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Building Maintenance & Services Contracts

Summit Presenters

Terry WadeAssistant Superintendent

[email protected]

Procurement & Logistics TeamEric Lomboy

Assistant [email protected]

George MitchellDirector, Office of Business Programs

[email protected]

Facilities Operations & Maintenance Team

Michael CainRegional Manager

[email protected]

Danny MaysProgram Manager

[email protected]

Sean StinnettPRG Administrator

[email protected]

Procurement Overview

DGS has the authority to procure building related services for other State Agencies/Departments when the amount of the contract is expected to exceed

the using agency’s/department’s purchasing authority.

Using AgencyThe agency that has a need

for the service.

DGSThe agency that has

authority to purchase building related services

on behalf of other agencies.


Using AgenciesExamples

♦ Baltimore City Community College♦ Department of Commerce♦ Department of Health and Mental Hygiene♦ Department of Human Resources♦ Department of Juvenile Services♦ Department of Labor, Licensing and

Regulation♦ Department of Natural Resources♦ Maryland Department of Agriculture

♦ Maryland Department of the Environment

♦ Maryland Department of Planning♦ Maryland Department of Veterans Affairs♦ Maryland Judiciary♦ Maryland Military Department♦ Maryland Public Television♦ Maryland School for the Deaf♦ Maryland State Department of Education


Using agencies typically have the authority to enter into

contracts for building related services if the total amount of

the contract award will not exceed $200,000.

$200,000

Unless the using agency is delegated authority, DGS is responsible for

completing procurements for building related services exceeding

the delegation.


There are two types of contracts DGS creates that can be used by other government organizations

Agency SpecificContracts for commodities or services

needed by a single, specific agency (using agency).

Only the using agency can purchase from contract.

See COMAR 21.02.01.04 for Delegation of Procurement and Contracting Authority

StatewideContracts for commodities or services that are commonly used by multiple

agencies.

Multiple government organizations, including state, county, and local can

purchase from contract.

http://www.dsd.state.md.us/comar/comarhtml/21/21.02.01.04.htm

Current Contracts

dgs.maryland.gov

Current Contracts

Current Contracts

Agency Specific

Comprehensive Building Maintenance Mail Delivery Services Window Washing Services Janitorial Services Guard Services MSP Weigh Station Inspection Services Generator Preventative Maintenance Elevator Maintenance & Repair Gutter Cleaning Comprehensive Facility Management HVAC Preventative Maintenance

Statewide

Trash Removal Services

View a listing of current contracts on the DGS Contract Awards Page.

https://dgs.maryland.gov/Pages/Procurement/BidsAwards.aspx

Upcoming Opportunities

goma.Maryland.gov

Contracting Opportunities


Description Location Estimated Award Estimated Term

Estimated Solicitation Time

WINDOW WASHING SERVICES - DGS, INNER HARBOR COMPLEX CENTRAL MARYLAND $100,000 to $500,000 1-2 years Q2

(Oct.-Dec. 2018)EXTERIOR WINDOW WASHING/GUTTER CLEANING SERVICES FOR APB&G CENTRAL MARYLAND $100,000 to $500,000 5+ years Q2

(Oct.-Dec. 2018)

PROVIDE AUCTION AND TOWING SERVICES FOR SURPLUS MOTOR VEHICLES AND SPECIA CENTRAL MARYLAND $100,000 to $500,000 5+ years Q2

(Oct.-Dec. 2018)

INTERIOR LANDSCAPING - DGS, INNER HARBOR COMPLEX LOCATIONS CENTRAL MARYLAND $15,000 to $99,000 3-4 years Q4

(April-June 2019)WINDOW WASHING SERVICES FOR BALTIMORE STATE OFFICE COMPLEX/GUILFORD

CENTRAL MARYLAND $15,000 to $99,000 5+ years Q2(Oct.-Dec. 2018)

DGS-UNARMED UNIFORMED GUARD SERVICE AT JOHN R. HARGROVE DISTRICT COURT CENTRAL MARYLAND $100,000 to $500,000 3-4 years Q3

(Jan.-March 2019)

JANITORIAL SERVICES AT BORGERDING DISTRICT COURT/MULTI-SERVICE CENTER CENTRAL MARYLAND $100,000 to $500,000 3-4 years Q3

(Jan.-March 2019)



Description Location Estimated Award Estimated Term

Estimated Solicitation Time

DGS-UNARMED UNIFORMED GUARD SERVICE @ GEORGE M. TAYLOR DC/MSC CENTRAL MARYLAND $100,000 to $500,000 2-3 years Q4

(April-June 2019)DGS - UNARMED UNIFORMED GUARD SERVICE @ JOHN R. HARGREAVES DC/MSC CENTRAL MARYLAND $100,000 to $500,000 2-3 years Q4

(April-June 2019)DGS - JANITORIAL SERVICE FOR LOUIS L. GOLDSTEIN DISTRICT COURT WESTERN MARYLAND $100,000 to $500,000 1-2 years Q4

(April-June 2019)DGS - ELEVATOR MAINTENANCE SERVICE FOR ANNAPOLIS STATE OFFICE COMPLEX AND CENTRAL MARYLAND $100,000 to $500,000 1-2 years Q2

(Oct.-Dec. 2018)STATEWIDE EQUIPMENT MAINTENANCE SERVICES STATEWIDE $1,000,001 to $5,000,000 5+ years Q3

(Jan.-March 2019)DGS - JANITORIAL SERVICE FOR 201/301 W. PRESTON STREET CENTRAL MARYLAND $500,001 to $1,000,000 1-2 years Q4 (April-June 2019)

View a listing of upcoming opportunities on the GOSBA Forecasting Page.

https://goma.maryland.gov/Pages/Forecasting.aspx


Under $15,000

Does not need to be advertised on eMaryland Marketplace

$15,000 or More

Must be advertised on eMaryland Marketplace

$15,000

The value of the purchase determines how DGS procures products/services.

Most importantly, it determines how a vendor learns about the opportunity.


Contracting OpportunitiesOver $15,000

Must be advertised on eMaryland Marketplace. Information in eMaryland Marketplace will indicate how to submit

bids/quotes and when they are due. Procurements may be formally reserved for small business

participation only. MBE and/or VSBE goals may be placed on contracts.


Request for Quote vs. Invitation to Bid

Request for Quote$15,000 - $50,000

Advertised on eMaryland Marketplace.Written quotes are to be submitted by the

established deadline.

Invitation to BidOver $50,000

This indicates that the procurement will go through the Competitive Sealed

Bidding Process.


The Competitive Sealed Bid Process(> $50,000)

1. Bid specifications are created by the using agency and posted on eMaryland Marketplace by the agency (up to $200,000) or DGS (over $200,000).

2. A pre-bid meeting/site visit is held and all interested businesses are encouraged to attend.

3. Vendors submit bids online through eMaryland Marketplace.4. On the bid opening date, the procurement officer opens and reviews bid submissions.5. A contract is awarded to the responsible bidder that submitted a responsive bid with

the most favorable total bid price.


Responsive vs. Responsible

Responsive♦ “A bid submitted in response to an invitation for bids that conforms in all material

respects to the requirements contained in the invitation for bids” –COMAR21.01.02.01(78)

Responsible♦ “A person who has the capability in all respects to perform fully the contract

requirements, and the integrity and reliability that shall assure good faith performance” – COMAR 21.01.02.01(77)


Tips to Submit a Complete Bid Response

Read the entire solicitation, including all attachments, completely and thoroughly.

♦ Be sure you understand the requirements and what you need to submit to demonstrate you meet these requirements.♦ Wage Requirements♦ Experience

♦ Be sure you understand what documents are required to be submitted at the time of bid submission.

♦ Be sure you fully understand the scope of work and specifications before you complete and submit your bid package.



Attend the pre-bid meetings and/or site visits when offered♦ Be sure you are familiar with the location where work is to be

performed. ♦ Gain an understanding of any challenges you may face when

completing work.♦ Ask questions and receive clarification from procurement

officers and/or project managers.♦ Network with other businesses in attendance.



Submit a complete bid package♦ Ensure that all forms are completed in entirety and signed.♦ Check and double check to make sure all forms are completed

and signed.♦ Be sure to attach/include all required forms with your bid

submission.♦ Check and double check to ensure all required forms are

attached/included.



Follow instructions within the solicitation♦ Be sure to follow the instructions on how to submit your bid

(online, mail, etc.)♦ Be sure to submit your bid before the “Bid Opening Date”

♦ Keep in mind there is a time deadline as well♦ If submitting bids online, the system will not accept the

bid if the time has passed♦ Be sure to complete all line items

♦ Do not indicate “No Bid” rather indicate “No Cost”♦ Accept the terms & conditions

♦ If you do not agree with the Terms & Conditions contact the Procurement Officer immediately to discuss



Complete all necessary fields in eMaryland Marketplace (for online bid submissions)

♦ Be sure to complete all line items♦ Do not indicate “No Bid” rather indicate “No Charge”♦ Do not use the discount or freight fields (incorporate these

into the quoted price)♦ Accept the Terms & Conditions

♦ If you do not agree with the Terms & Conditions contact the Procurement Officer immediately to discuss

♦ Do not submit multiple bids♦ If you need to make changes to a bid you already

submitted you can withdraw your bid, make changes, and resubmit.


Small, Minority, and Veteran-Owned Businesses

Small Business Reserve

Minority Business Enterprise

Veteran-owned Small Business

Enterprise

Programs for


Small Business Reserve

Minority Business Enterprise

Veteran-owned Small Business

Enterprise

Increase opportunities for certified small, minority, and veteran-owned businesses to participate on state contracts.

Increase opportunities for certified small businesses to be selected as a prime

contractor.

Increase opportunities for certified minority/veteran-owned businesses to be selected as a subcontractor.


Learn More About the Projects

Attend pre-bid meetings.

Review the attachments on

eMarylandMarketplace


Small Business Reserve (SBR) Program

Allows agencies to “reserve” procurements for small business participation only.

Prior to award, the agency must verify that the contract is being awarded to a certified small business.


What you Need to Know

A “SBR Only” procurement will be noted in the solicitation documents.

To be eligible for award the vendor must be listed in the directory of certified firms in eMaryland Marketplace.

Vendors may be subject to a verification audit prior to award.


MBE & VSBE Programs

Allows agencies to require prime contractors to utilize certified MBE and VSBE contractors on projects/procurements.

Subcontracting goals are placed on contracts and the prime contractor is required to utilize certified firms to satisfy the

established goal.


What you Need to Know

Goals are placed on contracts BEFORE they are solicited.

Prime-Contractors are required to identify MBE/VSBE subcontractors WHEN they submit their bid.

Certified MBEs are encouraged to participate as prime-contractors and may count their own work toward 50% of the goal.

Certified VSBEs are encouraged to participate as prime-contractors and may count their own work toward 100% of the goal.

A company who has both certifications may be counted toward achieving both goals.


Services Under $15,000Contracts specific to DGS

•Repair & Replace Pavers•Sprinkler Maintenance•Snow Removal•Replace Water Heater•Janitorial Services•Repave and Stripe Parking Lots•Fire Alarm/Sprinkler Service•Roof Repair•Electrical & Plumbing• Fire Alarm & Sprinkler• Landscaping & Tree Trimming

•Kitchen Refrigerator/Freezer Upgrade•Elevator Maintenance•Replace Locksets•Storm Drain Replacement•Replace Bathroom Doors•Window Replacement•Painting•Floor Repairs/Resurfacing•Snow Removal & Pest Control• Roofing & Painting• Window Cleaning


DGS Buildings & Grounds

Oversees 6.3 million square-feet of State-owned facilities including 53 state buildings across Maryland

Baltimore: 12 buildings Annapolis: 21 buildings Multi-Service Centers: 20 buildings located around the State


Annapolis Buildings & Grounds

Francis StreetFred L. Wineland Building

CrownsvilleCommunity Place

Community Place Day Care

Rowe Blvd.Court of Appeals Building

Hall of RecordsRobert F. Sweeney District Court

St. Johns StreetCalvert Street Garage

Central Services Building

Calvert StreetAttman- Glazer Building

Goldstein Treasury Building

Carroll StreetAnnapolis Data Center

Revenue Administration Building

State CircleGovernment House

Legislative Services BuildingOld Treasury Building

Shaw HouseState House

College AvenueJames Senate Office Building

Bladen StreetLowe House Office BuildingMiller Senate Office Building

Taylor AvenueTawes State Office Building


Baltimore Buildings & Grounds

Baltimore StreetNancy S. Grasmick State Education

Building

Hilton StreetHilton Heights Community Center

Hilton Heights Community Center 2

Saratoga StreetSaratoga State Center

Saratoga State Center 2

St. Paul PlacePublic Defender’s Building

Waterloo RoadJessup State Complex

St. Paul StreetWilliam Donald Schaefer Tower

W. Preston StreetHerbert O’Conor Building

State Office Building 1State Office Building 2State Office Building 3


DGS Multi-Service Center LocationsPrince George’s County

Hyattsville

Queen Anne’s CountyCentreville

St. Mary’s CountyLeonardtown

Washington CountyHagerstown

Wicomico CountySalisbury

Anne Arundel CountyGlen Burnie

Baltimore CityPatapsco Ave.N. Calvert St.Wabash Ave.

Baltimore CountyCatonsville

EssexTowson

Calvert CountyPrince Frederick

Caroline CountyDenton

Carroll CountyWestminster

Cecil CountyElkton

Harford CountyBel Air

Howard CountyEllicott City

Montgomery CountyRockville

Silver Spring


Building Superintendents

Annapolis Public Buildings & GroundsDoug Jones

Superintendent410-260-2981

[email protected]

Baltimore Public Buildings & GroundsGary Gray


[email protected]

Multi-Service Centers and District Courts (Statewide)Barbara Bauman


[email protected]


Other Services

Promotional Items Professional Development Training Services Catering Services

Graphic Design Services

Send Company Information to:

Cristen [email protected]

Small, Minority, and Veteran Business Resources

Katie CrawfordTraining & Outreach [email protected]

410-767-8969

Information on Opportunities and Training & Outreach Events

Complete theBusiness Opportunities Notification Form

https://www.surveymonkey.com/r/DGSNotificationForm

Cristen ErvinTraining & Outreach Coordinator

[email protected]

https://www.surveymonkey.com/r/DGSNotificationForm

Questions & Answers

Thank you!

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