Department of Human Services

DHR Small Procurement Solicitation : IFB Moving Services
DAO/BCDSS -16-001
Page 1
DEPARTMENT OF HUMAN RESOURCES
Division of Administrative Operations

Maryland’s Human Services Agency

SMALL PROCUREMENT SOLICITATION FOR
MOVING SERVICES

DHR AGENCY CONTROL NUMBER: DAO/BCDSS -16-001-S
1. SUMMARY STATEMENT
The Department of Human Reso urces (DHR or the Department) , Division of Administrative
Operations (DAO) intends to acquire a professional moving service company for the purpose of
relocating the Baltimore City Department of Social Services (BCDSS) Legal Services Offic e,
currently located at 100 S. Charles St., Balti more, MD on the 15th and part of the 16th floors , to a
new location at 1510 Guilford Ave 4
th Floor, Baltimore, MD . The anticipated duration of services to
be provided under this Contract is for two (2) weekends beginning Fri day, October 30, 2015 and
ending Monday, November 9, 2015.

2. BACKGROUND

Baltimore City Social Services Legal Services Office consists of 100 attorneys and staff that
provide legal services for vulnerable children in the city of Baltimore.
3. SCOPE OF THE PROJECT

The Contractor shall furnish all labor, materials, equipment, and resources necessary to accomplish t he move of the BCDSS Legal Service Office. The Contractor shall possess
expertise in the orderly relocation of office facilities including, but not limited to freestanding and systems furniture, Personal Computers and peripheral electronic equipment, office equipment , file and storage cabinets (may be required to move loaded file cabinets), of fice and
storage contents from approximately 85 offices .

Please Note: File cabinets being moved will be locked or taped and some will contain client files
with sensitive and/or confidential information.

Location Details :
The location at 100 South Charles Street includes a freight elevator that the vendor w ill be able to
use. The vendor will enter through the loading dock located in the rear of 100 S. Charles Street. In
order to fit into the loading dock, t he moving truck (s) cannot exceed 6” 2’ in height.

DHR Small Procurement Solicitation: IFB Moving Services
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The location at 1510 Gilford Avenue does not inc lude a loading dock and the vendor park in front
of the building and enter through the main entrance in front of the building. The elevator can be
used to move items to the 4th floor.

A final inspection will take place on Monday, November 9, 2015 for both locations.
This relocation will take place in two (2) phases over the course of two (2) weekends as
described below:

Phase 1 (relocation of 15th floor at 100 South Charles St. to 1510 Guilford Avenue)
Date Start Time End Time
Friday, October 30, 2015 5:00PM 11:00 PM
Saturday, October 31, 2015 9:00 AM 5:00 PM
Sunday November 1, 2015 9:00AM 5:00PM
*Monday, November 2, 2015 9:00 AM 2:00 PM
Phase 2 (relocation of 16th floor at 100 South Charles St. to 1510 Guilford Avenue)
Friday, November 6, 2015 5:00PM 11:00PM
Saturday, November 7, 2015 9:00AM 5:00PM
Sunday, November 8, 2015 9:00AM 5:00PM
*Monday, November 9, 2015 9:00 AM 2:00 PM
*On Monday, November 2, 2015 and Monday, November 9, 2015, the Contractor shall have available three ( 3) movers on- site to assist with any miscellaneous items that need to be moved.

4. BIDDER QUALIFICATIONS

A. All bidders shall attend a mandatory walk through to take place on Thursday,
September 30, 2015 at 10:00 AM at 100 South Charles Street and t hen travel to
1510 Guilford Avenue is mandatory. If a bidder fails to attend the mandatory walk
through as required, the bid will shall be determined non -responsive. As proof of
meeting this requirement all bidders shall complete and submit the Walk through
Affidavit (Attachment C ).

In order to assure adequate accommodations at the walk through please e -mail, mail,
or fax a confirmation of attendance to the attention of the State Project Manager
(see Section 7 “State Project Manager”) no la ter than 4:00 PM local time on
Monday, September 29, 2015. In the confirmation of attendance include the
names of the representative that will be in attendance.
B. All bidders shall have Liability insurance. As proof of meeting this requirement,
Bidders shall provide to the Department a current copy of their Certificate of
Insurance with a minimum of $500,000 per occurrence for bodily injury and
property damage liability combined.

DHR Small Procurement Solicitation: IFB Moving Services
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C. All bidders shall provide a minimum of three (3) professio nal references which
show previous experience in performing the work identified in this IFB within the
past two (2) years .

5. CONTRACTOR REQUIREMENTS

A. The Contractor shall prepare all electronic equipment and computer equipment for
transport. The Cont ractor shall provide computer bags to protect computers from
damage, moisture, dust, and shock re lated movement; and transport all computer
and specialty equipment on computer and/or equipment carts which have foam
padding on each shelf. The Contractor shall protect all equipment from inclement weather.

B. The Contractor shall determ ine the quantities of and types of equipment required
to relocate the office work area and storage area contents that will be relocated. The Contractor shall provide the appropr iate number of packing cartons, book
carts, equipment carts, bubble -wrap, news stock, china bins, barrels, commercial
bins, pressure sensitive move tags (which shall leave no residue), sealable plastic bags, and/or other special packing materials as sugges ted by the Contractor, etc.
to accomplish this.

C. The Contractor shall have appropriate equipment used to conduct this move (i.e. dollies, hand trucks, computer carts and blankets).

D. The Contractor shall have professional attire (i.e. identifiable uniforms) and
each person who is an employee shall display his or her company ID badge at all
times while on State premises. Upon request of authorized State personnel, each
such employee or agent shall provide additional photo identification.

E. The Contracto r shall have masonite that will be used to place on the floor and
shall provide a sufficient amount to protect the floor during the move .
Measurements will be provided during the mandatory walk through (see Section 4
“Bidder Requirement ”).

6. CONTRACT T ERM AND DELIVERABLES

The Contract resulting from this solicitation will be for a two (2) weekend period beginning
Friday, October 30, 2015 and ending Monday, November 9, 2015 to provide the moving services
as set forth in this IFB .

DHR Small Procurement Solicitation: IFB Moving Services
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7. STATE PROJECT MANAGE R

The State Project Manager for this Contract is:

Shawn Caple
Department of Human Resources
Division of Administrative Operations
311 W. Saratoga St .
Baltimore, M D 21201
Office: 410- 767- 7374 Fax: 410- 333-2757 Email: shawn.caple@maryland.gov
After Contract award , this person will serve as the primary point of contact for the Contractor in
regards to the Contract resulting from this RFP. However, for certain contract related actions the
Procurement Officer may co mmunicate with the Contractor .
8. SUBMISSION INFORMATION

The original, to be so identified, and three (3) copies of each Bid must be received by the
Procurement Officer by 3:00 PM local time on Thursday , October 8 , 2015 in order to be
considered. Requests for extension of this date or time shall not be granted. Vendors mailing Bids should allow sufficient mail delivery time to insure timely receipt by the Procurement Officer. Bids or unsolicited modifications to Bids arriving after the closing time and date will not be considered, except under the conditions identified in COMAR 21.05.02.10 B and 21.05.03.02 F.

Oral, electronic mail, and f acsimile Bids will not be accepted.

Bids are to be delivered to:

Cora Trayham, Procurement Officer
Department of Human Resources
Procurement Division
311 W. Saratoga St reet, Room 946
Baltimore, M D 21201
Office: 410 -767-7767 Fax: 410- 333-0258 Email: cora.trayham@maryland.gov

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DHR Small Procurement Solicitation: IFB Moving Services
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Bid Submission shall include:

A. Cover Le tter
The Cover Letter shall have an original signature by a person that is authorized to
bind the company to the services described in the Bid and shall be submitted with
the response on company letter head and shall include the following statements:

• The company agree s to all terms and conditions.
• The company agrees to sign the awarded contract. See sample Contract
(Attachment A )

B. Bid Form ( Attachment B)

The Bid Form shall have an original signature by a person that is authorized to
bind the company to the Services and the Bid.

C. Walk through Affidavit (Attachment C)
D Current copy of Certificate of Insurance
E. References

9. BASIS FOR AWARD

The Contract will be awarded to the responsible Bidder whose submits a responsive Bid that meets
the specifications set forth in the Small Procurement Solicitation, and provides the Most Favorable
Bid Price.

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

The successful Bidder will be expected to sign a contract with the Department, a sample
enclosed as ATTACHMENT A .
11. CANCELLATION OF BIDS

The State may cancel this Solicitation, in whole or in part, whenever this action is determined to be fiscally advantageous to th e State or otherwise in the State’s best interest. If the Solicitation is
canceled, a notice of cancellation will be provided to all prospective Bidders who were sent this
Solicitation or otherwise are known by the Procurement Officer to have obtained thi s
Solicitation.

DHR Small Procurement Solicitation: IFB Moving Services
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12. ACCEPTANCE OF BIDS

The State reserves the right to accept or r eject any and all Bids , in whole or in part, received in
response to this Solicitation, or to waive or permit cure of minor irregularities to serve the best interests of the State of Maryland.

13. TIME OF BID ACCEPTANCE

The content of this Solicitation and the Bid of the successful Bidder or Bidders will be included
by reference in any resulting Contract. All prices, terms and conditions in the Bid are irrevocable for 90 days after the closing date for receipt of Bids . This period may be extended by written
mutual agreement between the Bidder and the requesting State organization.
14. PAYMENT

The successful vendor shall bill the Department upon completion of the final walk -through for
the total amount submitted in the Bid Form ( Attachment B ).

Invoices must be addressed to:

Shawn Caple
Department of Human Resources
Division of Administrative Operations
311 W. Saratoga St.
Baltimore, MD 21201
Office: 410 - 767- 7374 Fax: 410- 333-2757 Email: shawn.caple@maryland.gov
All invoices must (at a minimum) be signed and dated in addition to including th e Contractor’s
mailing address, the Contractor’s Social Security number or Federal Tax ID number, the State’s assigned Contract control number, the goods/services provided, the time period covered by the invoice, and the amount of requested payment.

15. PROCUREMENT METHOD

This award will be made in accordance with Code of Maryland Regulations (COMAR) 21.05.07, Small Procurement Regulations. Small procurement is defined as the use of procedures to obtain
items reasonably expected by the Procurement Officer to cost $25,000 or less.

Minority Business Enterprises are strongly encouraged to respond
to this solicitation.

DHR Small Procurement Solicitation: IFB Moving Services
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ATTACHMENT A – CONTRACT “SAMPLE”

DAO/BCDSS -16-001-S
AGENCY CONTROL NUMBER

SMALL P ROCUREMENT STANDARD SERVICES CONTRACT
BETWEEN
MARYLAND STATE DEPARTMENT OF HUMAN RESOURCES
Division of Administrative Operations
311 W. Saratoga Street
Baltimore, Maryland 21201

AND

FOR

Moving Services

THIS CONTRACT, effective as of October 30, 2015, by and between the Maryland State Department of
Human Resources Division of Administrative Operations , hereinaft er abbreviated as the "DHR/ DAO"
and a hereinafter referred to as the "CONTRACTOR".

The DHR/ DAO and the CONTRACTOR do mutually agree as follows:

I.

PROGRAM AND SERVICES TO BE PROVIDED

Subject to the continuing availability of the State and /or federal funds, the DHR/ DAO shall purchase the
CONTRACTOR'S services and the CONTRACTOR shall provide professional moving services . These
services shall be provided in a ccordance with the terms and conditions of this Agreement, the
DHR/ DAO’s Scope of Work, the CONTRACTOR’S proposal and budget dated , attached as the
Appendix and incorporated as part of this Agreement.

II.

TERM OF AGREEMENT

Performance under this Agreement shall commence on October 30, 2015 and shall continue until agreed
upon services are completed, but in any case no later than November 9, 2015. The PARTIES, however,
may mutually agree in writing to an earlier termination, or, the DHR/ DAO, in its sole discretion, may
serve upon the CONTRACTOR a written notification of an intention t o terminate the Agreement as of
thirty (30) days or more from the date of the receipt of such notice, pursuant to either Section IV (d) or
(e) of this contract.

III.

DHR Small Procurement Solicitation: IFB Moving Services
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COSTS AND EFFICIENCY

(a) The cost to the DHR/ DAO for the services to be provi ded by the CONTRACTOR under the
Agreement shall not exceed: Dollars ( ).

(b) METHOD OF PAYMENT: Payments by the DHR's Fiscal Services Division shall be made upon
submission of an invoice from the CONTRACT OR.

(c) Payment of these funds is conditional upon the DHR/ DAO receiving funds as specified to pay for the
total costs of the services set forth in the Appendix from .

If funds are not appropriated or otherwise made avail able to support continuation of the services
hereunder in any succeeding fiscal year, the DHR/ DAO shall have the right to terminate this Agreement
and the CONTRACTOR is not entitled to recover any profits or costs not incurred before terminat ion.
This agreement shall be terminated automatically as of the beginning of the fiscal year for which funds are not available.

If the General Assembly fails to appropriate sufficient funds or if sufficient funds are not otherwise
made available for perfo rmance of this contract, the DHR/ DAO reserves the right in its sole discretion to
reduce the total amount of funding under the contract.

(d) The CONTRACTOR'S Federal Tax identification Number is .

The CONTRACTOR agrees to include this number on all invoices billed to the DHR/ DAO. The
DHR/ DAO may withhold payment for failure to comply with this provision.

The CONTRACTOR'S Social Security Number is (individual contractor only ). This
number will be used for disbursement and tax purposes only.

IV.

GENERAL PROVISIONS AND CONDITIONS

(a) State Laws and Regulations: The terms of this Agreement and its execution are subject to all
applicable Maryland Laws and Regulations and appr oval of other agencies of the State of
Maryland as required under said laws and regulations.

(b) The DEPARTMENT designates Shawn Caple , Department of Human Resources, Department of
Administrative Operations, 311 W. Saratoga St., Baltimore, MD 21201, OFFICE # 410- 767-7374, FAX
#410- 333-2757 and EMAIL shawn.caple@maryland.gov , or designee, to serve as Title for this
Agreement. The CONTRACTOR shall designate INSERT NAME, ADDRESS, TELEPHONE #, FAX # and EMAIL ADDRESS , or designee, to serve as Title for this Agreement. All contact between the
DHR/ DAO and the CONTRACTOR regarding all matters relative to this Agreement shall be
coordinated through the DHR/ DAO 's designated State Project Manager .

(c) Amendment of Agreement: This Agreement may be amended as the DHR/ DAO and the
CONTRACTOR mutually agree in writing. Amendments may not significantly change the scope of the
contract (including the contract pr ice). Except for the specific provision of the Agreement which is
thereby amended, the Agreement shall remain in full force and effect after such amendment subject to
the same laws, obligations, provisions, rules and regulations, as it was prior to said am endment.

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(d) Extensions for Time: The Parties expressly reserve the right to extend the term of the
Contract, without additional cost to the State beyond the NTE amount identified in Section III (a) herein and for services provided beyond the original t erm of the Contract, provided the extension
is for a reasonable, limited, and defined time, and provided that the scope of work under the extension is the same as the original Contract. It is also agreed that all such modifications shall be reduced to writ ing, and signed by the Parties.

(e) Termination for Convenience: The performance of work under this Agreement may be terminated by
the DHR/ DAO in accordance with this clause in whole, or from time to time in part, whenever the State
Project Manager shall determine that such termination is in the best interest of the State. The DHR/ DAO
will pay all reasonable costs associated with this Agreement that the CONTRACTOR has incurred up to
the date of termination and a ll reasonable costs associated with termination of the Agreement. However,
the CONTRACTOR shall 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).

(f) Termination for Default: If the CONTRACTOR fails to fulfill its obligations under this Agreement properly and on time or otherwise violates any pr ovision of the Agreement, the DHR/ DAO may
terminate the Agreement. Prior to terminating this Agreement, the DHR/DAO shall give the CONTRACTOR thirty (30) days prior written notice of such default and if the CONTRACTOR has not
cured such default within the thirty (30) day period, the DHR/ DAO may, by written notice, within five
(5) days after expiration of this period, terminate the contract. The notice shall specify the acts or
omissions relied on as cause for termination All finished or unfinished supplies and services provided
by the CONTRACTOR shall, at the DHR/ DAO’s option, become the State's property. The DHR/ DAO
shall pay the CONTRACTOR fair and equitable compensation for satisfact ory performance prior to
receipt of notice of termination, less the amount of damages caused by the CONTRACTOR'S breach. If
the damages are more than the compensation payable to the CONTRACTOR, the CONTRACTOR will
remain liable after termination and the DH R/DAO can affirmatively collect damages. Termination
hereunder, including the determination of the right and obligations of the parties, shall be governed by
the provisions of COMAR 21.07.01.11 B.
(g) Disputes: This Agreement shall be subjec t to the provisions of State Finance and Procurement
Article, Title 15, Subtitle 2, Annotated Code of Maryland and COMAR 21.10. Pending resolution of a claim, the CONTRACTOR shall proceed diligently with the performance of the Agreement in
accordance with the State Project Manager 's decision.
(h) Document Retention and Inspection: The CONTRACTOR shall retain all books, records, and other
documents relevant to this Agreement for a period of no less than three years after the date of final
paym ent, a resolution of audit findings, or disposition of non- expendable property, whichever is later,
and upon receipt of reasonable written notice thereof, full access thereto and the right to examine any of
said materials shall be afforded Federal and/or S tate auditors who shall have substantiated in writing a
need therefore in the performance of their official duties and such other persons as are authorized by the DHR/ DAO.

(i) Anti -Bribery: The CONTRACTOR certifies that, to the best of its k nowledge, neither the
CONTRACTOR nor (if the CONTRACTOR is a corporation or a 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, ci ty, 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.

(j) Non -liability of the DHR/DAO: It is understood and agreed that the DHR/ DAO shall not be liable in

DHR Small Procurement Solicitation: IFB Moving Services
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any action of tort, contract, or otherwise for any actions of the CONTRACTOR arising out of this
Agreement.

(k) Nondiscrimination: The CONTRACTOR shall comply with the nondiscrimination portions of federal
and Maryla nd law.

(l) Nondiscrimination in Programs: The CONTRACTOR agrees that, in providing any aid, benefit,
service, program, or activity, under this contract on behalf of the DHR/ DAO, it will not: (1) deny any
individual the opportunity to partic ipate in or benefit from the aid, or service equal to that provided
others; (2) provide a qualified individual with a disability with any aid, benefit, or service that is not as
effective in affording equal opportunity to obtain the same result, to gain th e same benefit, or to reach the
same level of achievement as that provided to others: (3) provide different or separate aid, benefits, or
services to individuals or classes of individuals with disabilities than is provided to others unless such
action is n ecessary to provide qualified individuals with disabilities with aid, benefits, or services that are
as effective as those provided to others; (4) deny a qualified individual with a disability the opportunity to participate as a member of any planning or a dvisory boards; or (5) otherwise limit a qualified
individual with a disability in the enjoyment of any right, privilege, advantage or opportunity enjoyed by
others receiving the aid, benefit, or service.

The CONTRACTOR agrees further to not utilize crite ria or methods of administration that have the
effect of subjecting anyone to discrimination on the basis of disability, or have the purpose or effect of defeating or substantially impairing accomplishment of the objectives of the DHR/ DAO’s p rogram with
respect to individuals with disabilities.

(m) The CONTRACTOR, if providing direct services to the DHR/ DAO's clients, agrees to include an
acknowledgment of funding received from the DHR/ DAO under this contract in any and all related
publications. "Related publications" are not limited to publications funded under the contract.

THIS AGREEMENT, together with the Appendix attached hereto and incorporated herein by reference,
represents the complete, total and final und erstanding of the PARTIES and no other understanding or
representations, oral or written, regarding the subject matter of this Agreement, shall be deemed to exist or to bind the PARTIES hereto at the time of execution.

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DHR Small Procurement Solicitation: IFB Moving Services
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IN WITNESS WHEREOF, the PARTIES have executed this Agreement and have caused their respective
seals to be affixed hereto on or before the date first set forth herein.

FOR THE CONTRACTOR: FOR THE DHR/ DAO :

_____________________________________________ ___________________________________________
Signature Signature

Type Name Here Rainer C Harvey, Sr.
Name Name

Type Title Here Chief of Ad ministrative Operations
Title Title

_____________________________________________ ___________________________________________
Date Signed Date Signed

THIS AGREEMENT APPROVED AS TO FORM AND LEGAL SUFFICIENCY BY THE OFFICE OF
THE ATTORNEY GENE RAL.

DHR Small Procurement Solicitation: IFB Moving Services
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ATTACHMENT B – BID FORM

STATE OF MARYLAND

(1) AGENCY: Department of Human Resources, Department of Administrative Operations

(2) ADDRESS: 311 W. Saratoga Street
Baltimore, Maryland 21201

(3) SERVICE OR ITEM REQUIRED: Moving Services

(4) SOLICITATION N0: DAO/BCDSS -16-001-S

(5) SOLICITATION RELEASE DATE: Tuesday , September 22, 2015

(6) BIDDER’S NAME:

ADDRESS:

PHONE NO.:

FEDERAL TAX I.D. #:

(7) MINORITY VENDOR: YES NO

STATE CERTIFIED SELF -CERTIFIED

MDOT MBE Certification No. (if applicable):

VSBE VENDOR: YES NO