

and is to contain only the pr ice or prices st ipulated on the form.

State Highway Administration IFB No.: STMDOOR24

Company Name:

Bid Due Date:

Friday May 10, 2024 @ 1pm

Column A Column

B

Column C

Column D

Item/Description Qty Unit of Measur e Unit Price

Total Cost (Column B x C)

Replacement and Repairs of Exterior Doors - Lump Sum Bid for All Work Specified in this IFB

1 Each $ $

TOTAL BID AMOUNT (Sum of Column D)

NOTE:

a) MDOT SHA is exempt from Maryland Sales and Use Taxes by Exemption Certif icate Number

3000256-3 and from Federal Excise Taxes by Exemption Number 52 -73-0358K. Do not include tax in bid prices .

b) I f the “Total Bid Amount” results in a total that exceeds $50,000, the contract with the low bidder wi l l be written as “not to exceed $50,000” using the unit prices established in Column C.

A T T A C H M E N T - I

C O N T R A C T B I D F O R M

S T M D O O R 2 4 - P a g e T w o ( 2 )

For the Contractor:

Company Name

Federal Tax ID No or Social Security No.

Address

City State Zip

Phone _____________________________________

Fax _____________________________________

Email _____________________________________

Representing the above Company _________________________________________

Signature

Print Name & Title

Date

My Signature above indicates that I fully understand this IFB and can perform the scope of work as defined for submitted bid price.

A T T A C H M E N T - I I

C O N T R A C T O R R E F E R E N C E F O R M

S T M D O O R 2 4 Reference 1

Reference 2

Reference 3

Name:

Address:

Telephone Number:

Email Address

Contact Person Name:

Type of Services Provided:

Duration/Dates of Services Provided: