This is a service / maintenance or supply contract in Upper Marlboro, Maryland. Contact the soliciting agency for additional information.

I. SUMMARY STATEMENT The State Highway Administration is requesting bids for a contractor to provide preventative maintenance service and repairs to the overhead doors and entrance doors at the Marlboro Maintenance Facility located in northern Prince Georges County, Maryland. Pricing for this work shall be lump sum for the preventative maintenance work as described here-in, and Time and Material pricing for repairs and emergency service. II. ISSUING OFFICE and PROCUREMENT OFFICER Maryland Department of Transportation State Highway Administration Marlboro Maintenance Facility 6500 S E Crain Highway Upper Marlboro, MD 20772 The sole point of contact for purposes of this IFB is Procurement Officer Sharon Speight. The Procurement Officer may be contacted on telephone number 301-952-0555 between 8:00 A.M. and 3:00 P.M. or by FAX 301-952-1657. NOTE: The vendor is solely responsible for ensuring any information sent to the Procurement Officer by FAX has been received by the Procurement Officer. III. BID DUE DATE Vendors are responsible for assuring that their bids are delivered to the specified location before the deadline for receipt of bids, including those delivered by U.S. Postal Service. Oral, fax, telegraph, mailgram or E-mail bids will not be accepted. 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. DURATION OF BID OFFER Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the due date. The Procurement Officer may, however, request vendors to extend the time during which the State may accept their bids. Once a bid is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period. V. PROCUREMENT METHOD This solicitation shall be conducted in accordance with COMAR 21.05.07 - Small Procurement Regulations ($50,000 or less). VI. TERMS and CONDITIONS A. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination. B. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract. C. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer. D. Changes. This contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract (including the Contract price). E. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damage 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). VII. SCOPE OF CONTRACTOR SERVICES The intent of this invitation for bids is to secure a Contractor to perform full maintenance and repairs as necessary on all Overhead Doors, and repairs to overhead and other entrance doors on an as "needed basis". The Marlboro Maintenance Facility has a total of 25 overhead doors to be covered under this agreement. Door sizes run from 8' x 10' to 14' to 20'. All doors are sectional overhead doors on tracks. Pricing for this work shall be lump sum for the preventative maintenance work as described here-in, and Time and Material pricing for repairs and emergency service. The work locations shall include, but are not limited to: Upper Marlboro Maintenance Facility 6500 S E Crain Highway upper Marlboro, Maryland 20772 Vendor Qualifications: o All prospective Bidders must be primarily engaged in the overhead door repair business and shall have actively engaged in this field for a minimum of five (5) years. Service Technicians assigned by the contractor shall have a minimum of five (5) years of experience and must be fully qualified in all aspects of the maintenance to be performed, and repairs which may become necessary during the terms of this agreement. Proof of Vendor's qualifications may be requested at SHA's sole discretion. o The Bidder shall submit three (3) references with the bid, the name, address, telephone number and point-of-contact of at least three firms, for which the Bidder provided similar work of size and scope within the preceding 24 months. References may be checked prior to the award. Any negative responses received may result in disqualification of the bid. o The successful Bidder shall be required to provide Proof of insurance in the amount of $500,000 liability Service Requirements: o The Contract shall include all labor, supervision, materials, specialized equipment, transportation and insurance necessary to perform the required services under the terms of the Contract. o Preventative Maintenance: The Contractor shall provide inspection and preventative maintenance service of all overhead doors semi-annually. The Contractor shall coordinate and schedule all preventative maintenance work with the State Highway Administration (SHA) Contract Manager or his representative. This service shall include, but not be limited to lubrication of all moving parts and bearings; adjust, lubricate, and tighten all hinges, roller wheels, and tracks as necessary. Inspect all door sections, springs, cables, hinges, rollers, drums, safety return edge, door seals, and shaft assembly for damage, excessive wear, or improper adjustment. Test motor operator, limit switches, and door edge safety returns for proper operation and adjust settings as required. Adjust spring tension on the counterbalance system as required. Test manual chain hoist operator. Adjust and lubricate drive and limit chain as required. Check and correct the door out-of-level condition. Specific tasks required and performed shall be in accordance with the original equipment manufacturer's instruction, subject to final approval by SHA. A written report on the condition of the doors should be provided at the completion of the inspection. All Contractor representatives performing inspections must sign the report. All repairs and adjustments made because of the scheduled preventive maintenance and inspections shall have a minimum six (6) month guarantee. o Repair Call: Repairs on the overhead and entrance doors should be done on a time and material basis utilizing the hourly rates and material markup included in the Contractor's proposal. Every service call and/or repair shall be fully documented on a work ticket as to the work performed. Such documentation shall consist of hours worked, materials used on job, number of repairmen, exact nature of service rendered and/or repairs, and other such pertinent information. This work ticket shall be signed by the SHA authorized representative before the Contractor's workmen leave the job site. o Work Schedule: Normal routine service shall be made available between the hours of 7:30 AM. - 4:00 PM, Monday through Friday, excluding State recognized holidays. The State recognized holidays are New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. The Vendor may be required to do emergency repairs at times other than normal working hours. The Vendor should be able to be available on a twenty-four (24) hour basis for such emergency work.365 days per year. The Vendor shall supply a monitored 24-hour a day phone number(s) to contact for service. All work requested outside normal working hours shall be considered EMERGENCY after hour service and shall be charged at overtime rates not to exceed one and half times the routine hourly rate as specified in the bid. SHA approval is needed before any overtime is paid. o The State Highway Administration authorized representative shall notify the Contractor of the type of service call (routine or emergency) at the time of call in. The Vendor shall respond to routine service calls within twenty-four (24) hours after notification. The Vendor shall respond to emergency service calls within three (3) hours after notification. No work shall be permitted on Saturdays, Sundays or Holidays without the permission of the SHA authorized representative. o No minimum show-up time shall be paid under this contract. No additional charges shall be accepted for travel or mileage. o SHA approval is needed before a helper, or second service door technician is assigned for repair service calls. o All workmanship shall be in accordance with industry standards by qualified installers. There shall be no apprentices or trainees performing the repair work. o Any door discovered to be inoperable and/or unsafe shall be conspicuously marked with a warning sign or tag suitable to notify the user of such condition prior to the workmen leaving the job site or job area for any reason. The SHA Contract Manager shall also be notified of such condition prior to the workmen leaving the job site or job area for any reason. o The Vendor shall keep the premises free from accumulation of waste materials or rubbish always caused by his operations. The Vendor shall leave the work area clean and free of materials, debris, and vendor equipment to the satisfaction of the authorized SHA authorized representative. The vendor shall be responsible for removal and disposal of all debris and defective materials removed in performance of the service and in strict accordance with all applicable regulations, codes, laws, and ordinances. o The Contractor shall maintain complete and accurate records of all preventative maintenance services performed, repairs made (including trouble calls), and replacement parts used for the term of this contract. These routine records shall be made available at the completion of each job and/or on demand of the SHA. o All parts/materials used by the contractor shall be billed to SHA at actual cost to the Vendor plus percentage of mark up. The percentage of markup shall not exceed ten (10) percent. SHA has the option to purchase directly any individual part/material for the service/repair that exceeds $300.00 in cost. A copy of the Vendor's source invoice(s) for all parts/materials used for repairs/services must accompany his invoice to be reimbursed. Payments shall not be made for any parts/material without the proper documentation attached to the vendor's original invoice. o No sub-contractors shall be permitted to work under this contract without the consent of SHA Contract Manager. o In the event of the complete failure of a major component, the Contractor shall be requested to prepare an estimate to repair or replace the defective major component. This estimate is to be given to the Contract Manager and the Procurement Officer for approval. If the major component becomes defective due to negligence by the Contractor, that major component is to be replaced with a new major component by the Contractor at no cost to the SHA. o The Contractor warrants that the repair service and parts furnished are of the highest quality, complying with specifications and free from defects in materials and workmanship for a term of one (1) year from date of acceptance by the SHA. The replacements and repairs under this guarantee shall be performed by the Contractor at no additional cost and to the satisfaction of the SHA. o The Contractor shall maintain a stocked service truck with materials, tools, ladders, and equipment, to provide overhead door services as described in the "scope of contracting services". Payment: o The Contractor shall submit invoices for services performed within 30 days of completion of work. Invoices must contain the complete company name; remit to address, telephone number, contact person, F.E.I.N. (Federal Employment Identification Number), SHA Contract number for this contract, a unique invoice number and invoice date. The invoice shall clearly describe details of services and include copies of the signed delivery tickets that apply. Failure to do so may result in delays in payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees. o The invoice shall be sent to the following address: State Highway Administration 6500 S E Crain Highway Upper Marlboro, MD 20772 Attention: Sharon Speight Basis of Award: The unit prices quoted are required for establishing unit costs for each service and providing a grand total for the purpose of evaluating bids. The award will be based upon the lowest Grand Total Bid and be awarded to the lowest responsive and responsible bidder for the services required in the amount not to exceed $50,000.00. A site inspection is available to all interested bidders. To schedule an appointment, please contact Ernie Johnson on 301-952-0555 between 8:00 A.M. and 3:00 P.M prior to N/A 2022 VIII. LIABILITY: The Contractor must be covered by a sufficient amount of liability insurance. The Contractor shall provide this Administration with proof of liability insurance and coverage before the contract is awarded. IX. BID CONTENT The bidder shall submit an original Contract Bid Form for this Project. The bid shall be submitted in Attachment No. I. Attachment No. I is not to be altered in any way and is to contain only the price or prices stipulated on the form. Furthermore, Attachment No III Small Business Reserve Contract Affidavit must be included with the bid submission. Bid submissions must be: o Submitted in a sealed envelope. o Addressed to Sharon Speight State Highway Administration Marlboro Maintenance Facility 6500 S E Crain Highway Upper Marlboro Maryland 20772 o 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. 34DOOR25 X. 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. XI. DURATION / TERM OF THE CONTRACT/PROJECT The duration / term of the contract is twenty-four (24) months or total payments of $50,000, whichever comes first. XII. ATTACHMENTS Contract Bid Form -- Attachment No. I (required with bid submittal) Procurement Officer / Buyer Florenciannette JORDAN Email fjordan2@mdot.state.md.us