MARYLAND STATE HIGHWAY ADMINISTRATIONfiles.ctctcdn.com/24a597fa001/c4ec5803-de62-4475-bb95-c343b99f… · General Services Small Business Reserve Program are eligible for award of

1 Revised 5/11

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 $ 2 5 , 0 0 0

PROJECT: HVAC Services

CONTRACT NO. GBHVAC11

ADVERTISEMENT DATE: July 27, 2011

BID DUE DATE / TIME: August 17, 2011 / 1:30 PM

BID LOCATION: State Highway Administration

Glen Burnie Maintenance Facility

910 Stewart Ave.

Glen Burnie, MD 21061

I. SUMMARY STATEMENT

The State Highway Administration is soliciting bids for a qualified contractor to

provide Heating, Ventilation and Air Conditioning (HVAC) systems preventative

maintenance, repairs and emergency service for the equipment and systems at the

Glen Burnie Maintenance Facility buildings located in Anne Arundel County,

MD. Pricing for this work shall be a lump sum for the preventative maintenance

work as described here-in, and Time and Material pricing for repairs and

emergency services

II. SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which award will be limited to

Certified Small Business vendors. Only vendors that meet the statutory requirements

set forth in State Finance and Procurement Article Subsections 14-501 – 14-505,

Annotated Code of Maryland, and who are registered with the Department of

General Services Small Business Reserve Program are eligible for award of a contract.

Refer to Attachment No. II for further information regarding this program.

III. ISSUING OFFICE and PROCUREMENT OFFICER

Maryland Department of Transportation

State Highway Administration


910 Stewart Ave.

Glen Burnie,MD 21061

2 Revised 5/11

The Procurement Officer Designee for this contract is Samantha Fountain. The

Procurement Officer Designee may be contacted at telephone number 410-766-3770

between 8:00 A.M. and 3:30 P.M. or by FAX 410-766-1430. NOTE: The vendor is

solely responsible for ensuring any information sent to the Procurement Officer Designee

by FAX has been received by the Procurement Officer.

IV. BID DUE DATE

The Bids must be received by the Procurement Officer Designee, Samantha Fountain at

the State Highway Administration offices located at 910 Stewart Avenue, Glen Burnie

MD. 21061 on or before August 17, 2011 1:30 PM. Local time.

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

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, telegraphic, mailgram or E-mail bids will not be accepted.

Bids, requests for withdraws, 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.

All bidders are requested to visit the location and familiarize themselves with the

local conditions affecting the cost of the work. To schedule an appointment please

contact Richard Mcintyre between 7:30am and 3:00pm prior to August 9, 2011..

V. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small

Procurement Regulations ($25,000 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

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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).

VII. SCOPE OF CONTRACTOR SERVICES

The work includes all labor, materials, parts, service and transportation to ensure the

satisfactory performance and efficient operation of the heating, ventilation and air

conditioning equipment, gas fired hot water heaters and associated controls. The

Contractor shall inspect and provide service to all system equipment in accordance with

the manufacturer's recommendations and the procedures listed below.

Preventive maintenance and repairs to HVAC Systems and related items located at

Maryland State Highway Administration (SHA) facilities in Glen Burnie Maryland . The

bid is for preventive maintenance for all equipment listed in the Contract and shall be

called a ―planned service‖. It shall be the Contractor’s responsibility to inspect

4 Revised 5/11

equipment prior to bidding. The bidder shall consider all equipment in its existing

condition, and no adjustment will be made after the award of the contract, without

exceptions.

Record keeping is an essential element of the Contract. The Contractor shall maintain

detailed service logs on the performance of equipment at the site. Service logs shall

include the date of inspections, all actual readings obtained, and a complete listing of all

work performed and service furnished. Contractor shall update logs at the conclusion of

each site visit and return logs to SHA authorized representative.

All work preformed under this contract shall be done in accordance with the Maryland

Department of Transportations General Conditions for Maintenance Contracts, and the

Special Provisions included in this IFB. In case of discrepancy between the Special

Provisions and all other provisions contained in the contract, the Engineer will be the sole

authority as to the proper procedure to follow.

Location of work shall include but not limited to:

Glen Burnie Maintenance Shop -910 Stewart Ave. Glen Burnie, MD 21061

Stoney Creek Drawbridge on MD173 Fort Smallwood Rd. Pasadena, MD

NOTICE TO CONTRACTORS

REQUEST FOR INFORMATION. Any information regarding the requirements or the

interpretation of any provision of the Contract Documents shall be requested, in writing,

and delivered prior to the scheduled date of August 9, 2011. Responses to questions or

inquiries having any material effect on the bids shall be made by written addenda sent to

all prospective bidders. The Administration will not respond to telephone requests for

information concerning this invitation for bids that would materially affect the bid.

Written requests for information or questions shall be addressed to:

State Highway Administration


910 Stewart Ave.


Attention: Samantha Fountain

Each request for information or questions shall include the Contract number and the name

and address of the originator.

CONTRACT MANAGER (CM)

The CM for this contract shall be Bruce Perry – Glen Burnie Shop. Bruce Perry can be

contacted at 410-766-3770 The Contract Manager may appoint other authorize

representatives to call in service requests.

A. CONTRACTOR’S QUALIFICATIONS:

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1. The contractor shall have been established for a minimum of three (3) years.

2. The owner(s)/principal(s) of the company shall have been in the commercial HVAC

business for a minimum of five years, maintain current State of Maryland HVAC

Master Technician License, and have available a minimum work force of four (4) State

of Maryland licensed commercial HVAC Journeyman Technicians with a minimum of

five years commercial HVAC experience each . Vendor shall provide documentation

of license and commercial experience for technicians when requested by State

Highway Administration. All work performed under the contract shall be completed by

technicians that hold a current State of Maryland HVAC Journeyman License. The

technicians shall be familiar with electrical, oil, and gas fired heating/cooling

equipment. Proof of Vendor’s qualifications may be requested at SHA’s sole

discretion.

3. The contractor 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 commercial HVAC services within the preceding 24 months. References may

be checked prior to award. Any negative responses received may result in

disqualification of the bid.

4. Commercial comprehensive generally liability insurance in the amount of $2,000,000.

Documentation to be provided to State Highway Administration prior to ―notice of

award‖ issued.

5. The contractor’s facility or dispatch point shall be within a fifty (50) mile radius from

the Glen Burnie Maintenance Facilities.

6. The contractor shall have twenty-four (24) hour emergency service.

7. The contractor shall have in-house capabilities for refrigeration, sheet metal, brazing

and pipefitting.

8. The contractor shall have experience in the installation and service of split systems,

rooftop heating and air conditioning up to 75 tons, water boilers, unit heaters, window

air conditioners, self contain systems up to 40 tons, furnaces up to 2,500,000 btu/h

output, fuel oil and gas burners.

9. Provide a statement on the recovery and recycling procedures used for refrigerants as

well as documentation as required under EPA regulations regarding the use of CFC’s.

B. SERVICE REQUIREMENTS:

1. Contractor shall furnish all labor, supervision, miscellaneous parts, equipment, tools,

transportation, and methods of communication for worked performed under the

Contract.

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2. Contractor shall provide qualified HVAC technicians to perform various duties as

directed by the SHA authorized representative. The vendor shall provide "not to

exceed' estimates on repair work. All work shall be approved by the SHA authorized

representative prior to any work being performed. All work shall be performed

according to the standards of the HVAC industry and to the complete satisfaction of

the SHA. The Contractor shall work until each job is completed and when necessary;

respond to multiple requests for services at the same time. SHA can perform on-site

inspections at any time during the work.

3. Preventative Maintenance: The contractor shall furnish planned/preventive

maintenance as recommended by the equipment Manufacturer’s, including, but not

limited to, the items in the following schedules in Attachment IV Equipment List &

Preventative Maintenance/ Planned Service Schedule. Inspection & Maintenance shall

include all filter, belts, fluids, cleaning supplies, tools, rags, nozzles, electrodes, seals,

gaskets, refrigerant (for adjusting charges but not including a complete refrigerant),

screws, nuts, bolts, test equipment, lab work, and all other supplies and equipment to

perform the required planned/preventive maintenance of the scheduled equipment.

Additional Repairs and emergency service of the equipment listed in attached

schedules shall be done on a time and material basis utilizing the hourly rates included

in the contractor’s proposal. On complicated work assignments, additional technicians

or helpers may be used if pre-approved by the SHA authorized representative The

State reserves the right to require the vendor to have a helper or secondary individual

on all assigned tasks. Quarterly planned/preventive maintenance and additional repairs

shall be performed by, or at a minimum under a licensed commercial journeyman

technician.

Roof drains strainers and sumps shall be inspected and cleared quarterly. All outside

air combustion air and ventilation air dampers shall be inspected and maintained in

conjunction with their associate system. Dampers indicated in attached schedules refer

to these ―remote‖ dampers as well as those attached to the specific systems. All

diffusers, registers and grilles including their associated dampers shall be cleaned

annually. Replace fire damper fusible links annually.

All items under the seasonal changeover portion of the scheduled related to the heating

systems shall occur in the month of September and the seasonal changeover items

related to cooling shall occur in the month of April. Also the contractor shall provide

and/or replace all pressure gauges on the fuel transfer pumps during the first

September service.

4. This service work requires the contractor to be on 24 hour call for emergency services.

Response to call for emergency service shall be within two (2) hours after call was

placed. Response to call for routine repairs shall be within four (4) hours after call is

placed. Failure to respond within this time frame can result in termination of the

contract. An emergency is defined as follows: Sudden occurrences that would impact

employee safety, loss of ability to heat and cool any occupied area. Except for

emergency service, all work will be performed between the normal working hours of

7:30 a.m. and 3:30p.m., Monday through Friday. No work will be performed on

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Saturdays, Sundays, or Legal State Holidays without permission from the

Administration. Emergency repairs occurring outside of our normal working hours

shall be invoiced at one and a half times the hourly rates included in the contractor’s

proposal.

5. All work shall conform to Federal, State, county and local codes, rules and regulations.

The Contractor shall be responsible for obtaining all necessary permits before any

work is started.

6. Contractor must meet all Federal EPA, OSHA, and MDE guidelines in the

performance of work and proper handling and disposal of waste and or contaminated

materials. The SHA will not receive any materials, products, or chemicals which may

be hazardous to an employee’s health unless accompanied by a Material Safety Data

Sheet when received.

7. The Contractor shall maintain a stocked service truck with materials, tools, ladders,

and equipment, to provide HVAC services as described in the ―scope of contracting

services‖.

8. Time & Material Repair: Man-hours paid under this contract shall be only for

productive hours at the job site. Time spent for transportation of workers, lunch,

material acquisition, handling and delivery, or for movement of contractor owned or

rental equipment is not chargeable directly but is overhead and shall be included in the

hourly rate bid for basic labor, unless prior approval is granted by the Contract

Manager. If travel time is granted by the Contract Manager between job assignments,

a maximum of ½ hour of the hourly bid rate shall be paid. No minimum show-up time

shall be paid under this contract.

Repair service that requires additional materials must have prior notification from

SHA. The SHA reserves the right to purchase any additional material directly. All

parts/materials supplied by the Contractor shall be billed to SHA at the wholesale cost

to the Contractor plus percentage of mark up included in the schedule to bid. The

percentage of markup shall not exceed twenty (20) percent. A copy of the Contractor’s

source invoice(s) for all parts/materials used for repairs/services must accompany his

invoice in order to be reimbursed. Payments shall not be made for any parts/material

without the proper documentation attached to the contractor’s original invoice.

9. The journeyman technician shall contact the SHA authorized representative upon all

arrival and departure times of on-site work performed. The technician shall prepare a

service ticket indicating date, location, arrival time, name of technician performing

work, helper name if applicable, brief description of service to be performed and list

any parts or materials used for the job on the service ticket. Upon completion of the

work, the technician shall record the finished time, sign the ticket to indicate the work

is complete and obtain the SHA authorized representative signature on the service

ticket for verification. A copy of the service ticket shall be given to the State Highway

Administration authorize representative. SHA shall provide a list of contact names and

phone numbers for reporting in and out times on jobs upon award of this contract or

for each service request as scheduled.

8 Revised 5/11

10. The contractor shall keep the premises free from accumulation of waste materials or

rubbish caused by his operations at all times. The contractor shall leave the work area

clean and free of materials, debris, and vendor equipment to the satisfaction of the

authorized SHA authorized representative. Contractor shall be responsible for removal

and disposal of all debris, old and defective materials removed in performance of the

service and in strict accordance with all applicable regulations, codes, laws, and

ordinances. If area is not cleaned by the Contractor upon completion, the sum of

$10.00 per hour needed to clean the area shall be deducted from the Contractor’s

invoice, not as a penalty but as liquidated damages

11. Parts furnished under this contract shall be the latest improved models in current

production, as offered to commercial trade, and shall be of quality material.

Manufacture warranties shall apply to new material/parts provided. Contractor shall

provide the SHA authorized representative with all manufacturers' warranty documents

upon completion of installation and prior to leaving the job site.

12. No sub-contractors shall be permitted to work under this contract without the consent

of SHA Contract Manager.

C. UNSATISFACTORY WORK:

An SHA representative shall inspect all work performed and be the final judge as to

work being performed correctly. Any findings shall have a corrective action within a

48 hour period. All temporary repairs shall be corrected within a 30 day period.

In the event the work performance of the Contractor is unsatisfactory, the Contractor

will be notified by SHA Contract Manager and be given three calendar days to correct

the work. There will be no cost to SHA for re-works.

D. PAYMENT:

1. 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. Invoice shall clearly describe details of services and include copies of the signed

delivery tickets that apply. Failure to do so may result in delay of payment. Invoices

held for verification, missing information, or returned for corrective re-submittal shall

not be subject to late fees.

2. Invoice shall be sent to the following address:

State Highway Administration, Glen Burnie Shop

910 Stewart Ave.


Attention: Randy Shifflett

9 Revised 5/11

Note: The State Highway Administration is exempt from Maryland Sales Taxes by

Exemption Certificate Number 3000256-3 and from Federal Excise Taxes by Exemption

Number 52-73-0358K. Do not include tax on invoices.

Submit bids on Attachment I Contract Bid Form. Indicate labor rates for all trades whether

or not they are separate individuals in your company. The unit prices quoted is 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 Grand Total Bid, and be awarded

to the lowest responsive and responsible bidder for the services required in the amount not

to exceed $25,000.00.

VIII. INSURANCE REQUIREMENTS

The Contractor or Vendor shall maintain insurance issued by companies licensed and

authorized to do business in the State of Maryland, and acceptable to the State Highway

Administration (SHA).

1. Comprehensive General Liability

Broad Form, combined single limit of one million dollars and no cents

($1,000,000.00).

2. Worker’s Compensation/Employee Liability

To comply with statutory coverage in the State of Maryland, all States’ liability

and Employer’s Liability (Coverage ―B‖) with the limit of one million dollars and

no cents ($1,000,000.00).

A. Said certificate shall verify that the SHA has been named an additional

insured to the Contractor’s or Vendor’s above policies, that the insurer, at its own

expense, will defend all parties insured, and that coverage is extended to cover all

contractual obligations of the Contractor or Vendor contained in this contract.

B. Should the Contractor or Vendor subcontract any part of the service to be

provided under this agreement, the subcontractor shall be required by the

Contractor or Vendor to provide insurance as described above.

If, at any time, the required insurance is cancelled, terminated, or modified so that

coverage is not in full force and effect, the State Highway Administration may

terminate the contract for cause, or obtain additional coverage equal to that

required – the cost of which shall be borne by the Contractor or Vendor.

C. A Certificate of Insurance meeting the above requirements shall be

provided to State Highway Administration with the bid packet.

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IX. 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 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:

Submitted in a sealed envelopes.

Addressed to Samantha Fountain State Highway Administration 910 Stewart Ave.

Glen Burnie,MD 21061

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. GBHVAC11

Include completed Small Business Reserve Contract Affidavit (Attachment No. III)

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

$25,000, whichever comes first. The State Highway Administration (SHA) reserves the

sole unilateral right to extend the Contract for a period of one (1) year under the same

terms and conditions, except that an adjustment may be made in the price, upward based

on the change in the Consumer Price Index (CPI-U) for the Baltimore region for the

preceding twelve (12) months. In no event will any price change exceed four percent

(4%). The State Highway Administration reserves the right to reduce the term of the

contract should all funds be expended or the system changed.

XII. ATTACHMENTS

Contract Bid Form -- Attachment No. I (required with bid submittal)

Small Business Reserve Procurement – Attachment No. II

Small Business Contract Affidavit – Attachment No. III (required with bid submittal)

Equipment List & Preventative Maintenance/Plan Service Schedule—Attachment IV

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 – P a g e 1 o f 2

This form is to be completed in its entirety, is not to be altered in any way

and is to contain only the price or prices stipulated on the form.

State Highway Administration IFB No.: GBHVAC11

Column A Column B Column C Column D

Item / Description Quantity

(See Note a)

Vendor’s

Bid

Total Cost ($)

(Column B x C)

Quarterly Service ( 1 of the quarterly

services shall include the Annually

service)8/01/09– 5/31/11

8

$

Per Quarter

$

Seasonal Change Over ( April 2012 and

April 2013) 2 $

Per Year $

Seasonal Change Over (September 2011

and September 2012) 2 $

Per Year $

Per Hour, Additional Man Hours

Journeyman Technician for extra work -

Contingent 80

$

Per Hour $

Per Hour, Additional Man Hours

Apprentice Technician for extra work -

Contingent 10

$

Per Hour $

PARTS/MATERIALS (NOTE: Bid is

percent to be added on the actual cost of

supplies purchased by the Contractor for

Time & Material Repairs. (For Example:

Estimated Quantity is $2,500.00 x bid

percentage of 5% = unit price is $125.00.

$125.00 Unit price + $2,500 = $2,625.00

total line item cost) Percentage amount shall

not exceed 20%

$3000.00

estimated

________%

x

$3,000.00

estimated =

$________

($3,000.00 + unit price

(% mark-up total

amount)) =

$_______________

TOTAL BID AMOUNT (Sum of Column D) (See Note b)

NOTE: a) Quanti t ies are est imated and used for bid evaluation only. They may not repres ent the

actual quanti t ies experienced once the contract is awarded.

b) I f the ―Total Bid Amount‖ results in a total that exceeds $24,9 99, the contract writ ten with

the low bidder wil l be writ ten as ―not to exceed $25,000‖ using the unit pr ices established

in Column C.

c) SHA is exempt from Maryland Sales and Use Taxes by Exemption Cert ificate Number

3000256-3 and from Federal Excise Taxes by Exemption Number 52 -73-0358K. Do not

include tax in bid pr ices

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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 – P a g e 2 o f 2

REFERENCES: Give names and locations of three (3) places at which your organization

has provided services in the preceding 24 months with the date worked first commenced.

Provide contact names and phone numbers:

ORGANIZATION NAME &

ADDRESS

START

DATE CONTACT PHONE #

1.

2.

3.

For the Contractor:

Company Name & Address

City State Zip

Phone Fax Email

Representing the above Company

SIGNATURE

Print Name & Title

SOCIAL SECURITY NO. OR

FEDERAL TAX ID NO. DATE:

ATTACHMENT II

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which award will be limited to Certified Small

Business vendors. Only businesses that meet the statutory requirements set forth in State Finance

and Procurement Article, Subsections 14-501 - 14-505, Annotated Code of Maryland, and who

are registered with the Department of General Services Small Business Reserve Program are

eligible for award of a contract.

For the purposes of a Small Business Reserve Procurement, a small business is a business, other

than a broker, that meets the following criteria:

$ The business is independently owned and operated;

$ The business is not a subsidiary of another business;

$ The business is not dominant in its field of operation;

$ The wholesale operations of the business did not employ more than 50

persons, and the gross sales of the business did not exceed an average

of $4,000,000 in its most recently completed 3 fiscal years;*

$ The retail operations of the business did not employ more than 25


of $3000,000 in its most recently completed 3 fiscal years;*

$ The manufacturing operations of the business did not employ more

than 100 persons, and the gross sales of the business did not exceed an

average of $2,000,000 in its most recently completed 3 fiscal years;*

$ The service operations of the business did not employ more than 100


of $10,000,000 in its most recently completed 3 fiscal years;* and

$ The construction operations of the business did not employ more than

50 persons, and the gross sales of the business did not exceed an

average of $7,000,000 in its most recently completed 3 fiscal years.*

$ The architectural and engineering operations of the business did not

employ more than 100 persons,and the gross sales of the business did

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not exceed an average of $4,500,000 .in its most recently completed

fiscal years*

* If a business has not existed for three years, the gross sales average shall be the average

for each year or part of a year during which the business has been in existence.

Further information on the certification process is available at www.dgs.state.md.us and click on

the Small Business Reserve hyperlink.

Attachment III

Maryland Department of Transportation SMALL BUSINESS CONTRACT AFFIDAVIT

********** PROVIDING FALSE INFORMATION **********

Anyone providing false information to the State of Maryland in connection with obtaining or attempting to obtain a

contract under Small Business Reserve or Preference procurement may be subject to the following:

1. A determination by a Procurement Officer that a bidder/offeror is not responsible;

2. A determination that a contract entered into is void or voidable under § 11-204 of the State Finance and

Procurement Article of the Annotated Code of Maryland;

3. Suspension and debarment under Title 16 of the State Finance and Procurement Article;

4. Criminal prosecution for procurement fraud (§ 11-205.1 of the State Finance and Procurement Article),

perjury, or other crimes; and

5. Other actions permitted by law.

********** FAILURE TO MEET MINIMUM QUALIFICATIONS **********

Any Bidder or potential bidder failing to meet the qualifications of a "small business" specified in § 14-501(c) of the

State Finance and Procurement Article will be ineligible to participate in a procurement designated for a Small

Business Reserve under § 14-504 or Small Business Preference under § 14-206 - 207. Any person or company

bidding on Small Business Reserve or Preference procurement and not qualifying as a small business under § 14-

501(c) will have its bid or offer rejected on the ground that the bidder is not responsible.

I AFFIRM THAT:

To the best of my knowledge, information, and belief, as of the date of submission of this Bid/Proposal,

(name of firm) meets the qualifications for certification as a Small Business in Maryland. I

further affirm that, if for any reason during the term of the contract (name of firm) no

longer meets the qualifications of certification as a Small Business in Maryland, I will notify the Procurement Officer

within 30 days. I agree that a failure to so notify the Procurement Officer of this change in circumstances may result

in this contract being terminated for default.

I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE

CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE,

INFORMATION, AND BELIEF.

SMALL BUSINESS QUALIFICATION NUMBER _________

Date of Most Recent Qualification__________________________________

DATE:_____________

BY:_____________________________________________________________

Signature (Authorized Representative and Affidavit)

ATTACHMENT IV

EQUIPMENT LIST & PREVENTATIVE MAINTENANCE/PLANNED

SERVICE SCHEDULE

1

GLEN BURNIE SHOP HVAC EQUIPMENT LIST

OOM

FM

TAG

BUILDING/

LOCATION TYPE OF UNIT MAKE MODEL # Specs

COMMENTS

Volts-phase-htz

1. RTU-1 Roof over lunch room Rooftop Unit Gas-fired Carrier 48GX0240403

2 ton, 23.4 mbh

cool, 40mbh htg,

800cfm

208-1-60

2. RTU-2 Roof over conference

room Rooftop Unit Gas-fired Carrier 48HJD006Z-5-AA

5 ton, 60.6 mbh cool,

56 mbh htg, 1500cfm 208-3-60

3. RTU-3 Roof over reception Rooftop Unit Gas-fired Carrier 48GX0360605 3 ton, 36.8 mbh cool,

56 mbh htg, 1200cfm 208-3-60

4. RTU-4 Roof over vending Rooftop Unit Gas-fired Carrier 48GX0600905 5 ton, 60 mbh cool,

80 mbh htg, 2200cfm 208-3-60

5. RTU-5 Roof over toolroom Rooftop Unit Gas-fired Reznor HRPB250 300 mbh htg,

4200cfm

208-3-60 heat only

6. RTU-6 Roof over inventory Rooftop Unit Reznor HRPB125 125mbh

htg,2200cfm

208-3-60 heat only

7. RTU-7 Roof over sign inventory Rooftop Unit Gas-fired Reznor HRPB125 125 mbh htg,

2200cfm 208-3-60 heat only

8. RTU-8 Roof over tire storage Rooftop Unit Gas-fired Reznor HRPB125 125 mbh htg,

2200cfm 208-3-60 heat only

9. MAU Roof over paint booth Rooftop Make-up Air Unit JBI RAM220 28000cfm, 25hp,

2419mbh

208-3-60

10

. MAU Roof over paint booth Rooftop Make-up Air Unit JBI RAM20

14000cfm, 15hp,

1210mbh

208-3-60

11

. GUH-1 Pavement marking Gas-fired Unit Htr REZNOR FE100 100mbh ,1230cfm

120-1-60

12

. GUH-2 Pavement marking Gas-fired Unit Htr REZNOR FE125 120mbh, 1475cfm

120-1-60

13

. GUH-3 Small engine shop Gas-fired Unit Htr REZNOR FE125 120mbh, 1475cfm

120-1-60

14

. GUH-4 Welding Gas-fired Unit Htr REZNOR FE125 120mbh, 1475cfm

120-1-60

15

. GUH-5 Team bay Gas-fired Unit Htr REZNOR FE165 160mbh, 1970cfm

120-1-60

ATTACHMENT IV


SERVICE SCHEDULE

2

16


120-1-60

17


120-1-60

18

. GUH-8 Team bay Gas-fired Unit Htr REZNOR FE165 160mbh, 1970cfm 120-1-60

19

. GUH-9 Paint building Gas-fired Unit Htr REZNOR FE300 300mbh, 3000cfm 120-1-60

20

.

GUH Wash bay Equip Rm Gas-fired Unit Htr Modine PAE30

30mbh, 440cfm 120-1-60

21

. IRH-1 Shop Infrared Heater Gas-fired Spaceray LTU150

150mbh, 120-1-60

22

.

IRH-2 Shop Infrared Heater Gas Fired Spaceray LTU150 150mbh 120-1-60

23

.

IRH-3 Shop Infrared Heater Gas Fired Spaceray LTU150 150mbh 120-1-60

24

.

IRH-4 Wash Bay Infrared Heater Gas Fired Spaceray LTU130-30’ 130mbh 120-1-60

25

.

EF-1 Toilet rm 107 Exaust fan Greenheck SP210 100cfm 120-1-60

26

.

EF-2 OfficeToilet 117,119,120 Exaust fan Greenheck CSP252 400cfm 120-1-60

27

.

EF-3 Roof over shop Roof mtd exaust fan Greenheck ESRMD-24-420-a10 5500cfm 208-3-60

28

.

EF-4 Roof over welding shop Roof mtd exaust fan Greenheck GB-140-4 900cfm 120-1-60

29

.

EF-5 Roof over small engine

rm

Roof mtd exaust fan Greenheck GB-140-4 900cfm 120-1-60

30

.

EF-6 Roof over pavement

marking


31

.

EF-7 Roof over pavement

marking


32

.

EF-8 Roof over oil storage Roof mtd exaust fan Greenheck Gb-80-6 418cfm 120-1-60

33

.

EF-9 Roofover Herbicide Roof mtd exaust fan Greenheck GB-80-6 418cfm 210-1-60

34

.

EF-10 Roof over paint mix rm Roof mtd exaust fan Greenheck Cube-98-4 362cfm 120-1-60

35 EF11 Roof over change rm Roof mtd exaust fan Greenheck GB-80-6 322cfm 120-1-60

ATTACHMENT IV


SERVICE SCHEDULE

3

36

.

EF-12 Roof over conference rm Roof mtd exaust fan Greenheck GB-130-4 800cfm 120-1-60

37 EF13 Roof over electric rm Roof mtd exaust fan Greenheck GB-90-4 610cfm 120-1-60

38 EF14 Roof over ice machine Roof mtd exaust fan Greenheck GB-80-6 322cfm 120-1-60

39 EF15 Roof over storage V10 Roof mtd exaust fan Greenheck GB-70-6 150cfm 120-1-60

40 EF16 Janitor closet Exaust fan ceiling Greenheck SP-218 120cfm 120-1-60

41 EF Wash bay Roof mtd exaust fan Loren Cook 120R4B 1696cfm 120-1-60

42 IV Wash bay Intake Ventilator Loren Cook PR-29 w/M.O.D.

interlocked w/ wash

bay exh fan

43 EF Paint booth Roof mtd exaust fan JBI TAB-36-075T3 20,000cfm 460-3-60

44 EH-1 File rm Electric Unit Htr Markel F2F5105N 5000watts, 17mbh 208-3-60

45 EH-2 Oil storage Electric Unit Htr Markel F2F5107CA1L 7500watts, 25.5mbh 208-3-60

46 EH-3 Oil storage Electric Unit Htr Markel F2F5105N 5000watts, 17mbh 208-3-60

47 EH-4 Vestibule Electric Unit Htr Markel F3424 4000watts, 13.65mbh 208-3-60

ATTACHMENT IV


SERVICE SCHEDULE

4

SERVICE MINIMUM REQUIREMENTS

HEAT PUMPS, ROOF TOP UNITS, FURNANCES, AIR HANDLING UNITS, CONDENSING UNITS

AND EXHAUST FANS

Quarterly:

o Check air filter for dirt, damage, position and proper quantity. Replace as needed.

o Check fan belts for tension, alignment and wear. Adjust and lubricate as needed.

o Check damper linkage/movement. Adjust and lubricate as needed.

o Check refrigerant, both site glass and refrigerant charge. Check for leaks and repair if undercharge.

o Check access panels for tight fit. Replace screws, handles etc. as needed. Oil hinges if applicable.

o Verify thermostat/sensors indication of room temperature is actual room temperature.

o Verify operation of unit static pressure control sensor.

o Verify operating pressures and adjust as required.

o Inspect ductwork, insulation/coverings for damage and on roof for air and water leakage. Repair as needed.

o Check drain pan for proper drainage, leakage, dirt and mold. Clean/repair as needed.

o Inspect for vibration, unusual noises and fuel leaks.

o Inspect coils for damage, blockage, dirt, etc.-.Clean as needed. Comb/straighten fins.

o Check fuses and circuit breakers.

o Check moisture eliminators/bird screens and outside air hoods for damage, blockage and cleanliness.

Seasonal Changeover:

o Verify sequence of operation.

o Verify variable frequency drive operation.

o Tune burners. Check/adjust/replace electrodes, nozzles, seals, gaskets, oil and fuel filters. Check gas/fuel train and repair/replace as

required.

o Check pump pressure and adjust to manufacture specifications. Clean burner tube, fan housing and blower wheel. Seal any air leaks

into combustion chamber.

ATTACHMENT IV


SERVICE SCHEDULE

5

o Measure draft, smoke density and carbon monoxide. Check restriction in flues/chimney. Record in logs.

o Adjust barometric dampers, flue/chimney caps and fans/dampers for combustion air sources.

o Verify functioning of all safety and auxiliary controls.

o Check gauges, replace as needed. Note all vacuum, pressure reading, temperature reading, measure and note supply air temperatures

during normal operation in logs.

o Clean strainers, adjust regulators and pressure reducing valves. Operate shutoff valves.

o Clean secondary heat exchanger and combustion area. Clean transformer bushings, springs and cad cell surface.

o Test compressor oil and acidity.

o Measure ground resistance of compressor motor windings.

o Test and verify interlock controls.

o Verify proper operation of all actuators.

o Check flue temperatures, inspect flues for leaks and cracks, and drain flues of condensation and dirt.

o Check all piping, valves and accessories for leaks. Repair or replace as needed. Recharge as required.

o Test heat pump, de-frost cycle.

o Power wash coil with a coil cleaner and flush. Straighten fins after cleaning.

o Check safety and auxiliary controls

Annually:

o Inspect fan blade/motor windings, clean as needed.

o Inspect and tighten electric connections. Clean contact/verify proper operation.

o Lubricate bearings, fans and motors.

o Clean intake screen on motors.

o Inspect fan wheel/blade for free rotation, cracks and alignment.

o Touch up paint on unit casings. Match existing color as close as possible. Do not paint manufacturer’s nameplate. Clean

manufacturer’s nameplate.

o Inspect all structural equipment supports for corrosion and damage.

ATTACHMENT IV


SERVICE SCHEDULE

6

FUEL OIL TRANSFER PUMPS

Quarterly:

o Check oil filters for dirt and water. Replace as needed.

o Check discharge pressure and inlet vacuum. Note all vacuum/pressure readings in logs.

Replace gauges as needed.

o Check drain pans for leakage. Clean/repair as needed.

o Inspect for vibration and unusual noises.



o Check strainers and clean. Replace filters.

o Operate shut off and bypass valves.

o Inspect for fuel leaks.

o Test and verify interlock controls.

Annually:

o Inspect and tighten electric connections. Clean contacts and verify proper operation.

o Clean intake screen on motors.

o Clean manufacturer’s nameplates.


ATTACHMENT IV


SERVICE SCHEDULE

7

UNIT HEATERS INFRARED, ELECTRIC, GAS/OIL

Quarterly:

o Check fan belts for tension, alignment and wear. Adjust and lubricate as needed.

o Check access panels for tight fit. Replace screws, handles etc. as needed. Oil hinges if applicable.

o INFRARED UNITS: Check combustion air inlets and connecting ductwork for obstructions and damage. Check vacuum exhaust, air

flow switch and air adjustment plate for proper operation. Adjust/ repair as needed.

o Verify thermostat/sensors indication of room temperature is actual room temperature.


o Check bird screens and outside air hoods for damage, blockage and cleanliness. Repair/clean as needed.

o Check wiring for proper connections, frayed wires etc. Repair as required.

o Inspect for vibration, unusual noises and fuel supply for leaks. Repair /replace as required.



o INFRARED UNITS: Change filters and nozzles check combustion air inlets, ductwork, radiant tubing, air flow switch, and ignition

assembly for proper operation Repair as required.

o ELECTRIC UNITS: Check electric heating coil for damage/debris. Repair/replace as required.

o GAS/OIL UNITS: Tune burners. Check/adjust/replace electrodes, nozzles, seals, gaskets etc. Replace oil/fuel filters. Clean strainers.

Adjust regulators and pressure reducing valves. Operate shutoff valves. Measure draft, smoke density and carbon monoxide. Verify

proper operation of all actuators. Check gages. Replace as needed. Note all vacuum and pressure readings in logs. Note all

temperature readings in logs. Test and verify interlock controls. Check for restrictions, leaks and cracks in flues/chimneys. Check

flue temperatures, drain flue or dirt and condensation. Adjust barometric dampers, flue/chimney caps and fans/dampers for

combustion air sources. Measure and note supply air temperatures during normal operation.

o Clean bird and insect screens

o Verify Sequence of Operation.

o Verify functioning of all safety and auxiliary controls

ATTACHMENT IV


SERVICE SCHEDULE

8

.

o Lubricate all bearings, fans and motors.

o Check housing assembly and hanging hardware for deterioration, wear or corrosion. Replace as required.


o Check wiring for proper connections, frayed wires etc. Repair as required.

o Inspect for vibration, unusual noises and fuel leaks.


o Check units for proper air flow. Adjust as needed.

Annually:

o Inspect entire system.

o INFRARED UNITS: Check nozzles and replace as required. Clean reflectors and burner assembly.

o Inspect fan wheels, blades and motor windings for free rotation, cracks and alignment. Clean, repair or replace as required.

as needed. Clean intake screen on motors

o Inspect and Tighten electric connections. Clean contacts and verify proper operation.

o Lubricate Bearings, fans and motors.

o Touch up paint on unit casings. Match existing color as close as possible. Do not paint manufacturer’s nameplates.



ATTACHMENT IV


SERVICE SCHEDULE

9

CONTROLS

Quarterly:

o Check wiring for frayed or damaged wires and connections Repair/replace as required.

o Check stats, probes and sensors for debris or damage. Clean/replace as required.


o Verify operation of all control devices. Repair/replace as required.

o Verify calibration of all devices requiring calibration. Re-calibrate as required.

o Check wiring for frayed or damaged wires. Repair/replace as required.

o Verify sequence(s) of operation. Adju11. EXHAUST FA st as required.


o Inspect and tighten all wiring connections. Clean contacts and terminals. Verify proper operation.

o Verify thermostats, humidistats, sensors etc are at design set point and that room or space is at set point. Adjust as required.

o

o Annual Shutdown:

Annually:

o Verify operation of all control devices. Repair/replace as required.

o Verify calibration of all devices requiring calibration. Re-calibrate as required.

o Check wiring for frayed or damaged wires. Repair/replace as required.

o Verify sequence(s) of operation. Adjust as required.


o Inspect and tighten all wiring connections. Clean contacts and terminals. Verify proper operation.

o Verify thermostats, humidistats, sensors etc are at design set point and that room or space is at set point. Adjust as required.

o Touch up paint on cabinet and enclosures. Match existing color as close as possible. Do not paint manufacturer’s nameplates.


1