UDPATED_FY27 DOE VET SERVICES_8.14.26_RFQ.pdf

OFFICE OF PROCUREMENT

BUSINESS SERVICES DIVISION

Department of the Environment

(DOE)

REQUEST FOR QUOTATION (RFQ)

NUMBER: WS1806934386

VETERINARY SERVICES

Issue Date: August 14, 2026

THIS SOLICITATION IS OPEN TO ALL INTERESTED OFFERORS

NO HARD COPY SUBMISSIONS WILL BE ACCEPTED

A Prospective Bidder that has downloaded this solicitation from the SPEED eProcurement Platform SAP Business Network or e-Maryland Marketplace Advantage https://emma.maryland.gov/ will receive emailed notices regarding any addenda with changes or additional materials related to this Solicitation.

https://emma.maryland.gov/

PRINCE GEORGE’S COUNTY GOVERNMENT

Office of Procurement

Dear Potential Contractor, Thank you for your interest in this Prince George’s County, Maryland procurement. We look forward to a competitive and successful procurement process.

Please carefully review the response submission requirements outlined in this solicitation. All instructions must be followed precisely, as any misinterpretation or failure to comply may result in your submittal being deemed non-responsive.

Any changes to this solicitation will be issued exclusively through written amendments. Contractors are responsible for reviewing all amendments and complying with the instructions, as well as those included in the original solicitation.

Should you have any questions, please contact the Procurement Officer identified in this solicitation. Also visit our website on How to Do Business with Prince George’s County to find information about registration, certification, and other procurement opportunities.

Thank you for your continued interest in doing business with Prince George’s County Government.

Sincerely, Alice M. Williams Alice M. Williams Office of Procurement Director and Purchasing Agent https://www.princegeorgescountymd.gov/departments-offices/procurement/doing-business-prince-georges-county

PRINCE GEORGE’S COUNTY MARYLAND GOVERNMENT

OFFICE OF PROCUREMENT

SOLICITATION KEY INFORMATION SUMMARY SHEET

Solicitation Name: Prince George’s County Maryland Veterinary Services

Solicitation Number: WS1806934386

Solicitation Issue Date: August 14, 2026

Pre-Bid Teams Meeting August 20, 2026- Microsoft Teams meeting invite will be sent upon request.

Please email the Procurement Officer TaJuana Nelson email: TRNelson1@co.pg.md.us to request invitation meting link.

Closing Date and Time: September 03, 4:00 P.M. Eastern Time

Bids must be submitted in

SPEED:

Bidders may access the solicitation at the following websites:

SPEED eProcurement Platform SAP Business Network eMaryland Marketplace Advantage (eMMA) https://emma.maryland.gov/

Bidders must be registered in SPEED to bid on this solicitation. The solicitation and all applicable documents and notifications will also be available on eMMA.

For assistance with registering for SPEED or to access a listing of FAQ, please visit SPEED eProcurement Platform SAP Business Network

Submission of Questions:

All questions must be submitted in SPEED:

For assistance with registering for SPEED or to access a listing of FAQ, Please visit SPEED eProcurement Platform SAP Business Network

Questions Due By:

August 25, 2:00 P.M. Eastern Time

Bonding Required:

No

For template consistency, the terms “quote,” “offer,” and “bid” may be used interchangeably. The cover page of the solicitation will specify the exact solicitation type.

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SECTION 1

GENERAL INFORMATION

1.0 Prince George’s County Office of Procurement, Business Services Division, is issuing this Request for Quotation (RFQ) to establish a term contract with a Contractor to perform Veterinary Services for the Animal Services Division.

1.1 This solicitation is open to all Bidders.

1.2 Reserved.

1.3 The successful Bidder/Quoter/Offeror (“the Contractor”) shall remain responsible for performance regardless of subcontractor participation. The Contractor, either directly or through its subcontractor(s), must be able to provide all services and meet all requirements of this solicitation. Contractors must provide all labor, materials, and equipment needed for all work to be performed. The County Representative, upon award, will supply the necessary information as required. The Contractor shall perform the required services in coordination with, and subject to review by the County’s designated Representative in the Office of Community Relations and/or the Office of the County Executive or any other County agency.

1.4 All invoices shall be submitted in SPEED within thirty (30) days of satisfactory completion of services for review, approval, and payment. Pursuant to provisions of Section 10A-153 of the County Code, the County shall pay interest in the event payment against “proper” invoices is not made as prescribed.

1.5 Reserved.

1.6 Contract Duration: The Start Date will be the date of award or notice to proceed from the Purchasing Agent or designee. The initial term of this agreement is for a 2- year base period with three one-year option periods. The County’s obligation on this Contract beyond the initial fiscal year shall be contingent upon appropriations for the following year. If, at the time of any contemplated exercise of an option to extend the term of this Contract, the Contract is not in compliance with any County-Based Business or other participation requirements of this solicitation, the Contract shall not be extended.

1.7 The Contractor’s obligations to pay invoices to subcontractors that provided services during the Contract term, as well as the audit, confidentiality, document, and indemnification obligations of the Contract shall survive expiration or termination of the Contract and continue in effect until all such obligations are satisfied.

1.8 Each prospective Contractor shall become fully informed as to the extent and character of the work required.

No consideration will be granted for alleged misunderstanding of the material to be furnished or work to be performed.

1.9 This solicitation is conducted under the procedures of Section 10A of the Prince George’s County Code.

1.10 Submission. See Solicitation Summary Form.

1.11 Revisions of the Solicitation. See Solicitation Summary Form.

1.12 Cancellation of Solicitation. The County reserves the right to cancel this solicitation, or accept or reject any and all submissions, in whole or in part.

http://discovery.ariba.com/profile/AN01496591158

1.13 Confidentiality of Submissions. Offerors must specifically identify those portions of their proposals, if any, which they deem to contain confidential, proprietary information or trade secrets and must provide justification on why such material should not, upon request, be disclosed by the County in accordance with the Maryland Public Information Act, 4-201 et. seq., General Provisions Article of Maryland Annotated Code, County Charter Section 203, and County Administration Procedure 133. Offerors must clearly indicate each and every page that is deemed to be confidential/ proprietary or a trade secret

1.14 Offerors may elect to take minor exceptions to requirements of the solicitation. Any exceptions will be evaluated based on the intent of the Contract. Exceptions may be considered only if they are submitted with the technical proposal submittal. All exceptions will be taken into consideration when evaluating the Offeror’s Proposal. The County reserves the right to accept or reject any exceptions.

1.15 Award Basis. The County intention is to award a fixed-firm rate contract to a responsive, responsible

Contractor capable of delivering the outlined services to the County.

1.16 Incurred Expenses. The County will not be responsible for any costs incurred by any Contractor in preparing and submitting a response to this solicitation.

1.17 Substitution of Key Personnel. If this solicitation requires that a particular individual or personnel be designated by the Contractor to provider services in the resulting award, any substitution of key personnel after the contract has commenced must be approved in writing by the Purchasing Agent prior to the substitution. If the Contractor substitutes key personnel without the prior written approval of the Purchasing Agent, the contract may be terminated for default which shall be in addition to, and not in lieu of, the County’s remedies under the Contract or which otherwise may be available at law or in equity.

1.18 Compliance with Laws/Arrearages. By submitting a bid/proposal/quote in response to this solicitation, the Quoter, if selected for award, agrees that it will comply with all Federal, State, and local laws applicable to its activities and obligations under the Contract. By submitting a response to this solicitation, the Contractor represents that it is in compliance with applicable tax filings and licensing requirements of the Prince George’s County Government; and, if a corporation conducting business in Prince George’s County or the State of Maryland, must be registered in “Good Standing” with the State of Maryland Department of Assessment and Taxation. The successful Quoter shall truthfully execute the Quoter/Proposal Affidavit, Corporation Registration and Tax payment and submit this form, together with a copy of its Certificate of Good Standing, as applicable, within seven (7) calendar days of the County’s Notice of Intent to Award.

1.19 Payments by Electronic Funds Disbursement. Pursuant to County Code Section 10A-153(k)(3), the County Director of Finance requires the Contractor to enroll in Automated Clearing House (ACH) or a similar electronic payment system with the County. Payments can be posted directly to the business bank account.

The County’s Accounts Payable Section will e-mail a separate advice to detail the paid invoice(s) information and to confirm the transmission date so that the business enterprise can update financial records.

The County reserves the right to reverse - without prior notice - any erroneous transmissions.

1.20 Materials and Workmanship. The work performed pursuant to this solicitation shall be under the general direction of the Contractor, but subject to inspection by the County’s authorized representative who may require the Contractor to correct defective workmanship without cost to the County.

1.21 Wage Requirements for County Service Contracts. This solicitation is subject to the County’s Wage

Requirements law for service contracts. Information pertaining to the Wage Requirements law is attached. The “Wage Requirements for Service Contracts (see Attachments) and, if applicable, the “501(c)(3) Nonprofit Organization’s Employee’s Wage and Health Insurance Form” (see Attachments) that are included with this solicitation must be completed and submitted with your bid/proposal/quote. Failure to complete and submit the required certification and pricing material on the form(s) will render your bid/proposal/quote unacceptable under County law and the bid/proposal/quote will be rejected for non-responsiveness.

1.22 Personnel and Equipment. The Contractor represents it has in its employment or shall secure at its own expense; all personnel required to perform the services under this solicitation. Such personnel shall not be the employees of, nor have, any contractual relationship with the County. All services required hereunder shall be performed by the Contractor utilizing his/her own equipment or County approved equipment. All personnel engaged in the work shall be fully qualified, authorized, and licensed under the Federal, State and local laws to perform such services.

1.23 The Contractor shall supply a list of equipment, if applicable, (see Attachment C) which it owns or intends to lease in the performance of the tasks under this contract. Failure to supply this information as requested may result in a rejection of the bid/proposal/quote.

1.24 Subcontracting. Any person undertaking a part of the work under the terms of the Contract, by virtue of any agreement with the Contractor, must receive approval of the Purchasing Agent prior to any such undertaking.

In the event a Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish with their bid/proposal/quote, the names, qualifications, and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work done by its subcontractors. The County may terminate the Contract if the subcontract is executed without the prior approval of the Purchasing Agent.

The Contractor shall pay each of its subcontractors (including a material supplier) for satisfactory performance under the respective subcontract within seven (7) calendar days after receipt of such amounts that are paid to the Contractor by the County for such work performed under the Contract. In the event that there is a good faith dispute over all or any portion of the amount due on a payment from a Contractor to a subcontractor, the Contractor may withhold the disputed amount but shall pay the undisputed amount. A subcontractor who further subcontracts work on procurement projects is responsible for the same requirements and interest penalties for payment to its subcontractors (lower tier subcontractors) after receiving payment as applicable to the Contractor.

Any contractor who violates the payment obligations set forth herein shall pay to the subcontractor a penalty of one and a half percent (1.5%) of the amount due per month for every month (or such other percentage as identified in County Code Section 10A-153) to the subcontractor owed payment or portion thereof that payment is not made. Interest penalties shall accrue daily beginning eight (8) calendar days after payment is received by the Contractor (or higher tier subcontractor) and ending on, but excluding, the payment date, using the rate established in this paragraph calculated on a monthly (30-day) basis. This requirement is enforceable in the Circuit Court of Prince George's County and is not intended to create a private right of action against the County. Willful violations of this requirement may also result in a Contractor being suspended or debarred.

The Contractor shall include in each of its subcontracts: (A) a payment clause which obligates the Contractor to pay the subcontractor for satisfactory performance under its subcontract within seven calendar (7) days out of such amounts as are paid to the Contractor by the County for such work performed under such contract; (B) an interest penalty clause which obligates the Contractor to pay to the subcontractor in the case of each payment not made in accordance with the payment clause included in the subcontract (i) for the period beginning on the day after the required payment date and ending on the date on which payment of the amount due is made; and

(ii) computed at a rate of one and a half percent (1.5%) of the amount due per month for every month (or such other percentage as identified in County Code Section 10A-153); and (C) a clause in its subcontracts requiring the subcontractor to (i) include a payment clause and an interest penalty of one and a half percent (1.5%) (or such other percentage as identified in County Code Section 10A-153) of the amount due per month for every month in each of its subcontracts, and (ii) requiring each of its subcontractors to include such clauses in their subcontracts with each lower-tier subcontractor or supplier.

1.25 Contract Changes in the Interest of the County. The parties may, from time to time, propose change in the Scope of Work to be performed by the Contractor. Material Scope of Work changes, report requirement changes, and budget revisions that increase or decrease the contract total compensation will be mutually agreed upon, in writing, by and between the County through the Purchasing Agent and the Contractor before they are considered contract changes.

1.26 Quality of Work. All work performed shall be of high quality and conducted in accordance with recognized industry standards, best practices, and applicable procedures. The Contractor shall comply with all Federal, State, and Local laws, as well as all relevant governmental regulations.

1.27 Interrupted Service. After an interruption caused by severe inclement weather or other disaster, the Contractor must be prepared to complete the work without unnecessary delays.

1.28 Property Damage. The Contractor shall be responsible for any damage caused to County property, public or private property, or adjacent properties. The Contractor must make all necessary repairs in a timely manner. If the Contractor fails to do so within a reasonable period, the County reserves the right to perform the repairs or replacements and deduct the associated costs from any payments due to the Contractor.

1.29 Work Stoppage. The County representative or their designee may temporarily suspend work in the field due to inclement weather, material shortages, safety violations, non-compliance with contract terms, or other unforeseen circumstances that pose a risk to the public, workers, or the project.

1.30 Use of Hazardous Materials. The Contractor shall not use any materials or chemicals that may pose a physical or health hazard without prior written approval from the County. Requests for approval must include the manufacturer’s specifications, the applicable Material Safety Data Sheet (MSDS), and any required Environmental Protection Agency (EPA) documentation regarding safe usage and handling.

1.31 Contract Dispute Resolution. Pursuant to provisions of Sections 10A-104 and 10A-107 of the County Code, the Purchasing Agent shall designate a ‘Contract Administrator’ for all contracts with certain responsibilities incidental to the resolution of contract claims and disputes.

1.32 Quantity Estimates. The County’s estimated quantities or annual expenditure amounts represent the County’s best estimate of anticipated needs at the time of solicitation and award. These estimates are provided for informational purposes only.

1.33 Protection of Existing Facilities. The Contractor shall take all necessary precautions during contract performance to protect existing County facilities, structures, equipment, and property from damage caused by its employees, agents, or subcontractors. In the event damage occurs, the Contractor shall repair or replace the damaged property at no cost to the County. All repairs or replacements shall be completed within thirty (30) calendar days of the occurrence of the damage, unless otherwise approved in writing by the County.

1.34 Payment Bonds – Not Applicable for this solicitation.

1.35 Performance Bond – Not Applicable for this solicitation.

1.36 Premises Cleanliness. The Contractor shall, at all times, keep the owner’s premises clean of rubbish and upon completion of the work shall remove all tools, equipment, surplus materials, and leave the premise clean and ready for use daily.

1.37 Allowance of In-House Work. No section or portion of this Contract shall be construed or interpreted to preclude the County from accomplishing any task or undertaking of any operation or project utilizing its own workforce.

1.38 Bid/Quote/Proposal Acceptance. The County reserves the right to accept or reject any and all Bid/Quote/Proposal, in whole or in part, received as a result of this solicitation and to waive minor irregularities.

1.39 Economic Development. Prince George’s Minority Business Enterprises are encouraged to participate in the County’s procurement process. The County is committed to promoting economic development, expanding business opportunities, and providing assistance to businesses interested in locating their principal office or base of operations in Prince George’s County.

1.40 Environmentally Preferred Purchasing Policy. Prince George’s County is committed to procuring quality goods and services in a timely manner and at reasonable cost that supports the County in meeting its sustainability goals.

1.41 Gifts. Quoters and Contractor must not make or offer to make a gift to a public employee as public employees are prohibited from accepting gifts under the Code of Ethics, Prince George’s County Code Section 2-293(d).

1.42 Kickbacks. A kickback means any money, fee, commission, credit, gift, or compensation of any kind which is provided directly or indirectly to a Contractor, a Contractor employee, a subcontractor, a subcontractor employee, a public employee, or other person for the purpose of obtaining or rewarding favorable treatment in the award of a prime contract or a subcontract in connection with a contract awarded by the County. A person must not:

a) Provide, attempt to provide, or offer to provide a kickback.

b) Solicit, accept, or attempt to accept a kickback.

c) Include, directly or indirectly, the amount of a kickback in the price charged by the subcontractor to the

Contractor, or by the prime Contractor in the price charged by the Prime Contractor, to the County; or

d) Claim that the unlawfully induced contract or subcontract fulfills any legal, regulatory, or contractual requirement.

1.43 Provision for Other Agencies. Unless otherwise stipulated by the Quoter, the Quoter agrees when submitting their Quote that they will make available to all County agencies and departments, bi-County agencies, in- County municipalities, the resulting Contract in accordance with its terms and conditions, should any said department or agency wish to buy under this solicitation.

1.44 Contingency Fee Prohibition. The Contractor hereby represents they have not retained anyone to solicit or secure this Contract from the County upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, except for bona fide employees of bona fide established commercial selling agencies maintained by the person so representing for the purpose of securing business, or any attorney rendering professional legal service consistent with applicable canons of ethics.

1.45 Drug and Alcohol-Free Workplace. The Contractor warrants that the Contractor shall comply with the Drug

Free Workplace Act of 1988 and that the Contractor shall remain in compliance throughout the term of the Contract.

1.46 Insurance

General Insurance Requirements:

(1) The Contractor shall not start work under this Contract until the Contractor has obtained at his own expense all of the insurance required hereunder, and such insurance has been approved by the County; nor shall the Contractor allow any subcontractor to start work on any subcontract until all insurance required of the subcontractor has been so obtained and approved by the Contractor. Approval of insurance required of the Contractor and subcontractors for Prince George’s County will be granted only after submission to the Procurement Officer of original, signed certificates of insurance or, alternately, at the County’s request, certified copies of the required insurance policies.

(2) The Contractor shall require all subcontractors to maintain during the term of this Contract Commercial General Liability insurance, Business Automobile Liability insurance, and Workers’ Compensation and Employers’ Liability Insurance, in the same manner as specified for the Contractor. The Contractor shall furnish subcontractors’ certificates of insurance to the County immediately upon request.

(3) All insurance policies required hereunder shall be endorsed to include the following provision: “It is agreed that this policy is not subject to cancellation or non-renewal until thirty (30) days prior written notice has been given to Prince George’s County, Maryland.”

(4) No acceptance and/or approval of any insurance by the County shall be construed as relieving or excusing the

Contractor, or its surety if applicable, from any liability or obligation imposed upon either or both of them by the provision of the Contract.

(5) Prince George’s County, Maryland shall be named as an additional insured under the Commercial General and, if applicable, Umbrella or Excess Liability policy(ies), and the policy(ies) must be endorsed. Coverage afforded under this paragraph shall be primary.

The following definition of the term “County” applies to all policies issued under the Contract:

Prince George’s County, Maryland and any affiliated or subsidiary Board, County, Committee, or Independent Agency (including those newly constituted), provided that such affiliated or subsidiary Board, County, Committee, or Independent Agency is either a body politic created by Prince George’s County, Maryland or one in which controlling interest is vested in Prince George’s County, Maryland.

(6) The Contractor shall indemnify and hold harmless the County, its officials, and employees, from any actual or alleged liability, damage, expense, cause of action, suit, claim or judgment arising from injury to person including death or personal property or otherwise which arises out of the act, failure to act, error or negligence of the Contractor, part from the acts, errors or omissions of the Contractor, or any employee, agent or representative of the Contractor, in connection with or arising out of the performance of the Contract. The Contractor shall, at its own expense, appear, defend, and pay all charges of attorneys and all costs and other expenses arising there from or incurred in connection therewith, and if any judgment shall be rendered against the County in any such action, the Contractor shall, at its own expense, satisfy and discharge same. The Contractor expressly understands and agrees that any performance bond or insurance protection required by the Contract or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, defend and hold harmless the County as herein provided.

(7) The Contractor shall be responsible for the work performed under the Contract Documents and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection with the work. The Contractor assumes all risks for direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the Contract, or in connection in any way whatsoever with the contracted work, until final acceptance of the work by the County.

(8) Insurance coverage required in these specifications shall be in force throughout the Contract term. Should the

Contractor fail to provide acceptable evidence of current insurance within seven (7) days of written notice at any time during the Contract term, the County shall have the absolute right to terminate the Contract without any further obligation to the Contractor, and the Contractor shall be liable to the County for the entire additional cost of procuring performance and the cost of performing the incomplete portion of the Contract at time of termination.

(9) The Contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the subcontractor and any persons employed by the subcontractor.

(10) If the Contractor does not meet the insurance requirements of the specifications, alternate insurance coverage, satisfactory to the Procurement Officer, may be considered. Written requests for consideration of alternate coverage must be received by the Procurement Officer at least ten working days prior to the date set for receipt of bids or proposals. If the County denies the request for alternate coverage, the specified coverage will be required to be submitted. If the County permits alternate coverage, an amendment to the insurance requirements will be prepared and distributed prior to the time and date set for receipt of bids or proposals.

(11) All required insurance coverage must be acquired from insurers that are licensed to do business in the State of Maryland and acceptable to the County.

(12) The County will consider deductible amounts as part of its review of the financial stability of the Contractor.

Any deductibles shall be disclosed by the Contractor, and all deductibles will be assumed by the Contractor.

INSURANCE REQUIREMENTS: The Contractor shall provide the County with evidence of its Contractor’s commercial insurance coverages for the following exposures:

1. WORKER’S COMPENSATION: An insurance policy complying with the requirements of the statutes of the jurisdiction(s) in which the work will be performed, and if there is any exposure to the Contractor or any of the Contractor’s personnel due to the U.S. Longshoremen’s and Harbor Workers’ Act, Jones Act, Admiralty Laws or the Federal Employers’ Liability Act, the Contractor shall provide coverage for these exposures on an “if any basis.” The coverage under such an insurance policy or policies shall have limits not less than:

Worker’s Compensation: Statutory Limitations

Employer’s Liability: Each Accident $500,000

Disease Policy Limits $500,000 Disease - Each Employee $500,000

COMMERCIAL GENERAL LIABILITY INSURANCE (CGL): An insurance policy covering the liability of the Contractor for all work or operations under or in connection with this Contract; and all obligations assumed by the Contractor under this Contract. Products, Completed Operations and Contractual Liability must be included, in addition to coverage for explosion, collapse, and underground hazards, wherever required.

The coverage under such an insurance policy or policies shall have limits not less than:

PROFESSIONAL LIABILITY $1,000,000 per occurrence

BODILY INJURY AND PROPERTY DAMAGE LIABILITY $1,000,000 / $3,000,000

per occurrence/aggregate

PREMISES MEDICAL PAYMENTS $5,000

FIRE LEGAL LIABILITY $1,000,000

PERSONAL INJURY/ADVERTISING $1,000,000

or combined single limit not less than $2,000,000

CYBER AND PRIVACY LIABILITY $1,000,000

UMBRELLA/EXCESS $3,000,000

COMMERCIAL AUTOMOBILE LIABILITY INSURANCE: An insurance policy covering the use of all owned, non-owned, hired, rented, or leased vehicles bearing license plates appropriate for the circumstances for which they are being used, as required by the motor vehicle laws of the District of Columbia, Maryland or Virginia, and not covered under the Contractor’s aforementioned Commercial General Liability Insurance.

The coverage under such an insurance policy or policies shall have limits not less than:

BODILY INJURY AND PROPERTY DAMAGE LIABILITY:

(Vehicle Liability) $1,000,000 Combined Single Limit

“Prince George’s County, Maryland” shall be designated as the Certificate Holder and as an Additional Insured of the Certificate of Insurance. Contract employees are not permitted to operate any vehicle owned by the Prince George’s County Government whether in commission of the Contract or outside of same.

SPECIAL PROVISIONS FOR INSURANCE:

The Contractor shall forward to the County Office of Risk Management a certificate(s) of insurance indicating the insurance and any special provisions required under the foregoing provisions. Such certificate(s) shall be in a form satisfactory to the County and shall list the various coverages and limits. Insurance companies providing the coverage must be acceptable to the County, rated by A.M. Best and carry at least an “A” Rating VII. In addition to the aforementioned provisions, such insurance policies shall not be changed or canceled and shall be automatically renewed upon expiration and continued in full force and effect until completion and acceptance of all work covered by the Contract, unless the County’s Office of Risk Management is given thirty

(30) days written notice before any change or cancellation is made effective. If requested, the Contractor shall directly furnish the Risk Management Office with a certified copy of each insurance policy upon request.

The initial and subsequent certificates of insurance shall include a description of the Contract work and the assigned contract number. Prior to beginning any project work, the insurance requirements as outlined by the Risk Management Office must be approved in writing.

All insurance shall be procured from insurance or indemnity companies acceptable to the County and licensed and authorized to conduct business in the District of Columbia, State of Maryland and Commonwealth of Virginia. The County’s approval or failure to disapprove insurance furnished by the Contractor shall not release the Contractor of full responsibility for liability for damage and accident. If at any time the required insurance policies should be canceled, terminated or modified so that the insurance is not in full-force and effect as required herein, the County reserves the right to terminate this Contract.

The Contractor shall require each subcontractor, at all tiers, to provide evidence of insurance coverage specified herein and such evidence of coverage shall be provided to the County Office of Risk Management prior to commencement of work. Such coverage shall remain in full force and effect during the performance of activities under this Contract.

In the event the required certificates of insurance as specified herein are not furnished prior to the execution of the Contract, the Contractor shall not be permitted to enter upon the property to perform the duties outlined in the Contract until all required insurance certificates or evidence of self-insurance has been received.

All updates to insurance information should be sent to:

Prince George’s County Maryland Office of Procurement

Business Services Division Email: ProcurementCOI@co.pg.md.us mailto:ProcurementCOI@co.pg.md.us

1.47 Invoices

All invoices for services shall be submitted electronically in SPEED. All invoices must include the following information (if applicable):

• Contractor name;

• Remittance address;

• Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

• Invoice period;

• Invoice date;

• Invoice number;

• Contract number;

• Purchase Order Number(s);

• Detailed goods and/or services provided;

• Location of work and name of site or subdivision;

• Date work was performed, and period of time covered; and

• Number of units of service performed/provided multiplied by the unit bid price with the extended dollar amount.

• Amount due.

• All prices and payments shall constitute full compensation for all contract work described herein. Unit prices are to include all labor, equipment, mobilization/demobilization, water supply necessary to clean pipes, transportation and disposal cost necessary to complete the item, accepted and in operating condition.

• Partial performance is not acceptable. If appropriate, the County will, however, make deductions for incomplete work from the Contractor’s invoices and make payment for completed work.

• Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

• The County reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the County with all required deliverables within the time frame specified in the Contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract. Also see the “Living Wage” provision of the Contract, if applicable, which allows for withholding of payment under certain circumstances.

1.48 End of Contract Transition. The Contractor shall cooperate in the orderly transition of services from it to a subsequent Contractor upon receipt of a Notice of Transition from the County. Transition shall be provided in a prompt and timely manner, shall proceed in accordance with the schedule provided to the Contractor by the County in the Notice of Transition, and shall be for a period of at least ninety (90) days. Additional instructions regarding transition services may be provided in the Notice of Transition issued by the County.

1.49 Security Requirements Safety Measures. Contractors shall provide all necessary safeguards for the protection of the employees and the public.

1.50 Employee Identification

(a) Each person who is an employee or agent of the Contractor or a subcontractor shall always display his or her company ID badge while on County premises. Upon request of authorized County personnel, each such employee or agent shall provide additional photo identification.

(b) At all times at any facility, the Contractor’s personnel shall cooperate with County site requirements that include but are not limited to being prepared to be always escorted, providing information for badge issuance, and wearing the badge in a visible location at all times.

1.51 Information Technology

(a) Contractors shall comply with and adhere to the County IT Security Policy and Standards. These policies may be revised from time to time, and the Contractor shall comply with all such revisions.

(b) The Contractor shall not connect any of its own equipment to a County LAN/WAN without prior written approval by the County. The Contractor shall complete any necessary paperwork as directed and coordinated with the County to obtain approval by the County to connect Contractor-owned equipment to a County LAN/WAN.

1.52 Criminal Background Check

When applicable, the Contractor shall obtain from each prospective employee a signed statement permitting a criminal background check. The Contractor shall secure at its own expense a Maryland State Police and/or FBI background check and shall provide the County with completed checks on all new employees prior to assignment. The Contractor may not assign an employee with a criminal record unless prior written approval is obtained from the County.

The Contractor shall ensure that all personnel assigned to perform services under this Contract are qualified, properly trained, and legally authorized to perform the required work. The County reserves the right to require removal of any personnel deemed unsuitable for performance of services.

1.53 The Contractor affirms by submission of a response to this solicitation that for any existing contract or agreement for a procurement funded by a County agency or the County government, including any existing multiyear contract or extended contract, the Contractor shall provide best efforts to meet the annual County resident hiring goals pursuant to Prince George’s County Code Section 10A-169 (f) at the time of any contemplated exercise of an option, extension, or renewal, including automatic extensions or renewal (e.g.

“evergreen” contracts or agreements), or the Contract or agreement shall not be renewed or extended by the County government or County agency.

1.54 Suspension and Debarment. In accordance with the common rule implementing Executive Orders 12549 and 12689, the Contractor certifies that with submission of its bid/proposal/quote that its firm is not debarred or suspended by any local, state, or Federal agency or government. The Contractor also certifies as a producer of the goods and/or services to be purchased by Prince George’s County, Maryland, has complied with all applicable requirements of the Nonprocurement Common Rule for Debarment and Suspension.

1.55 Pursuant to Subtitle 10, Section 10A-110 of the Prince George’s County Regulations, the Contractor affirms by submission of this bid/quote/proposal:

I (We) hereby declare and affirm under oath and the penalty of making a false Statement that if the Contract is awarded to our firm, partnership or corporation that no officer or employee of the County whether elected or appointed, is in any manner whatsoever interested in, or will receive or has been promised any benefit from, the profits or emoluments of this Contract, unless such interest, ownership or benefit has been specifically authorized by resolution of the Board of Ethics pursuant to Section 1002 of the Charter of Prince George’s County, Maryland; and

I (We) hereby declare and affirm under oath and the penalty of making a false Statement that if the Contract is awarded to our firm, partnership or corporation that no member of the elected governing body of Prince George’s County, Maryland, or members of his or her immediate family, including spouse, parents or children, or any person representing or purporting to represent any member or members of the elected governing body has received or has been promised, directly or indirectly, any financial benefit, by way of fee, commission, finder’s fee, political contribution, or any other similar form of remuneration and/or on account of the acts of awarding and/or executing this Contract, unless such officer or employee has been exempted by Section 1002 of the Charter of Prince George’s County, Maryland.

1.56 County Holidays, Abbreviations and Definitions:

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day Inauguration Day Veterans Day President’s Day Thanksgiving Day Memorial Day Employee Appreciation Day (Day after Thanksgiving) Juneteenth Day Christmas Day

For purposes of this RFQ, the following abbreviations or terms have the meanings indicated below:

Bid – A statement of price offered by a Bidder in response to a solicitation.

Bidder – An entity that submits a Bid in response to this RFQ.

Bid Price - The Bidder’s price for services and/or goods in response to this solicitation, which shall be included on the Price Bid Sheet and will be used in determining the recommended awardee.

Bi-Monthly- This refers to something that occurs or is done every two months BSD – The Business Services Division of the Office of Procurement.

Business Day(s) – The official working days of the week include Monday through Friday; except County Holidays and days the County is closed due to weather or other emergency event. Official working days exclude County Holidays. Normal County business hours are 8:30 a.m. – 5:00 p.m. The Contractor will not be permitted to do any work that requires the presence of the County’s inspection or supervisory forces on days which are County Holidays or on Saturdays or Sundays, unless such work has been previously authorized by the County Representative.

Certified Business Entity – See Attachment V for all Certified Business Entity Definitions.

Contract Commencement - The date the Contract is signed by the authorized Contractor and the County representative, or such other date as set forth in the Contract.

Contractor – The selected Bidder that is awarded a Contract by the County.

County – Prince George's County, Maryland, a body corporate and politic.

eMMA - eMaryland Marketplace Advantage (see RFQ Section 1.8) is the electronic commence system managed by the State of Maryland.

Local Time – Time in the Eastern Time Zone as observed by the State of Maryland. Unless otherwise specified, all stated times shall be Local Time, even if not expressly designated as such.

Notice of Intent to Award– A written notice from the Procurement Officer that the County intends to award a contract to the recipient of the notice, subject to the receipt of requested items stated in this solicitation documents.

OCS – Prince George’s County Maryland, Office of Central Services OOP – Prince George’s County Government, Office of Procurement.

Participation Agreement – An agreement the County enters into with a developer pursuant to Section 10A-141 of the County Code wherein the County contributes funds for the construction of regional storm water management facilities or road improvements to be constructed by or contracted by the developer.

Pre-Bid Conference (Conference) – A meeting to discuss objectives and answer questions related to this RFQ in order to enhance prospective Bidders’ understanding of the County’s requirements and to facilitate better preparation of their Bids.

Procurement Officer – Prior to the award of any Contract, the sole point of contact in the County for purposes of this solicitation.

Purchasing Agent – The Director of the Office of Procurement or his/her designee.

RFQ – Request for Quote SDDD – SD3 – The Supplier Development & Diversity Division of the Office of Procurement Term Contract – The executed agreement awarded to the successful Bidder pursuant to this RFQ. The agreement will be in the form of a Term Contract that the Contractor will receive upon approval.

SECTION 2

SUPPLIER CERTIFICATION, PARTICIPATION, PREFERENCE POINTS

AND COMPLIANCE

2.0 Supplier Certification

Contractors must be certified with Supplier Development and Diversity Division (SDDD) prior to the closing date to be considered as certified in one or more of the County’s certification programs. For questions or application status send an email to SDDD@co.pg.md.us. To begin the certification process, visit https://mypgc.diversitycompliance.com/. SDDD can also be contacted at (301) 883-6480.

A business that is certified as a minority business enterprise (MBE) pursuant to Section 10A-101(a)(26), whose certification indicates that the business's principal address, principal place of operation, or domicile is within Prince George's County, Maryland, shall be automatically deemed by the Supplier Development and Diversity Division and the Purchasing Agent to be a certified County-based minority business enterprise and County-based business under this Subtitle without further application or certification, provided that, the business provides the Supplier Development and Diversity Division a copy of a federal tax return filed with the Internal Revenue Service establishing that the business has continuously operated within the County within the preceding twelve (12) months.

Valid MBE or DBE certification status in accordance with this Subsection and the submission to the Supplier Development and Diversity Division of a copy of a federal tax return filed with the Internal Revenue Service establishing that the business has continuously operated within the County within the preceding twelve (12) months shall satisfy the documentation requirements for any County-based business or County-based small business certification renewal for County-based minority business enterprises.

A list of current Certified Vendors can be found on SDDD’s website at https://mypgc.diversitycompliance.com/ under the Resource tab.

Definitions of Certified Businesses Subtitle 10A

Percentage Points and/or Bid Discount for Evaluation Purposes

On any procurement for which a County agency or the County government secures competitive bids pursuant to Section 10A-112 (IFBs) or competitive proposals pursuant to Section 10A-113 (RFP, RFQ) the Purchasing Agent shall apply the following percentage bid discount to the bid price or add the following percentage points to the total evaluated score of the proposal:

Business Type Where the prime bidder or prime proposer is a certified firm, add or discount the following, as applicable:

County-based minority business enterprise

15%

County-based small business 12% County-based business 10% Minority Business Enterprise or Disadvantage Business Enterprise

5%

County-located business 3%

a) Cumulative preference points: The same firm that is a prime bidder or prime proposer of a bid or proposal shall not be counted for a preference for more than one of the certified business categories above and shall receive a preference for the highest scoring certified business category for which it qualifies. No single certified firm can receive more than 15% percentage points or discount, as applicable, in any one bid or proposal, with the exception of the application of the County resident-owned business preference prescribed in Subsection (b), below.

mailto:SDDD@co.pg.md.us https://mypgc.diversitycompliance.com/ https://library.municode.com/md/prince_george%27s_county/codes/code_of_ordinances?nodeId=PTIITI17PULOLAPRGECOMA_SUBTITLE_10APU_DIV1ADPR_S10A-101DE https://mypgc.diversitycompliance.com/ https://library.municode.com/md/prince_george%27s_county/codes/code_of_ordinances?nodeId=PTIITI17PULOLAPRGECOMA_SUBTITLE_10APU_DIV1ADPR

b) County resident-owned business preference. In addition to the preferences awarded in accordance with Subsection (a), above, the Purchasing Agent shall apply a five percentage (5%) bid discount to the bid price or add five percentage (5%) points to the total evaluated score of the bid or proposal of a prime bidder or prime proposer, respectively, (for joint venture entities, the majority firm of a joint venture entity) that is a County resident-owned business.