Department of Human Services

STATE OF MARYLAND
THE DEPARTMENT OF HU MAN SERVICES/OFFICE OF
TECHNOLOGY FOR HUMAN SERVICES (DHS/OTHS )
INVITATION FOR BIDS (IFB)
UNARMED GUARD SERVIC ES FOR THE DEPARTMEN T OF
HUMAN RESOURCES INFORMATIO N SYSTEMS (DHRIS)
BUILDING
OTHS/OTHS/20.024.S

ISSUE DATE: NOVEMBER 7, 2019

NOTICE TO BIDDER S
SMALL BUSINESS RESER VE 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, §§14 -501 —14-505, Annotated Code of Maryland, and that are certified by the
Governor’s Office of Small, Minority & Women Business Affairs (GOS BA) Small Business Reserve
Program are eligible for award of a contract.

NOTICE
A Prospective Bidder that has received this document from a source other than eMarylandMarketplace
Advantage (eMMA ) https://procurement.maryland.gov should register on eMMA . See Section 4.2 .
MINORITY BUSINESS ENTERPRISES ARE ENCO URAGED TO
RESPOND TO THIS SOLI CITATION.

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NO BID NOTICE/ VENDOR FEEDBACK FORM
To help us improve the quality of State solicitations, and to make our procurement process more
responsive and business friendly, please provide comments and suggestions regarding this solicitation .
Please return your comments with your response . If you ha ve chosen not to respond to this solicitation,
please email or fax this completed form to the attention of the Procurement Officer (see Key
Information Summary Sheet below for contact information).
Title : Unarmed Guard Services for the Department of Human Resources Information Systems
(DHRIS) Building
Solicitation No: OTHS/OTHS -20-024-S
1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:
 Other commitments preclude our participation at this time
 The subject of the solicitation is not something we ordinarily provide
 We are inexperienced in the work/commodities required
 Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)
 The scope of work is beyond our present capacity
 Doing business with t he State is simply too complicated . (Explain in REMARKS section)
 We cannot be competitive . (Explain in REMARKS section)
 Time allotted for completion of the Bid is insufficient
 Start -up time is insufficient
 Bonding/Insurance requirements are restrictive (Explain in REMARKS section)
 Bid requirements (other than specifications) are unreasonable or too risky (Explain in
REMARKS section)
 MBE or VSBE requirements (Explain in REMARKS section)
 Prior State of Maryland contract experience was unprofitable or other wise unsatisfactory .
(Explain in REMARKS section)
 Payment schedule too slow
 Other: __________________________________________________________________
2. If you have submitted a response to this solicitation, but wish to offer suggestions or express
concern s, please use the REMARKS section below . (Attach additional pages as needed.)
REMARKS:
____________________________________________________________________________________
____________________________________________________________________________________
Vendor Name: ________________________________ Date: _______________________
Contact Person: ________________________________ _ Phone (____) _____ - _________________
Address: ______________________________________________________________________
E-mail Address: ________________________________________________________________

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STATE OF MARYLAND
DEPARTMENT OF HUMAN SERVICES/OFFICE OF
TECHNOLOGY FOR HUMAN SERVICES (DHS/OTHS )
KEY INFORMATION SUMM ARY SHEET
Invitation for Bids Services - Unarmed Guard Services for the Department of Human
Resources Information Systems (DHRIS) Building
Solicitation Number: OTHS/OTHS -20-024-S
IFB Issue Date: November 7, 2019
IFB Issuing Office: Department of Human Services/Office of Technology for Human
Resource (DHRIS/OTHS )
Procurement Officer: Shirelle Green
311 W. Saratoga Street
Baltimore, MD 21201

e-mail:
Office Phone: Shirelle.green@maryland.gov
410-767-7370
Bids are to be sent to: Shirelle Green
The Department of Human Services
311 W. Saratoga Street, Rm 940 -B
Baltimore, MD 21201

Pre-Bid Conference: Tuesday November 1 2, 2019@1:00 pm Local Time at the DHRIS
building located at 1100 Eastern Boulevard, Essex, MD 21221 ,
Conference Room 3 .

Questions Due Date and Time Friday 15, 2019 @10:00 am Local Time
Bid Due (Closing) Date and
Time: Monday November 18, 2019 @ 10:00 am Local Time
Bidder s are reminded that a completed Feedback Form is requested if
a no-bid decision is made (see page i i).
Public Bid Opening Date,
Time and Location Monday November 18, 2019 @ 11:00 am Local Time
311 W. Saratoga Street, Baltimore, MD 21201 and Room 952
MBE Subcontracting Goal: Not applicable.
VSBE Subcontracting Goal: Not applicable.
Contract Type: Definite Quantity Contract with Firm Fixed -Price
Contract Duration: Three (3) year base period and two (2) one -year option periods.
Primary Place of The DHRIS Building

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Performance: 1100 Eastern Boulevard
Essex, MD 21221
SBR Designation: No
Federal Funding: No

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TABLE OF CONTENTS – IFB
1 Minimum Qualifications ................................ ................................ ................................ ...................... 1
1.1 Bidder Minimum Qualifications ................................ ................................ ................................ .. 1
2 Contractor Requirements: Scope of Work ................................ ................................ ........................ 2
2.1 Summary Statement ................................ ................................ ................................ ..................... 2
2.2 Background and Purpose ................................ ................................ ................................ ............. 2
2.3 Responsibilities and Tasks ................................ ................................ ................................ ........... 3
3 Contra ctor Requirements: General ................................ ................................ ................................ .. 12
3.1 Contract Initiation Requirements ................................ ................................ ............................... 12
3.2 End of Contract Transition ................................ ................................ ................................ ........ 12
3.3 Invoicing ................................ ................................ ................................ ................................ .... 13
3.4 Liquidated Damages ................................ ................................ ................................ .................. 15
3.5 Disaster Recovery and Data ................................ ................................ ................................ ...... 16
3.6 Insurance Requirements ................................ ................................ ................................ ............ 16
3.7 Security Requirements ................................ ................................ ................................ ............... 17
3.8 Problem Escalation Procedure ................................ ................................ ................................ ... 18
3.9 SOC 2 Type 2 Audit Report ................................ ................................ ................................ ...... 19
3.10 Minority Business Enterprise (MBE) Reports ................................ ................................ ........... 19
3.11 Veteran Small Business Enterprise (VSBE) Reports ................................ ................................ 19
3.12 Work Orders ................................ ................................ ................................ .............................. 19
3.13 Additional Clauses ................................ ................................ ................................ ..................... 19
4 Procurement Instructions ................................ ................................ ................................ .................. 20
4.1 Pre-Bid Conference ................................ ................................ ................................ ................... 20
4.2 eMaryland Marketplace Advantage (eMMA) ................................ ................................ ........... 20
4.3 Questions ................................ ................................ ................................ ................................ ... 20
4.4 Procurement Method ................................ ................................ ................................ ................. 21
4.5 Bid Due (Closing) Date and Time ................................ ................................ ............................. 21
4.6 Multiple or Alternate Bids ................................ ................................ ................................ ......... 21
4.7 Receipt, Opening and Recording of Bids ................................ ................................ .................. 21
4.8 Confidentiality of Bids / Public Information Act Notice ................................ ........................... 21
4.9 Award Basis ................................ ................................ ................................ ............................... 22
4.10 Tie Bids ................................ ................................ ................................ ................................ ..... 22
4.11 Duration of Bids ................................ ................................ ................................ ........................ 22

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4.12 Revisions to the IFB ................................ ................................ ................................ .................. 22
4.13 Cancellations ................................ ................................ ................................ ............................. 22
4.14 Incurred Expe nses ................................ ................................ ................................ ..................... 23
4.15 Protest/Disputes ................................ ................................ ................................ ......................... 23
4.16 Bidder Responsibilities ................................ ................................ ................................ .............. 23
4.17 Acceptance of Terms and Conditions ................................ ................................ ........................ 23
4.18 Bid/Proposal Affidavit ................................ ................................ ................................ ............... 24
4.19 Contr act Affidavit ................................ ................................ ................................ ...................... 24
4.20 Compliance with Laws/Arrearages ................................ ................................ ........................... 24
4.21 Verification of Registration and Tax Payment ................................ ................................ .......... 24
4.22 False Statements ................................ ................................ ................................ ........................ 24
4.23 Payments by Electronic Funds Transfer ................................ ................................ .................... 24
4.24 Prompt Payment Policy ................................ ................................ ................................ ............. 25
4.25 Electronic Procurements Authorized ................................ ................................ ......................... 25
4.26 MBE Participation Goal ................................ ................................ ................................ ............ 26
4.27 VSBE Goal ................................ ................................ ................................ ................................ 26
4.28 Living Wage Requirements ................................ ................................ ................................ ....... 26
4.29 Federal Funding Acknowledgement ................................ ................................ .......................... 28
4.30 Conflict of Interest Affidavit and Disclosure ................................ ................................ ............ 28
4.31 Non-Disclosure Agreement ................................ ................................ ................................ ....... 28
4.32 HIPAA - Business Associate Agreement ................................ ................................ .................. 28
4.33 Nonvisual Access ................................ ................................ ................................ ...................... 28
4.34 Mercury and Products That Contain Mercury ................................ ................................ ........... 28
4.35 Location of the Performance of Services Disclosure ................................ ................................ 28
4.36 Department of Human Services (DHS) Hiring Agreement ................................ ....................... 28
4.37 Small Business Reserve (SBR) Procurement ................................ ................................ ............ 29
4.38 Maryland Healthy Working Families Act Requirements ................................ .......................... 30
5 Bid Format ................................ ................................ ................................ ................................ .......... 31
5.1 One Part Submission ................................ ................................ ................................ ................. 31
5.2 Labeling ................................ ................................ ................................ ................................ ..... 31
5.3 Bid Price Form ................................ ................................ ................................ .......................... 31
5.4 Required Bid S ubmission ................................ ................................ ................................ .......... 31
5.5 Delivery ................................ ................................ ................................ ................................ ..... 33
5.6 Documents Required upon Notice of Recommendation for Contract Award ........................... 33

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6 Bid Evaluation and Award ................................ ................................ ................................ ................ 35
6.1 Bid Evaluation Criteria ................................ ................................ ................................ .............. 35
6.2 Reciprocal Preference ................................ ................................ ................................ ................ 35
6.3 Award Determination ................................ ................................ ................................ ................ 35
6.4 Documents Required upon Notice of Recommendation for Contract Award ........................... 35
7 IFB ATTACHMENTS AND APPENDICES ................................ ................................ ................... 36
Atta chment A. Pre-Bid Conference Response Form ................................ ................................ ......... 38
Attachment B. Bid Instructions & Form ................................ ................................ ............................ 39
Attachment C. Bid/Proposal Affidavit ................................ ................................ ................................ 41
Attachment D. Maryland Living Wage Affidavit of Agreement for Service Contracts ................ 42
Attachment E. Conflict of Interest Affidavit and Disclosure ................................ ........................... 44
Attachment F. Non-Disclosure Agreement (Contractor) ................................ ................................ . 45
Attachment G. Contract ................................ ................................ ................................ ....................... 46
Attachment H. Contract Affidavit ................................ ................................ ................................ ...... 62
Attachment I. DHS Hiring Agreement ................................ ................................ .............................. 63
Appendix 1. – Abbreviations and Definitions ................................ ................................ ......................... 64
Appendix 2. – Bidder Information Sheet ................................ ................................ ................................ 66
Appendix 3. – Incident Report ................................ ................................ ................................ ................. 67

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1 Minimum Qualifications
1.1 Bidder Minimum Qualifications
To be considered reasonably susceptible of being selected for award, the Bidder must document in its
Bid that it satisfies the following Minimum Qualifications:
1.1.1 The Bidder shall have a minimum of two (2) complete year s of running a security guard
company.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide with
its Bid a minimum of two (2) references that can substantiate this experience .

1.1.2 The Bidder shall, and upon Contract award to Contractor shall continue to be, certified by the by
the Maryland State Police as a Licensed Security Guard Agency .
Required Documentation : As proof of meeting this requirement, the Bidder shall provide with
its Bid a current certificate issued by the Maryland State Police evidencing the Bidder’s
certification as a Licensed Security Guard Agency.

THE REMAINDER OF THI S PAGE IS INTENTIONA LLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work
2.1 Summary Statement
2.1.1 The DHS is issuing this Invitation for Bid s (IFB) in order to procure the services of an unarmed
security guard (Guard Services) , as specified in this IFB, from a Contract between the successful
Bidder (Contractor) and the DHS at the Department of Human Resources Information Site
(DHRIS) located at 1100 Eastern Boulevard, Essex, Maryla nd 21221 (the Site) .
2.1.2 The Department intends to make a single award for the work under this IFB. See IFB Section 4.9
Award Basis for more Contract award information.
2.1.3 A Bidder , either directly or through its subcontractor(s), must be able to provide all goods and
services and meet all of the requirements requested in this solicitation and the Contractor shall
remain responsible for Contract performance regardless of subcontractor participation in the
work .
2.2 Background and Purpose
The DHRIS is a satellite location for the Office of Technology for Human Services (OTHS). The Site
is a one story building, occupying 31,500 square feet with adjacent parking lots and grounds. The Site
houses State and contractor staff that provide administrative and technical support to DHS in which a
safe working environment is important. Public access is limited to lobby, conference and training
rooms. Staff use swipe cards to open doors leading to the main office areas. All visitors report to the
Guard for assistance, and staff or the Guard escort will provide access to a specific area within the Site.
2.2.1 Project Goals /Scope of Work
a) The Contractor shall furnish all labor, equipment, and supplies nec essary to perform the
Guard Services for the Site, grounds, and parking lot in strict conformity with the methods
and conditions hereinafter specified.
b) The Contractor must provide the necessary personnel and any special equipment required to
provide Guard Services, which must be provided in an orderly, continuous and consistent
manner and will cause the minimum amount of disruption to DHS’s operations.
c) The Contractor shall make a reasonable effort to retain the existing guard.
2.2.2 State Staff and Roles
In add ition to the Procurement Officer the State shall have a Contract Monitor. The DHRIS Contract
Monitor for this project is Trudy Meads, (410) 238 -1204, trudy.meads@maryland.gov . The DHRIS
Contract Monitor will be responsible for all contract administration duties, will work directly with the
Contractor and be the day -to-day contact with the Contractor during the Contract term.
2.2.3 Other State Responsibilities
a) The State will provide normal office working facilities and equipment reasonably necessary
for Contractor performance under the Contract . Any special requirements (e.g., reprographic
services, computer time, key data entry) shall be identified.
b) The State i s responsible for providing required information, data, documentation, and test
data to facilitate the Contractor’s performance of the work, and will provide such additional
assistance and services as is specifically set forth.

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2.3 Responsibilities and Tasks
2.3.1 Working Hours a nd Location
a) The following location and schedule represent the maximum number of hours anticipated for
the scope of the Contract. The Contract Monitor will notify the Contractor of any additional
after-hour services on an as -needed basis in w riting.
1) Location: DHRIS , 1100 Eastern Blvd., Essex, MD 21221.
2) Standard operating hours of DHRIS are Monday through Friday, 8:00 a.m. - 5:00
p.m.
3) Guard hours for one (1) full -time Guard: 8:00 a.m. – 5:00 p.m.
4) 1 Guard: 8: 00 am - 5:00 pm = 8 hours per day x 12 months = 2080 hours per year
b) The full -time Guard will have a 30 minute un-paid lunch break and two 15 minute breaks; or
a one hour lunch break. When breaks and lunch apply, DHS staff will cover during those
times so that full coverage is provided consistently and continuously.
c) The Guard post must be manned during duty hours except when escorting DHRIS guests to
meeting roo ms, completing perimeter check, or when on lunch.
2.3.2 State Holidays
The following State Holidays will be observed by DHRIS and the Contractor:

New Year’s Day Columbus Day
Martin Luther King Day Presidential or Gubernatorial Election Day
Presi dent’s Day Veteran’s Day
Memorial Day Thanksgiving Day
Independence Day American Indian Heritage Day
Labor Day Christmas Day

The Governor of Maryland may authorize additional days which will be observed by both DHRIS
and the Cont ractor. Security guard services will not be provided on State Holidays. Official
general election holidays and Service Reduction Days will also be observed.

Publicly announced emergency days off (including full and part days off), in case of events such
as hurricanes, snow storms, etc., as declared by the Governor, County authorities or other duly
responsible authorities will be observed by DHRIS, and consequently will not be work -as-usual
days billable under this contract.
2.3.3 Standards and Qualifications of Guard
The Guard and any replacement Guard assigned to this Contract must meet the following general
requirements:
A. Prior to initial report of duty all Guards must be certified and trained to perform duties,
including any replacement Guards.
B. Must be at least twenty -one (21) years of age;
C. Must be a high school graduate or have an equivalency certificate;
D. Must possess at least two (2) years of experience in security/law enforcement work;
E. Must have the ability to greet and interact positively and courteously with the public;

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F. Must speak, read, and write English in a clear and concise manner;
G. Must be able to read, understand, and apply printed rules and directions;
H. Must be in good general health and able to stand and/or walk for an entire shift and a ble to
lift or carry objects of up to fifty (50) pounds;
I. Must be capable of self-defense ;
J. Must be able to run and climb stairs;
K. Must maintain a current First Aid Card and will be required to show the card upon request;
L. Must be CPR certified by the American Red Cross, American Heart Association, or other
recognized certifying body;
M. Guard must not have criminal records or be on probation; and
N. Guard must not have been convicted or charged with any form of domestic violence.
2.3.4 Qualifications Verification
a) Bidders shall provide the following information with their Bids:
1) Copy of Guard’s resume that reflects two (2) years of experience in security/law
enforcement ; and
2) Copy of current First Aid certification card .
b) On the first day of the C ontract, the following inform ation will be submitted to the Contract
Monitor or his/her designee :
1) Copy of Guard’s background check ;
2) Copy of Guard’s drivers’ license ; and
3) Copy of Guard’s high school diploma or equivalency certificate .
2.3.5 Replacement Security Guards
a) Replacement Guards must:
1) Be approved by the Contract Monitor or his/her designee .
2) Be trained by the Contractor’s Project Manager.
b) Meet the qualifications verification listed in Section 2.3.3 and be provided to the Contract
Monitor or his/her designee before the replacement Guard performs Guard Services .
2.3.6 Training
A. The Contract Monitor or his/her designee shall present an initial orientation of DHRIS to
each Guard . The orientation will include:
1) Tour of the Site and grounds;
2) Location of fire, safety equipment, and alarms;
3) Use of an incident report;
4) Organization and mission of the Agency;
5) Post assignments;
6) Response procedures to emergencies, fire alarms, injured or sick persons, bomb
threats, police assistance, other disasters;

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7) Orientation to Agency programs;
8) Sign-In and Out proced ures.
B. The Contractor shall be responsible to arrange and provide for all necessary or required job -
related training on an ongoing and consistent basis for the term of the contract at no
additional cost to DHRIS. The training should include the following su bjects:
1) Conduct on duty;
2) Appearance;
3) Uniforms and equipment;
4) Public relations;
5) Taking notes and notifying authorities;
6) Report writing;
7) Communication – Telephone, verbal, written;
8) Found property procedures;
9) Bomb threat procedures;
10) Security of elevators, pro ximity doors, alarms;
11) Fire and safety procedures;
12) First Aid and CPR;
13) Legal restriction on search and seizure;
14) Escort techniques;
15) Observation and description detention;
16) Terrorism and hostage situations;
17) Response to crime in progress;
18) State Rules, Procedures, Policies.
C. All replacement Guards shall meet the same training requirements, and the Contractor shall
be responsible to train new and replacement employees in the areas required.
D. The Contract Monitor or his/her designee is authorized to inspect , monitor, and evaluate the
training curriculum. The Contract Monitor or his/her designee may ask for a copy of the
training curriculum at any time and the Contractor shall provide the training curriculum
within five (5) business days.
E. If training sessions are held during the week, it will be the Contractor’s responsibility to
have a replacement Guard assigned to DHRIS during these training sessions at no additional
cost to DHRIS.
F. All formal security training required shall be administered by persons who ar e certified by
the state of Maryland as being qualified to instruct or teach the specific or topic required.
Certification to instruct the specific subject shall be in the form of a certificate issued by an
accredited institution recognized by the State of Maryland, or by documentation that the
person instructing has sufficient experience in/with the subject to be able to instruct in an
authoritative, practical and current manner.

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G. Report of training completion and score of the test given must be in the form of a written
report upon the completion of all required training, and shall be submitted by the Contractor
to the Contract Monitor or his/her designee .
2.3.7 Guard Duties
All Guards assigned to this Contract shall follow duties that shall include, but are not l imited to the
following:
A. Operate and enforce a system of security check point to all visitors at the entrance doors of
DHRIS, to include the checking of handbags, packages, etc
B. Follow the procedure of ensuring that all employees who have left or lost their badges will
be subject to security screening procedures. Once employee has been successfully screened
through security, they must sign in and then contact their immediate supervisor to be
escorted to designated working area. If immediate supervisor is not available next level of
supervision must be contacted. Additionally, there will be no separate lines for employee(s)
who forgot/lost their badge; employee(s) must adhere to the security check point line
formation when entering the building
C. Permit only aut horized persons to enter DHRIS controlled access areas .
D. Guard the premises against fire, theft, pilferage, malicious injury, damage and destruction.
E. Make interior and exterior perimeter checks at minimum every two (2) hours for fires,
unauthorized persons, mechanical system alarms, secured doors, unnecessary lights, and
other things as specified by the Contract Monitor or his/her designee .
F. Report in writing any unusual occurrences and/or incidents that happen during the course of
duty by way of an Incident Report (Appendix 3 ). This report must be completed
immediately following an incident. The original report shall be given to the Contract
Administrator .
G. Assure no unauthorized person or person(s) are in the building at the beginning of the shift
and prior to close of shift. If customers are still in the building at the end of the shift, the
Guard shall remain until the last customer has left the building.
H. Participate in scheduled disaster and fire drills in accordance with the agency’s established
evacuation plan.
I. Patrol parking areas, state car compound, and grounds to prevent theft and vandalism to
vehicles and property.
J. Escort staff, visitors, and custo mers to and from cars in the parking lot during darkness or
when requested.
K. Be issued building access card and keys to the front door. The keys will remain behind the
front desk in the designated area aside from when the keys are in use . The Guard will sig n a
document that states that he/she has received the building access card and the Guard must
return the building access card since it is State property.
L. The Guard shall be given cipher lock codes.
M. The Guard shall notify the Baltimore County Police Departm ent (Essex Precinct) and the
Contract Monitor or his/her designee in case of theft, vandalism, unauthorized entry,
unsuccessful de -escalating situations, or any other crime. The Guard shall write an Incident
Report (Appendix 3 ) and present it to the Contr act Administrator , the Chief Information

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Officer (CIO) or his/her designee through their Project Manager no later than the next
business morning.
N. The Guard shall write and submit Incident Reports (Appendix 3 ) to the Contract Monitor or
his/her designee for the following, but not limited to: Threats, Fire, Maintenance, Suspicious
activity, Potential Safety Hazard, Verbal Abuse, Assault, Unusual Activity, etc.
O. Direct service workers, delivery persons, and others to the correct entry and procedures.
P. If and when necessary, inform all employees, customers and visitors of the State’s no
smoking regulations as per the Governor’s Executive Order of 1992.
Q. Log in all visitors by name, purpose of visit, name of employee whom they are visiting, and
issue a temporary badge for the date of the visit. The individual being visited shall be
notified of the visitor’s presence and instructed to escort the visitor to their destination.
R. Upon arriving to work, the Guard will sign in. The Guard will sign out at the end of the s hift.
S. Guards shall instruct customers to be seated in the waiting area in a quiet and orderly manner
while waiting to be seen. At no time while on duty will the Guard leave the Agency
unattended. The Contractor Project Manager and the Contract Monitor or his/her designee
must be notified if a Guard has to leave the Agency while on duty and must stay at the
Agency until a replacement Guard has arrived.
T. When requesting leave, the Guard must notify the Contractor Project Manager and the
Contract Monitor as early in advance as possible so that that Contractor can find a
replacement Guard . The Guard must notify the Contractor Project Manager and Contract
Monitor or his/her designee immediately in the event of an unscheduled absence so that the
Contractor can find a replacement Guard .
U. Show p oliteness and courtesy to customers and employees at all times. Effective customer
service is the Agency’s primary goal.
2.3.8 Guards Shall Not
A. Carry any weapons s uch as guns, knives, mace, nightsticks, tasers, etc.
B. Leave the facility unattended.
C. Bring their children, grandchildren, relatives or pets to work with them or to babysit them
during their shift.
D. Have visitors during their shift.
E. Fraternize with customers, staff, and other Guard s while on duty.
F. Have congregating at the security desk.
G. Use force except to defend themselves or others when in immediate danger.
H. Make verbal or written statements regarding incidents, situations, or circumstances at the
DHRIS facility. The exception is when logging an Incident Report (Appendix 3 ) as required
elsewhere in these specifications.
I. Engage in any unauthorized investigative or detective work.
J. Surrender keys to any unauthorized individual without the prior approval of the Contract
Monitor or his/her designee .
K. Disclose elevator codes, door cipher codes, access card, nor any other security codes of the
DHRIS facility.

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L. Remove keys, supplies, furniture, or equipment from the DHRIS facility.
M. Make personal telephone calls unless u nder extreme emergency situations consistent with
the Agency’s telephone policy or use any computer, personal or DHRIS related without the
express permission of the Contract Monitor or his/her designee .
N. Eat or drink while on duty, except during breaks or specified lunch times; such exceptions
will be confined to the employee’s lunch room.
O. Smoke or chew tobacco in any area of the building while on duty or off duty.
P. Engage in loud or boisterous behavior.
Q. Be under the influence of alcohol or drugs (grounds fo r immediate termination).
R. Participant in any form of gambling.
S. Sleep while on duty.
T. Confiscate any money inadvertently left in the Agency or on the Agency grounds.
U. Permit customers or staff members to sit at the security desk with the Guard .
V. Soliciting on State property is prohibited.
W. Make any arrests or detentions of individuals.
X. Sign a complaint on behalf of any State agency or State employee.
Y. Request the towing of any vehicle without consent from the Contract Monitor or his/her
designee .
2.3.9 Guard Equipment
The Contractor shall issue and pay for equipment as specified below for all Guard s while on duty:
a) Flashlights and all replacement batteries.
b) Other equipment as may be agreed upon as part of the terms of this contract.
c) DHRIS may provide metal detection equ ipment at which time shall be used to screen
customers and to perform person and property inspections according to local standard
operating procedures.
2.3.10 Guard Appearance and Uniforms
a) Guards must be clean and properly groomed with an acceptable haircut, sim ilar to police
department standards, with any facial hair neatly trimmed and hair pulled away from the
face.
b) The Contractor shall provide the security Guard ’s uniform . Guar ds shall arrive ready for
duty and completely outfitted.
c) At a minimum, Guard s shall be provided with the following clothing:
1) 3 Pair of Uniform Pants
2) 3 Short -Sleeved Uniform Shirts
3) 3 Long -Sleeved Uniform Shirts
4) 1 Outer Garment (Winter Coat or Spring Jacket)

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d) Guards must be issued and wear uniforms bearing insignia and/or name of the securit y
Guard company which is clearly visible to the public while on duty.
e) Guards must be issued and wear name plates/tags with their names clearly printed and
visible to the public while on duty.
f) Shoes must be black and in good condition and polished.
2.3.11 Guard Uniform Expense
The Contractor shall pay the cost, maintenance, and upkeep of uniforms; and cannot pass those
costs to the employee (as a deduction from wages) unless the employee has expressly agreed to
the deduction in writing in accordance with the Labo r and Employment Article, § 3 -503,
Annotated Code of Maryland.
2.3.12 Guard Logs
A. The Contractor shall provide a logbook for the Guard to make daily shift entries of all
activities and special notes. This logbook is to be reviewed and initialed weekly by the
Contr act Monitor or his/her designee .
B. Guard shall sign in and out in the logbook. At the beginning of each shift, all Guard s’ shall
prepare the Guard s log by assigning that day’s date, print and sign his/her name.
C. All entries in the Guard s log shall be printed or written legibly. Any falsification of
information written or printed in the log is grounds for denying payment to the successful
bidder, and/or possible termination of the contract.
D. All incidents must be reported in this log and provided to the Contract Monitor or his/her
designee by the start of the next morning’s shift.
E. At the conclusion of each shift, Guard shall leave the log at their assigned desk for review by
the Contract Monitor or his/her designee .
2.3.13 Assignment of Guards
A. The Contractor must assign the same guard to the same shift on the same days of the week.
This will ensure continuity for staff and the operation.
B. Replacement Guards must have prior clearance and be trained in all aspects of required
duties as described in Section 2.3.6. A summary of all possible replacement Guards shall be
submitted to the Contract Monitor in advance of the assignment of said replacement.
C. It shall be the Contractor’s responsibility to assign a replacement Guard who carries the
same certifications as the assigned Guard if the regular Guard cannot report to DHRIS for
work. No Guard can leave their post until properly relieved of their duties.
D. The Contractor shall at no time furnish Guard s who have not met minimum qualifications
and training as required by the contract.
E. All Guard s must be punctual and have a good attendance record. Guards who are constantly
tardy and who have a record of unscheduled absences will not be allowed to continue to
work under this contract at DHRIS .
F. The Contractor must furnish a quali fied replacement Guard within two (2) hours if assigned
Guard is absent for any reason. Failure to provide security will result in the contractor being
held liable for costs incurred by the Agency to obtain security. Upon request by the Contract
Monitor or his/her designee , the contractor agrees to remove any Guard who, in the opinion
of DHRIS , is undesirable to perform Guard service under this contract. The contractor must

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furnish a qualified replacement Guard immediately. Failure to replace the Guard within two
(2) hours of the request will be grounds for denying payment to the contractor for the period
in question.
2.3.14 Procedures f or Security and Background Checks
A. The Contractor must obtain background checks for personnel applying for the Guard
position . The results of the background checks must be forwarded to the Contract Monitor
or his/her designee .
B. Background checks are required for all security Guard s assigned to DHRIS . In order to allow
the Contractor sufficient opportunity to obtain Maryland State Pol ice, NCIC, and FBI
criminal background checks; proposed Guard s will be allowed to work on site for up to
ninety (90) days pending satisfactory receipt of background checks . In general,
prospective Guard s with criminal records and/or probation will not be acceptable for work at
DHRIS .
C. Pursuant to Title 19, Subtitle 4 of Maryland Code, Business Occupations and Professions
Article the Guard shall be either: (1) certified as a security guard by the Secretary of the
State of Police; or (2) meet one of the excep tions to security guard certification under
Maryland Law.
Each security Guard provided under this Contract shall be either: (1) certified as a security
guard by the Secretary of the State of Police; or (2) meet one of the exceptions to security
guard certi fication under Maryland Law.
Two Exceptions:
1) First, a licensed security guard agency may provide an uncertified individual if the
security guard agency has submitted the application, fingerprint cards, and records
fee for the individual’s certifications; and the Secretary of State Police has not
disapproved the application.
2) Second, if the security guard is currently certified by the Maryland Police and
Corrections Training Commission as a police officer, the security guard is not
required to also be certif ied as a security guard.
2.3.15 Guard Wages
The Contractor must pay the Guard a minimum of $13.39 per hour. In the event the Living
Wage rate for Tier 1 is increased during the contract period, the rate paid to employees shall be
increased to meet or exceed that Living Wage, See Title 18, State Finance and Procurement
Article, Annotated Code of Maryland. Increase in any state or federal wage rates may not be
passed onto the agency or the State of Maryland and is the sole responsibility of the Contractor.
2.3.16 Respons ibility for Keys
It is the responsibility of the Contractor and his/her employees to ensure the safe keeping of all
keys that have been assigned to them. In the event that any assigned key is lost or stolen, the
contractor is responsible for any cost asso ciated with re -keying or replacement of the locks
involved. Any lost or stolen key will be reported to the Contract Monitor or his/her designee
immediately, in writing and verbally.
2.3.17 Changes to Scope o f Work
A. Any change to the scope of this contract require s pre -authorization in writing by the Contract
Monitor .

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B. The Contract Monitor , at any time, may change the scope of work of the Contract by written
contract modification. On the designated effective date, the Contractor shall make the
required changes in hi s operations.
C. Upon receiving notice of the change, the Contractor ’s monthly invoice will be adjusted to
reflect the value of the change in services under this contract.
2.3.18 Termination
A. DHRIS reserves the right to cancel this contract if funds are not appropria ted or otherwise
made available to support the continuation of this contract. The State shall have the right to
terminate this contract and the Contractor is not entitled to recover any costs not incurred
prior to termination. However, this does not affec t either the State's or the Contractor's rights
under any other termination clause in the contract.
B. Contractor will receive 30 days written notice from the Procurement Officer of any
cancellation of this contract.

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3 Contractor Requirements: General
3.1 Contract Initiation Requirements
There are no Contract Initiation Requirements for this agreement
3.2 End of Contract Transition
3.2.1 The Contractor shall provide transition assistance as requested by the State to facilitate the
orderly transfer of services to the State or a follow -on contractor, for a period up to 30 days prior
to Contract end date, or the termination thereof . Such tran sition efforts shall consist , not by way
of limitation, of:
a) Provide additional services and support as requested to successfully complete the transition ;
b) Maintain the services called for by the Contract at the required level of proficiency ;
c) Provide u pdated System Documentation (see Appendix 1) , as appropriate ; and
d) Provide c urrent o perating procedures (as appropriate) .
3.2.2 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with
the directions of the Contract Monitor . The C ontract Monitor may provide the Contractor with
additional instr uctions to meet specific transition requirements prior to the end of the Contract.
3.2.3 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed
are transferre d to the custody of State personnel or a third party, as directed by the Contract
Monitor.
3.2.4 The Contractor shall support end -of-Contract transition efforts with technical and project support
to include but not be limited to:
a) The Contractor shall provide a draft Transition -Out Plan 60 Business Days in advance of
Contract end date.
The Transition -Out Plan shall address at a minimum the following areas:
1) Any staffing concerns/issues related to the closeout of the Contract ;
2) Communi cations and reporting process between the Contractor, the Department and
the Contract Monitor;
3) Security and system access review and closeout ;
4) Any hardware/software inventory or licensing including transfer of any point of
contact for required software lic enses to the Department or a his/her designee ;
5) Any final training/orientation of Department staff;
6) Connectivity services provided, activities and approximate timelines required for
Transition -Out;
7) Knowledge transfer, to include:
a) A working knowledge of the current system environments;
b) Review with the Department the procedures and practices that support the
business process and current system environments;
c) Working knowledge of all technical and functional matters associated with
the solution, its architecture , data file structure, interfaces, any batch

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programs, and any hardware or software tools utilized in the performance of
the Contract ;
d) Documentation that lists and describes all hardware and software tools
utilized in the performance of the Contract ;
8) Plans to complete tasks and any unfinished work items (including open change
requests, and known bug/issues); and
9) Any risk factors with the timing and the Transition -Out schedule and transition
process . The Contractor shall document any risk factors and suggest ed solutions.
The Contractor shall ensure all documentation and data including, but not limited to, System
Documentation and current operating procedures, is current and complete with a hard and soft copy in a
format prescribed by the Contract Monitor.
The Contractor shall provide copies of any current daily and weekly back -ups to the Department or a third
party as directed by the Contract Monitor as of the final date of transition, but no later than the final date
of the Contract .
Access to any data or configurations of the furnished product and services shall be available after the
expiration of the Contract as described in Section 3.2.5 .
3.2.5 Return and Maintenance of State Data
a) Upon termination or the expiration of the Contract Term, the Contractor shall: (a) return to
the State all State data in either the form it was provided to the Contractor or in a mutually
agreed format along with the schema necessary to read such data; (b) preserve, maintain, and
protect all State data until the earlier of a directi on by the State to delete such data or the
expiration of 90 days (“the retention period”) from the date of termination or expiration of
the Contract term; (c) after the retention period, the Contractor shall securely dispose of and
permanently delete all S tate data in all of its forms, such as disk, CD/DVD, backup tape and
paper such that it is not recoverable, according to National Institute of Standards and
Technology ( NIST )-approved methods with certificates of destruction to be provided to the
State; an d (d) prepare an accurate accounting from which the State may reconcile all
outstanding accounts. The final monthly invoice for the services provided hereunder shall
include all charges for the 90-day data retention period.
b) During any period of service sus pension, the Contractor shall maintain all State data in its
then existing form , unless otherwise directed in writing by the Contract Monitor .
c) In addition to the foregoing, the State shall be entitled to any post -termination/expiration
assistance generally made available by Contractor with respect to the services.
3.3 Invoicing
3.3.1 General
a) The Contractor shall send OR e-mail the original of each invoice and signed invoice to the
Contract Monitor , DHRIS Facilities Manager and OTHS Budget .
All invoices for services shall be verified by the Contractor as accurate at the time of submission.
An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) cannot
be processed for payment. To be considered a Proper Invoice, invoices must include the following
information, without error:
1) Contractor name and address;

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2) Remittance address;
3) Federal taxpayer identification (FEIN) number, social security number, as
appropriate;
4) Invoice period (i.e. time period during which services covered b y invoice were
performed);
5) Invoice date;
6) Invoice number;
7) State assigned Contract number;
8) State assigned (Blanket) Purchase Order number(s);
9) Goods or services provided;
10) Amount due; and
11) Any additional documentation required by regulation or the Contract.
Invoices that contain both fixed price and time and material items shall clearly identify each item as either
fixed price or time and material billing.
The Department reserves the right to reduce or withhold Contract payment in the event the Contractor
does n ot provide the Department with all required deliverables within the time frame specified in the
Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor
brings itself into full compliance with the Contract .
Any action on the part of the Department , or dispute of action by the Contractor, shall be in accordance
with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15 -215 through 15 -223
and with COMAR 21.10.04.
The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of
Columbia sales taxes and transportation taxes. The Contractor , however, is not exempt from such sales
and use taxes and may be liable for the same.
Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work
requirements have been completed and no further charges are to be incurred under the Contract . In no
event shall any invoice be submitted later than 60 calendar days from the Contract termination da te.
3.3.2 Invoice Submission Schedule
The Contractor shall submit invoices in accordance with the following schedule:
a) For items of work for which there is one -time pricing (see Attachment B –Bid Form ) those
items shall be billed in the month following the accept ance of the work by the Department .
b) For items of work for which there is annual pricing, see Attachment B–Bid Form , those
items shall be billed in equal monthly installments for the applicable Contract year in the
month following the performance of the services.
3.3.3 Time Sheet Reporting
Within three (3) Business Days after the 15th and last day of the month, the Contractor shall
submit a semi -monthly timesheet for the preceding half month providing data for all Contractor
Personnel / employees / resources working under the Contract .
At a minimum, each semi -monthly timesheet shall show:
1) Title: “Time Sheet for Guard Services at DHRIS
2) Issuing company name, address, and telephone number ;
3) For each Contractor employee /resource:
a) Contractor e mployee / resource name , and

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b) For each period ending date, e.g., “Period Ending: mm/dd/yyyy” (Periods run
1st through 15 th, and 16th through last day of the month .):
i) Tasks completed that week and the associated deliverable names and
ID#s ;
ii) Number of hours worked each day ;
iii) Total num ber of hours worked that Period ;
iv) Period variance above or below 40 hours ;
v) Annual number of hours planned under the Task Order ;
vi) Annual number of hours worked to date ; and
vii) Balance of hours remaining ;
4) Annual variance to date (Sum of periodic variances) ; and
5) Signature and date lines for the Contract Monitor .
Time sheets shall be submitted to the Contract Monitor prior to invoicing. The Contract Monitor shall
sign the timesheet to indicate authorization to invoice.
3.3.4 For the purposes of the Contract an amount wi ll not be deemed due and payable if:
a) The amount invoiced is inconsistent with the Contract ;
b) The proper invoice has not been received by the party or office specified in the Contract ;
c) The invoice or performance is in dispute or the Contractor has failed to otherwise comply
with the provisions of the Contract ;
d) The item or services have not been accepted ;
e) The quantity of items delivered is less than the quantity ordered ;
f) The items or services do not meet the quality requirements of the Contract ;
g) If the Contra ct provides for progress payments, the proper invoice for the progress payment
has not been submitted pursuant to the schedule ;
h) If the Contract provides for withholding a retainage and the invoice is for the retainage, all
stipulated conditions for release of the retainage have not been met ; or
i) The Contractor has not submitted satisfactory documentation or other evidence reasonably
required by the Procurement Officer or by the Contract concerning performance under the
Contract and compliance with its provis ions.
3.3.5 Travel Reimbursement
Travel will not be reimbursed under this IFB.
3.4 Liquidated Damages
3.4.1 MBE Liquidated Damages
THIS SECTION IS INAPPLICABLE TO THIS IFB.
3.4.2 Liquidated Damages other than MBE
THIS SECTION IS INAPPLICABLE TO THIS IFB.

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3.5 Disaster Recovery and Data
The following requirements apply to the Contract:
3.5.1 Redundancy, Data Backup and Disaster Recovery
a) Unless specified otherwise in the IFB, Contractor shall maintain or cause to be maintained
disaster avoidance procedures designed to safeguard State data and other confidential
information, Contractor’s processing capability and the availability of hosted services, in
each case throughout the Contract term . Any force majeure provisions of the Contract do not
limit the Contractor’s obligations under thi s provision.
b) The Contractor shall have robust contingency and disaster recovery ( DR) plans in place to
ensure that the services provided under the Contract will be maintained in the event of
disruption to the Contractor/subcontractor’s operations (includin g, but not limited to,
disruption to information technology systems), however caused.
1) The Contractor shall furnish a DR site.
2) The DR site shall be at least 100 miles from the primary operations site, and have
the capacity to take over complete production volume in case the primary site
becomes unresponsive.
c) The contingency and DR plans must be designed to ensure that services under the Contract
are restored after a disruption within twenty -four (24) hours from notification and a recovery
point objective of one (1) hour or less prior to the outage in order to avoid unacceptable
consequences due to the unavailability of services.
d) The Contractor shall test the contingency/DR plans at least twice annually to identify any
changes that need to be made to the plan (s) to ensure a minimum interruption of service .
Coordination shall be made with the State to ensure limited system downtime when testing is
conducted . At least one (1) annual test shall include backup media restoration and
failover/fallback operations at the DR location. The Contractor shall send the Contract
Monitor a notice of completion following completion of DR testing.
e) Such contingency and DR plans shall be available for the Department to inspect and
practically test at any reasonable time, and subject to regular updating, revising, and testing
throughout the term of the Contract.
3.5.2 Data Export /Import
a) The Contractor shall, at no additional cost or charge to the State, in an industry stan dard/non -
proprietary format:
1) perform a full or partial import/export of State data within 24 hours of a request; or
2) provide to the State the ability to import/export data at will and provide the State
with any access and instructions which are needed for t he State to import or export
data.
b) Any import or export shall be in a secure format per the Security Requirements.
3.6 Insurance Requirements
The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum
requirements esta blished by law if higher, for the duration of the Contract, including option periods, if
exercised:
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a) Commercial General Liability - of $1,000,000 combined single limit per oc currence for
bodily injury, property damage, and personal and advertising injury and $3,000,000 annual
aggregate. The minimum limits required herein may be satisfied through any combination
of primary and umbrella/excess liability policies.
b) Errors and Om issions/Professional Liability - $1,000,000 per combined single limit per
claim and $3,000,000 annual aggregate.
c) Crime Insurance/ Employee Theft Insurance - to cover employee theft with a minimum
single loss limit of $1,000,000 per loss, and a minimum sing le loss retention not to exceed
$10,000 . The State of Maryland and the Department should be added as a “loss payee.”
d) Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as
required under Workers’ Compensation Acts, the Lo ngshore and Harbor Workers’
Compensation Act, and the Federal Employers’ Liability Act , to not be less than . one million
dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of
coverage). Coverage must be valid in all states where work is performed.
e) Automobile or Commercial Truck Insurance - The Contractor shall maintain Automobile or
Commercial Truck Insurance (including owned, leased, hired, and non -owned vehicles) as
appropriate with Liability, Collision, and PIP limits no less than those required by the State
where the vehicle(s) is registered, but in no case less than those required by the State of
Maryland.
3.6.2 The State shall be listed as an additional insured on the faces of the certificates associated with
the coverages listed above, including umbrella policies, excluding Workers’ Compensation
Insurance and professional liability.
3.6.3 All insurance policies shall be endorsed to include a clause requiring the insuranc e carrier provide
the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non -
renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in
writing, if policies are cancelled or not renewed wi thin five (5) days of learning of such
cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance
coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance
policy then in effect.
3.6.4 Any insur ance furnished as a condition of the Contract shall be issued by a company authorized
to do business in the State.
3.6.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed
coverages, limits and requirements set forth in this section within five (5) Business Days from
notice of recommended award. During the period of performance for multi -year contracts , the
Contractor shall provide certificates of insurance annually, or as otherwise directed by the
Contract Monitor.
3.6.6 The C ontractor shall require any subcontractors to obtain and maintain comparable levels of
coverage and shall provide the Contract Monitor with the same documentation as is required of
the Contractor.
3.7 Security Requirements
The following requirements are applic able to the Contract:
3.7.1 Employee Identification

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a) Contractor Personnel shall display his or her company ID badge in a vis ible location at all
times while on State premises . Upon request of authorized State personnel, each Contractor
Personnel shall provide add itional photo identification.
b) Contractor P ersonnel shall cooperate with State site requirements , including but not limited
to, being prepared to be escorted at all times, and providing information for State badge
issuance.
c) Contractor shall remove any Contr actor Personnel from working on the Contract where the
State determines, in its sole discretion that Contractor Personnel has not adhered to the
Security requirements specified herein.
d) The State reserves the right to request that the Contractor submit proo f of employment
authorization of non -United States Citizens, prior to commencement of work under the
Contract .
3.7.2 Security Clearance / Criminal Background Check
a) A criminal background check for each for any Contractor Personnel providing Guard
Services shall be completed within three (3) months of Contract award.
b) The Contractor shall obtain at its own expense a Criminal Justice Information System (CJIS)
State and federal criminal background check, including fingerprinting, for all Contractor
Personnel l isted in sub -paragraph A . This check may be performed by a public or private
entity.
c) The Contractor shall provide certification to the Department that the Contractor has
completed the required criminal background check described in this IFB for each requir ed
Contractor Personnel prior to assignment, and that the Contractor Personnel have
successfully passed this check.
d) Persons with a criminal record may not perform services under the Contract unless prior
written approval is obtained from the Contract Monit or. The Contract Monitor reserves the
right to reject any individual based upon the results of the background check. Decisions of
the Contract Monitor as to acceptability of a candidate are final. The State reserves the right
to refuse any individual Contr actor Personnel to work on State premises, based upon certain
specified criminal convictions, as specified by the State.
3.7.3 On-Site Security Requirement(s)
THIS SECTION IS INAPPLICABLE TO THIS IFB.
3.7.4 Information Technology
THIS SECTION IS INAPPLICABLE TO THIS IFB.
3.8 Problem Escalation Procedure
3.8.1 The Contractor must provide and maintain a Problem Escalation Procedure (PEP) for both routine
and emergency situations. The PEP must state how the Contractor will address problem situations
as they occur during the performance of the Contract, especially problems that are not resolved to
the satisfaction of the State within appropriate timeframes.
3.8.2 The Contractor shall provide contact information to the Contract Monitor , as well as to other
State personnel as directed should the Contract Monitor not be available.
3.8.3 The Contractor shall provide the PEP no later than ten (10) Business Days after notice of
recommended award or after the date of the Notice to Proceed, whichever is earlier . The PEP,

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including any revisions thereto, must also be provided within ten (10) Business Days after the
start of each Contract year and within ten (10) Business Days after any change in circumstance
which changes the PEP . The PEP shall detail how problems with work under the Contract will be
escalated in order to resolve any issues in a timely manner . The PEP shall include:
a) The process for establishing the existence of a problem;
b) Names, titles, and contact information for progressively higher levels of personnel in the
Contractor’s organiz ation who would become involved in resolving a problem;
c) For each individual listed in the Contractor’s PEP, the maximum amount of time a problem
will remain unresolved with that individual before the problem escalates to the next contact
person listed in t he Contractor’s PEP;
d) Expedited escalation procedures and any circumstances that would trigger expediting them;
e) The method of providing feedback on resolution progress, including the frequency of
feedback to be provided to the State;
f) Contact information for persons responsible for resolving issues after normal business hours
(e.g., evenings, weekends, holidays) and on an emergency basis; and
g) A process for updating and notifying the Contract Monitor of any changes to the PEP.
3.8.4 Nothing in this section shall b e construed to limit any rights of the Contract Monitor or the State
which may be allowed by the Contract or applicable law.
3.9 SOC 2 Type 2 Audit Report
A SOC 2 Type 2 Report is not a Contractor requirement for this Contract.
3.10 Minority Business Enterprise (MBE) Reports
This solicitation does not include an MBE Goal .
3.11 Veteran Small Business Enterprise ( VSBE ) Reports
This solicitation does not include a VSBE Goal .
3.12 Work Orders
THIS SECTION IS INAPPLICABLE TO THIS IFB.
3.13 Additional Clauses
3.13.1 No-Cost Extensions
In accordance with BPW Advisory 1995 -1 item 7.b , in the event there are unspent funds remaining on
the Contract, prior to the Contract's expiration date the Procurement Officer may modify the Contract to
extend the Contract beyond its expiration date for a pe riod up to, but not exceeding, one -third of the
base term of the Contract (e.g., eight -month extension on a two -year contract) for the performance of
work within the Contract's scope of work. Notwithstanding anything to the contrary, no funds may be
added to the Contract in connection with any such extension.

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4 Procurement Instructions
4.1 Pre-Bid Conference
4.1.1 A pre-Bid conference will be held at the date, time, and location indicated on the Key Information
Summary Sheet .
4.1.2 Attendance at the Conference is mandatory . If the solicitation includes an MBE goal, failure to
attend the Conference will be taken into consideration as part of the evaluation of a bidder’s good
faith efforts if there is a waiver request.
4.1.3 Following the Conference, the attendance record and summa ry of the Conference will be
distributed via the same mechanism described for amendments and questions (see Section 4.2.1
eMMA ).
4.1.4 Attendees should bring a copy of the solicitation and a business card to help facilitate the sign -in
process.
4.1.5 In order to assur e adequate seating and other accommodations at the Conference, please e -mail
the Pre -Bid Conference Response Form ( Attachment A) no later than the time and date indicated
on the form. In addition, if there is a need for sign language interpretation or othe r special
accommodations due to a disability, please notify the Procurement Officer at least five (5)
Business Days prior to the Conference date. The Department will make a reasonable effort to
provide such special accommodation.
4.1.6 A site visit has been pre-scheduled for November 12, 2019, beginning at 1:00 p.m. Local Time, at
the DHRIS building located at 1100 Eastern Boulevard, Essex, MD 21221 . All prospective
Bidder s are encouraged to attend in order to facilitate better preparation of their Bids.
4.2 eMaryland Marketplace Advantage (eMMA )
4.2.1 eMMA is the electronic commerce system for the State of Maryland. The IFB, Conference
summary and attendance sheet, Bidder s’ questions and the Procurement Officer’s responses,
addenda, and other solicitation -related i nformation will be made available via eMMA .
4.2.2 In order to receive a contract award, a vendor must be registered on eMMA . Registration is free.
Go to https://procurement.maryland.gov , click on “Register” to beg in the process, and then follow
the prompts.
4.3 Questions
4.3.1 All questions , including concerns regarding any applicable MBE or VSBE participation goals,
shall identify in the subject line the Solicitation Number and Title , and shall be submitted in
writing via e-mail to the Procurement Officer at least five (5) days prior to the Bid due . The
Procurement Officer, based on the availability of time to research and communicate an answer,
shall decide whether an answer can be given before the Bid due date.
4.3.2 Answers to all questions that are not clearly specific only to the requestor will be distributed via
the same mechanism as for IFB amendments, and posted on eMMA .
4.3.3 The statements and interpretations contained in responses to any questions, whether responded
to verb ally or in writing, are not binding on the Department unless it issues an amendment in
writing.

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4.4 Procurement Method
A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR
21.05. 02.
4.5 Bid Due (Closing) Date and Time
4.5.1 Bids, in the number and form set forth in Section 5 Bid Format , must be received by the
Procurement Officer no later than the Bid due date and time indicated on the Key Information
Summary Sheet in order to be considered.
4.5.2 Requests for extension of this date or time shall not be granted.
4.5.3 Bidder s submitting Bids should allow sufficient delivery time to ensure timely receipt by the
Procurement Officer . Except as provided in COMAR 21.05.02.10, Bids received after the due
date and time listed in the Key Informati on Summary Sheet will not be considered.
4.5.4 The date and time of an e -mail submission is determined by the date and time of arrival in the e -
mail address indicated on the Key Information Summary Sheet.
4.5.5 Bids may be modified or withdrawn by written notice recei ved by the Procurement Officer before
the time and date set forth in the Key Information Summary Sheet for receipt of Bids.
4.5.6 Bids may not be submitted by e -mail or facsimile . Bids will be opened publicly at the date and
time indicated on the Key Information Summary Sheet .
4.5.7 Potential Bidder s not responding to this solicitation are requested to submit the “ No Bid
Notice/Vendor Feedback ” form, which includes company information and the reason for not
responding (e.g., too busy, cannot meet mandatory requirements ).
4.6 Multiple or Alternate Bids
Multiple or alternate Bids will not be accepted.
4.7 Receipt, Opening and Recording of Bids
4.7.1 Upon receipt, each Bid and any timely modification(s) to a Bid shall be stored in a secure place
until the time and date set for bid opening. Before Bid opening, the State may not disclose the
identity of any Bidder.
4.7.2 Bids shall be opened publicly, at the time, date and place designated in the IFB Key Information
Summary Sheet (near the beginning of the solicitation , after the Title Page and Notice to
Vendors) . The name of each Bidder, the Total Bid Price, and such other information as is
deemed appropriate shall be read aloud or otherwise made available and recorded at the time of
bid opening.
4.8 Confidentiality of Bi ds / Public Information Act Notice
4.8.1 The Bidder should give specific attention to the clear identification of those portions of its Bid
that it considers confidential and/or proprietary commercial information or trade secrets, and
provide justification why s uch materials, upon request, should not be disclosed by the State
under the Public Information Act, Md. Code Ann., Genera l Provisions Article, Title 4. This
information should be identified by page number and placed in the Transmittal Letter with the
Bid.
4.8.2 The Bids shall be tabulated or a Bid abstract made. The opened Bids shall be available for
public inspection at a reasonable time after Bid opening, but in any case before contract award,

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except to the extent the Bidder designates trade secrets or other proprietary data to be
confidential as set forth in this solicitation. Material so designated as confidential shall
accompany the Bid and shall be readily separable from the Bid in order to facilitate public
inspection of the non -confidential portion of t he Bid, including the Total Bid Price.
4.8.3 For requests for information made under the PIA, the Procurement Officer shall examine the
Bids to determine the validity of any requests for nondisclosure of trade secrets and other
proprietary data identified in writing. Nondisclosure is permissible only if approved by the
Office of the Attorney General.
4.9 Award Basis
4.9.1 A Contract shall be awarded to the responsible Bidder (s) submitting a responsive Bid with the
most favorable bid price or most favorable evaluated bi d price (as referenced in COMAR
21.05.02.13) for providing the goods and services as specified in this IFB. Bidders must bid all
line items. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation.
See IFB Section 6 for Bid evaluation and award information.
4.9.2 Award of this contract will not be final and complete until after: (1) the Contractor submits
complete and satisfactory documentation required under the Contract and/or documentation
required by the Procurement Officer ; and (2) the Contract is signed by the Department following
any required approvals of the Contract, including approval by the Board of Public Works, if such
approval is required.
4.10 Tie Bids
Tie Bids will be decided pursuant to COMAR 21.05.02.14.
4.11 Duration of Bids
Bids submitted in response to this IFB are irrevocable for the latest of the following: 120 days
following the Bid due date and time or the date any protest concerning this IFB is finally resolved . This
period may be extended at the Proc urement Officer’s request only with the Bidder ’s written agreement.
4.12 Revisions to the IFB
4.12.1 If the IFB is revised before the due date for Bids, the Department shall post any addenda to the
IFB on eMMA and shall endeavor to provide such addenda to all prospect ive Bidder s that were
sent this IFB or are otherwise known by the Procurement Officer to have obtained this IFB. It
remains the responsibility of all prospective Bidder s to check eMMA for any addenda issued
prior to the submission of Bids.
4.12.2 Bidders shall a cknowledg e the receipt of all addenda to this IFB issued before the Bid due date .
4.12.3 Failure to acknowledge receipt of an addendum does not relieve the Bidder from complying with
the terms, additions, deletions, or corrections set forth in the addendum, and m ay cause the Bid to
be deemed not re sponsive .
4.13 Cancellations
4.13.1 The State reserves the right to cancel this IFB, accept or reject any and all Bids, in whole or in
part, received in response to this IFB and to waive or permit the cure of minor irregularities .

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4.13.2 In the event a government entity proposes and receives the recommendation for award, the
procurement may be cancelled and the award processed in accordance with COMAR
21.01.03.01.A(4).
4.13.3 If the services that are the subject of the IFB are currently being pro vided under an interagency
agreement with a public institution of higher education and the State determines that the services
can be provided more cost effectively by the public institution of higher education, then the IFB
may be cancelled in accordance w ith Md. Code Ann., State Finance and Procurement Art., § 3 -
207(b)(2).
4.14 Incurred Expenses
The State will not be responsible for any costs incurred by any Bidder in preparing and submitting a Bid
or performing any other activities related to submitting a Bid in response to this solicitation.
4.15 Protest/Disputes
Any protest or dispute related to this solicitation or the Contract award shall be subject to the provisions
of COMAR 21.10 (Administrative and Civil Remedies) .
4.16 Bidder Responsibilities
4.16.1 Bidder s must be ab le to provide all goods and services and meet all of the requirements requested
in this solicitation and the successful Bidder shall be responsible for Contract performance
including any subcontractor participation.
4.16.2 If applicable, subcontractors utilized in meeting the established MBE or VSBE participation
goal(s) for this solicitation shall be identified as provided in the appropriate Attachment(s) to this
IFB (see Section 4.26 “MBE Participation Goal” and Section 4.27 “VSBE Goal ”).
4.16.3 If the Bidder is the subsidiary of another entity, all information submitted by the Bidder ,
including but not limited to references, financial reports, or experience and documentation (e.g.
insurance policies, bonds, letters of credit) used to meet minimum qualifications, if a ny, shall
pertain exclusively to the Bidder , unless the parent organization will guarantee the performance
of the subsidiary. If applicable, the Bidder ’s Bid shall contain an explicit statement, signed by an
authorized representative of the parent organiz ation, stating that the parent organization will
guarantee the performance of the subsidiary.
4.16.4 A parental guarantee of the performance of the Bidder under this Section will not automatically
result in crediting the Bidder with the experience or qualificat ions of the parent under any
evaluation criteria pertaining to the actual Bidder ’s experience and qualifications. Instead, the
Bidder ’s responsibility will be assessed to the extent to which the State determines that the
experience and qualifications of the parent are applicable to and shared with the Bidder , any
stated intent by the parent to be directly involved in the performance of the Contract, and the
value of the pa rent’s participation as determined by the State.
4.17 Acceptance of Terms and Conditions
By submitting a Bid in response to this IFB, the Bidder , if selected for award , shall be deemed to have
accepted the terms and conditions of this IFB and the Contract, atta ched hereto as Attachment M. Any
exceptions to this IFB or the Contract must be raised prior to Bid submission . Changes to the solicitation,
including the Bid Form or Contract, made by the Bidder may result in Bid rejection.

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4.18 Bid/Proposal Affidavit
A Bid submitted by the Bidder must be accompanied by a completed Bid/Proposal Affidavit . A copy of
this Affidavit is included as Attachment C of this IFB.
4.19 Contract Affidavit
All Bidder s are advised that if a Contract is awarded as a result of this solicitation, the successful Bidder
will be required to complete a Contract Affidavit . A copy of this Affidavit is included for informational
purposes as Attachment N of this IFB. This Affidav it must be provided within five (5) Business Days
of notification of recommended award. For purposes of completing Section “B” of this Affidavit
(Certification of Registration or Qualification with the State Department of Assessments and Taxation),
a busi ness entity that is organized outside of the State of Maryland is considered a “foreign” business.
4.20 Compliance with Laws/Arrearages
By submitting a Bid in response to this IFB, the Bidder , if selected for award , agrees that it will comply
with all federal, State, and local laws applicable to its activities and obligations under the Contract.
By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the
payment of any obligations due and owing the State, including the payment of taxes and employee
benefits, and shall not become so in arrears during the term of the Contract if selected for Contract
award.
4.21 Verification of Registration and Tax Payment
Before a business entity can do business in the State , it must be regist ered with the State Department of
Assessments and Taxation (SDAT) . SDAT is located at State Office Building, Room 803, 301 West
Preston Street, Baltimore, Maryland 21201 . For registration information, visit
https:// www. egov.maryland.gov/businessexpress .
It is strongly recommended that any potential Bidder complete registration prior to the Bid due date and
time. The Bidder ’s failure to complete registration with SDAT may disqualify an otherwise successful
Bidder from final consideration and recommendation for Contract award.
4.22 False Statements
Bidder s are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as
follows:
4.22.1 In connection with a procurement contract a person may not will fully:
a) Falsify, conceal, or suppress a material fact by any scheme or device.
b) Make a false or fraudulent statement or representation of a material fact.
c) Use a false writing or document that contains a false or fraudulent statement or entry of a
material fa ct.
4.22.2 A person may not aid or conspire with another person to commit an act under Section 4.22.1.
4.22.3 A person who violates any provision of this section is guilty of a felony and on conviction is
subject to a fine not exceeding $20,000 or imprisonment not exce eding five (5) years or both .
4.23 Payments by Electronic Funds Transfer
By submitting a Bid in response to this solicitation, the Bidder , if selected for award:

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4.23.1 Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s
Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The
successful Bidder shall register using the COT/GAD X -10 Vendor Electronic Funds (EFT)
Registration Request Form.
4.23.2 Any request for exemption must be submitted to the State Comptroller’s Office for approval at
the address specified on the COT/GAD X -10 form, must include the business identification
information as stated on the form, and must include the reason for the exemption . The COT/GAD
X-10 form may be downloaded from the Comptroller’s website at :
http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GAD
X10Form20150615.pdf .
4.24 Prompt Payment Policy
This procurement and the Contract (s) to be awarded pursuant to this solicitation are subjec t to the
Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women
Business Affairs (GOSBA ) and dated August 1, 2008 . Promulgated pursuant to Md. Code Ann., State
Finance and Procurement Article, §§ 11 -201, 13 -205(a), and T itle 14, Subtitle 3, and COMAR
21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on
non-construction procurement contracts . The Contractor shall comply with the prompt payment
requirements outlined in the C ontract , Section 31 “Prompt Pay Requirements” (see Attachment M).
Additional information is available on GOSBA ’s website at:
http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf .
4.25 Electronic Procurements Authorized
4.25.1 Under COMAR 2 1.03.05, unless otherwise prohibited by law, the Department may conduct
procurement transactions by electronic means, including the solicitation, proposing , award,
execution, and administration of a contract, as provided in Md. Code Ann., Maryland Uniform
Electronic Transactions Act, Commercial Law Article, Title 21.
4.25.2 Participation in the solicitation process on a procurement contract for which electronic means has
been authorized shall constitute consent by the Bidder to conduct by electronic means all elements
of the procurement of that Contract which are specifically authorized under the solicitation or
Contract. In the case of electronic transactions authorized by this IFB, electronic records and
signatures by an au thorized representative satisfy a requirement for written submission and
signatures.
4.25.3 “Electronic means” refers to exchanges or communications using electronic, digital, magnetic,
wireless, optical, electromagnetic, or other means of electronically conducti ng transactions .
Electronic means includes facsimile , e-mail, internet -based communications, electronic funds
transfer, specific electronic bidding platforms (e.g., https://procurement.maryland.gov ), and
electronic data interchange.
4.25.4 In addition to specific electronic transactions specifically authorized in other sections of this
solicitation (e.g., IFB § 4.23 describing payments by Electronic Funds Transfer ), the following
transactions are authorized to be c onducted by electronic means on the terms as authorized in
COMAR 21.03.05 :
a) The Procurement Officer may conduct the procurement using eMMA , e-mail, or facsimile to
issue:
1) The IFB;
2) Any amendments ;

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3) Pre-Bid conference documents ;
4) Questions and responses ;
5) Communications regarding the solicitation or Bid to any Bidder or potential Bidder ;
6) Notices of award selection or non -selection ; and
7) The Procurement Officer’s decision on any Bid protest or Contract claim .
The Bidder or potential Bidder may use e-mail to:
1) Ask questions regarding the solicitation ;
2) Reply to any material received from the Procurement Officer by electronic means
that includes a Procurement Officer’s request or direction to reply by e-mail or
facsimile, but only on the terms specifically approved and directed by the
Procurement Officer and;
3) Submit a " No Bid Notice/Vendor Feedback Form " to the IFB.
The Procurement Officer, the Contract Monitor , and the Contractor may conduct day -to-day Contract
administration, except as outlined in Section 4.25.5 of this subsection , utilizing e-mail, facsimile , or
other electronic means if authorized by the Procurement Officer or Contract Monitor .
4.25.5 The following transactions related to this procurement and any Contract awarded pursuant to it
are not authorized to be conducted by electronic means:
a) Filing of bid protests;
b) Filing of Contract claims;
c) Submission of documents determined by the Department to require original signatures (e.g.,
Contract execution, Contract modifications ); or
d) Any transaction, submission, or c ommunication where the Procurement Officer has
specifically directed that a response from the Contractor or Bidder be provided in writing or
hard copy.
4.25.6 Any facsimile or e-mail transmission is only authorized to the facsimile numbers or e-mail
addresses fo r the identified person as provided in the solicitation, the Contract, or in the direction
from the Procurement Officer or Contract Monitor .
4.26 MBE Participation Goal
There is no MBE subcontractor participation goal for this procurement.
4.27 VSBE Goal
There is no VSBE participation goal for this procurement.
4.28 Living Wage Requirements
a) Maryland law requires that contractors meeting certain conditions pay a living wage to
covered employees on State service contracts over $100,000. Maryland Code Ann., State
Finance and Procurement Article , § 18 -101 et al. The Commissioner of Labor and Industry
at the Department of Labor, Licensing and Regulation requires that a contractor subject to
the Living Wage law submit payroll records for covered employees and a signed statement
indicating that it paid a living wage to covered employees; or receive a waiver from Living
Wage reporting requirements. See COMAR 21.11.10.05.

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If subject to the Living Wage law, Contractor agrees that it will abide by all Living Wage law
requirements, including but not limited to reporting requirements in COMAR 21.11.10.05. Contractor
understands that failure of Contractor to provide such documents is a material breach of the terms and
conditions and may result in Contract termination, di squalification by the State from participating in State
contracts, and other sanctions . Information pertaining to reporting obligations may be found by going to
the Maryland Department of Labor, Licensing and Regulation (DLLR) website
http://www.dllr.state .md.us/labor/prev/livingwage.shtml .
Additional information regarding the State’s living wage requirement is contained in Attachment F.
Bidder s must complete and submit the Maryland Living Wage Requirements Affidavit of Agreement
(Attachment F -1) with their Bids. If the Bidder fails to complete and submit the required documentation,
the State may determine the Bidder to not be responsible under State law.
Contractors and subcontractor s subject to the Living Wage Law shall pay each covered employee at least
the minimum amount set by law for the applicable Tier area. The specific living wage rate is determined
by whether a majority of services take place in a Tier 1 Area or a Tier 2 Area of the State . The specific
Living Wage rate is determined by whether a maj ority of services take place in a Tier 1 Area or Tier 2
Area of the State .
a) The Tier 1 Area includes Montgomery, Prince George’s, Howard, Anne Arundel and
Baltimore Counties, and Baltimore City. The Tier 2 Area includes any county in the State
not include d in the Tier 1 Area. In the event that the employees who perform the services
are not located in the State, the head of the unit responsible for a State Contract pursuant to
§18-102(d) of the State Finance and Procurement Article shall assign the tier ba sed upon
where the recipients of the services are located. If the Contractor provides more than 50% of
the services from an out -of-State location, the State agency determines the wage tier based
on where the majority of the service recipients are located. In this circumstance, the
Contract will be determined to be a Tier (enter “1” or “2,” depending on where the majority
of the service recipients are located) Contract.
b) The Contract will be determined to be a Tier 1 Contract or a Tier 2 Contract depending on
the location(s) from which the Contractor provides 50% or more of the services. The Bidder
must identify in its Bid the location(s) from which services will be provi ded, including the
location(s) from which 50% or more of the Contract services will be provided.
c) If the Contractor provides 50% or more of the services from a location(s) in a Tier 1
jurisdiction(s) the Contract will be a Tier 1 Contract.
d) If the Contractor provides 50% or more of the services from a location(s) in a Tier 2
jurisdiction(s), the Contract will be a Tier 2 Contract.
If the Contractor provides more than 50% of the services from an out -of-State location, the State agency
determines the wage tier based on where the majority of the service recipients are located. See COMAR
21.11.10.07.
The Bidder shall identify in the Bid the location from which services will be provided.
NOTE : Whereas the Living Wage may change annually, the Contract price will not change because of a
Living Wage change . The Contractor shall be responsible for any wage/rate increase during the term of
the Contract and such increase may not be passed on to the State.
The Contractor must pay the Guard in accordance with the Maryland L iving Wage Law. In the
event the Living Wage rate for Tier 1 is increased during the contract period, the rate paid to employees
shall be increased to meet or exceed that Living Wage, See Title 18, State Finance and Procurement
Article, Annotated Code of Maryland. Increase in any state or federal wage rates may not be passed onto
the agency or the State of Maryland and is the sole responsibility of the Contractor.

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4.29 Federal Funding Acknowledgement
This Contract does not contain federal funds.
4.30 Conflict of In terest Affidavit and Disclosure
4.30.1 The Bidder shall complete and sign the Conflict of Interest Affidavit and Disclosure
(Attachment H) and submit it with its Bid.
4.30.2 By submitting a Conflict of Interest Affidavit and Disclosure, the Contractor shall be construe d as
certifying all Contractor Personnel and subcontractors are also without a conflict of interest as
defined in COMAR 21.05.08.08A.
4.30.3 Additionally , a Contractor has an ongoing obligation to ensure that all Contractor Personnel are
without conflicts of interest prior to providing services under the Contract . For policies and
procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR
21.05.08.08.
4.30.4 Participation in Drafting of Specifications: Disqualifying Event: Bidder s are advised that Md.
Code Ann. State Finance and Procurement Article §13 -212.1(a) provides generally that “an
individual who assists an executive unit in the drafting of specifications, an invitation for bids, a
request for proposal s for a procurement, o r the selection or award made in response to an
invitation for bids or a request for proposals, or a person that employs the individual, may not:
(1) submit a bid or proposal for that procurement; or (2) assist or represent another person,
directly or ind irectly, who is submitting a bid or proposal for that procurement.” Any Bidder
submitting a Bid in violation of this provision shall be cla ssified as “not responsible.”
4.31 Non-Disclosure Agreement
4.31.1 Non-Disclosure Agreement ( Bidder )
A Non -Disclosure Agreement ( Bidder ) is not required for this procurement.
4.32 HIPAA - Business Associate Agreement
A HIPAA Business Associate Agreement is not required for this procurement.
4.33 Nonvisual Access
This solicitation does not contain Information Technology (IT) provisi ons requiring Nonvisual Access.
4.34 Mercury and Products That Contain Mercury
This solicitation does not include the procurement of products known to likely include mercury as a
component.
4.35 Location of the Performance of Services Disclosure
This solicitation do es not require a Location of the Performance of Services Disclosure.
4.36 Department of Human Services (DHS) Hiring Agreement
All Bidder s are advised that if a Contract is awarded as a result of this solicitation, the successful Bidder
will be required to complete a DHS Hiring Agreement . A copy of this Agreement is included as
Attachment O. This Agreement must be provided within five (5) Business Days of notification of
recommended award.

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4.37 Small Business Reserve (SBR) Procurement
4.37.1 This i s 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, §§14 -501—14-505, Annotated Code of Maryland , and that are certified
by GOSBA Small Business Reserve Program are eligible for award of a contract.
4.37.2 For the purposes of a Small Business Reserve Procurement , a small business is a for -profit
business, other than a broker, that meets the following criter ia:
a) It is independently owned and operated;
b) It is not a subsidiary of another business;
c) It is not dominant in its field of operation; and
1) With respect to employees , in its most recently completed three (3) fiscal years :
a) Its wholesale operations did not emp loy more than 50 persons;
b) Its retail operations did not employ more than 25 persons;
c) Its manufacturing operations did not employ more than 100 persons;
d) Its service operations did not employ more than 100 persons;
e) Its construction operations did not employ more than 50 persons; and
f) The architectural and engineering services of the business did not employ
more than 100 persons ; and
2) With respect to gross sales , in its most recently completed three (3) fiscal years :
a) The gross sales of its wholesale operations did not exceed an average of
$4,000,000;
b) The gross sales of its retail operations did not exceed an average of
$3,000,000;
c) The gross sales of its manufacturing operations did not exceed an average of
$2,000,000;
d) The gross sales of its service operations di d not exceed an average of
$10,000,000;
e) The gross sales of its construction operations did not exceed an average of
$7,000,000; and
f) The gross sales of its architectural and engineering operations did not exceed
an average of $4,500,000.
d) Note: If a business has not existed for three ( 3) years, the employment and gross sales
average or averages shall be the average for each year or part of a year during which the
business has been in existence.
e) Further information on the certification process is ava ilable at eMaryland Marketplace
Advantage .
4.37.3 Ineligible Bids. Under a small business reserve procurement, a business that is not a certified
small business is ineligible for award of a contract.
4.37.4 Before awarding a contract under a procurement designated as a small bus iness reserve
procurement, the Procurement Officer shall verify that the apparent awardee is certified by the

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Governor’s Office of Small, Minority & Women Business Affairs as a small business. A
procurement contract award under a small business reserve may not be made to a business that
has not been SBR certified.
4.38 Maryland Healthy Working Families Act Requirements
On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All offerors
should be aware of how this Act could affect your potential contract award with the State of Maryland.
See the Department of Labor, Licensing and Regulations web site for Maryland Healthy Working
Families Act Information: http://dllr.maryland.gov/paidle ave/.

THE REMAINDER OF THI S PAGE IS INTENTIONA LLY LEFT BLANK.

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5 Bid Format
5.1 One Part Submission
Each Bidder shall submit its Bid with all Required Bid Submissions (see IFB Section 5.4) in a single
sealed package.
5.2 Labeling
Each Bidder is required to label the sealed Bid with the IFB title and number, name and address of the
Bidder, and closing date and time for receipt of the Bids.
5.3 Bid Price Form
The Bid shall contain all price information in the format specified on the Bid Form . The Bidder shall
complete the Bid Form only as provided in the Bid Pricing Instructions and the Bid Form . Do not
amend, alter, or leave blank any items on the Bid Form or include additional clarifying or contingent
language on or attached to the Bid Form. Failure to adhere to any of these instructions may result in the
Bid being determined to be non-responsive and rejected by the Department .
5.4 Required Bid Submission
A Bidder shall include the following with its Bid:
5.4.1 Bidder Information Sheet (see Appendix 2 )
5.4.2 Acknowledgement of all addenda to this IFB.
5.4.3 Minimum Qualifications Documentation . The Bidder shall submit any Minimum
Qualifications documentation that may be required, as set forth in IFB Section 1 . If
references are required in IFB Section 1 , those references shall be submitted in this section
and shall contain the information described in Section 1 .
5.4.4 The Qualification Verification document ation listed in Section 2.3.4.
5.4.5 Completed Required Attachments . Submit one (1) cop y with original signatures:

1) Completed Bid Form (Attachment B ).
2) Completed Bid Affidavit ( Attachment C ).
3) Completed Maryland Living Wage Requirements Affidavit of Agreement
(Attachment F -1).

5.4.6 Additional Document * If Required . Submit one (1 ) cop y of each with original signatures,
if required. *See appro priate IFB section to determine whether the document is required for
this procurement.

1) A Signed Statement from the Bidder’s Parent Organization Guaranteeing
Performance of the Bidder. * see IFB section 4.16 (If required)
2) Completed Federal Funds Attachment (Attachment G ) *see IFB section 4.29
3) Completed Conflict of Interest Affidavit and Disclosure ( Attachment H ) *see IFB
section 4.30

5.4.7 References . At least two (2) references on the company’s letterhead p roviding the reference
are requested from customers who are capable of documenting the Bidder ’s ability to provide

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the goods and services specified in this IFB. References used to meet any Minimum
Qualifications (see IFB Section 1 ) may be used to meet this request . Each referen ce shall be
from a client for whom the Bidder has provided goods and services within the past five (5)
years and shall include the following information on the company providing the reference
letterhead :
1) Name of client organization;
2) Name, title, telephon e number, and e -mail address, if available, of point of contact for
client organization; and
3) Value, type, duration, and description of goods and services provided.
The Department reserves the right to request additional references or utilize references not
provided by the Bidder. Points of contact must be accessible and knowledgeable regarding
Bidder performance.
5.4.8 List of Current or Prior State Contracts . Provide a list of all contracts with any entity of
the State of Maryland for which the Bidder is currently performing goods and services or for
which services have been completed within the last five (5) years . For each identified contract,
the Bidder is to provide:
1) The State contracting entity;
2) A brief description of the goods and services provid ed;
3) The dollar value of the contract;
4) The term of the contract;
5) The State employee contact person (name, title, telephone number, and, if possible, e-
mail address); and
6) Whether the contract was terminated before the end of the term specified in the
origina l contract, including whether any available renewal option was not exercised.
Information obtained regarding the Bidder ’s level of performance on State contracts will be
used by the Procurement Officer to determine the responsibility of the Bidder and cons idered
as part of the experience and past performance evaluation criteria of the IFB.
5.4.9 Financial Capability . The Bidder must include in its Bid a commonly -accepted method to
prove its fiscal integrity . If available, the Bidder shall include Financial Statements, preferably
a Profit and Loss (P&L) statement and a Balance Sheet, for the last two (2) years
(independently audited preferred).
In addition, the Bidder may supplement its response to this Section by including one or mor e
of the following with its response:
1) Dun & Bradstreet Rating;
2) Standard and Poor’s Rating;
3) Lines of credit;
4) Evidence of a successful financial track record; and
5) Evidence of adequate working capital.
5.4.10 Certificate o f Insurance. The Bidder shall provide a cop y of its current certificate of
insurance showing the types and limits of insurance in effect as of the Bid submission date .

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The current insurance types and limits do not have to be the same as described in Section 3. 6.
See Section 3. 6 for the required insurance certificate submission for the apparent awardee .
5.4.11 Subcontractors . The Bidder shall provide a complete list of all subcontractor s that will work
on the Contract if the Bidder receives an award, including those utilized in meeting the MBE
and VSBE subcontracting goal (s), if applicable . This list shall include a full description of the
duties each subcontractor will perform and why/how each subcontractor was deemed the most
qualified for this project. If applicable, subcontractors utilized in meeting the established MBE
or VSBE participation goal(s) for this solicitation shall be identified as provided in the
appropriate a ttachment(s) of this IFB.
5.4.12 Legal Action Summary . This summary shall include:
1) A statement as to whether there a re any outstanding legal actions or potential claims
against the Bidder and a brief description of any action;
2) A brief description of any settled or closed legal actions or claims against the Bidder
over the past five (5) years;
3) A description of any judgme nts against the Bidder within the past five (5) years,
including the court, case name, complaint number, and a brief description of the final
ruling or determination; and
4) In instances where litigation is ongoing and the Bidder has been directed not to disclose
information by the court, provide the name of the judge and location of the court.
5.5 Delivery
5.5.1 Bidders may either mail or hand -deliver Bids.
5.5.2 For U.S. Postal Service deliveries, any bid that has been received at the appropr iate mail room,
or typical place of mail receipt for the respective procuring unit by the time and date listed in
the IFB will be deemed to be timely. If a Bidder chooses to use the U.S. Postal Service for
delivery, the Department recommends that it use E xpress Mail, Priority Mail, or Certified Mail
or another form for which both the date and time of receipt can be independently verified by the
Department. It could take several days for an item sent by first class mail to make its way by
normal internal m ail to the procuring unit and a Bidder using first class mail will not be able to
prove a timely delivery at the mailroom.
5.5.3 Hand -delivery includes delivery by commercial carrier acting for the Bidder. For any type of
direct (non -mail) delivery, a Bidder i s advised to secure a dated, signed, and time -stamped (or
otherwise indicated) receipt of delivery.
5.6 Documents Required upon Notice of Recommendation for Contract Award
Upon receipt of a notification of recommendation for contract award, the following documents shall be
completed and submitted by the recommended awardee within five (5) business days, unless noted
otherwise. Submit one (1) copies of each of the following documents:
a) Signed contract ( Attachment M),
b) Completed Contract Affidavit ( Attachment N),
c) Completed MBE Attachment s D-2 and D-3A and B, within ten (10) Business days, if
applicable; see IFB Section 4.26,

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d) MBE waiver justification within ten (10) B usiness days (see MBE Waiver Guidance and
forms in Attachment s D-1B and D -1C), if a waiver has been requested (if applicable; see
IFB Section 4.26),
e) Completed VSBE Attachment E -2, if applicable see IFB Section 4.27,
f) Signed Non-Disclosure Agreement ( Attachment I), if applicable; see IFB Section 4.31,
g) Signed HIPAA Business Associate Agreement ( Attachment J), if applicable; see IFB Section
4.32,
h) Completed DHS Hiring Agreement, Attachment O, if applicable see IFB Section 4.36, and
i) Copy of a current certificate of insurance with the prescribed limits set forth in IFB Section
3.1 “ Insurance Requireme nts,” listing the State as an Additional Insured, if applicable ; see
IFB Section 3.1 .

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6 Bid Evaluation and Award
6.1 Bid Evaluation Criteria
The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.02.13. All responsible
Bidder s will be ranked from the lowest (most advantageous) to the highest (least advantageous) price
based on the Total Bid Price as submitted on the Attachment B - Bid Form .
6.2 Reciprocal Preference
6.2.1 Although Maryland la w does not authorize procuring agencies to favor resident Bidder s in
awarding procurement contracts, many other states do grant their resident businesses preferences
over Maryland contractors. COMAR 21.05.01.04 permits procuring agencies to apply a
recipr ocal preference under the following conditions:
A. The Maryland resident business is a responsible Bidder ;
B. The lowest responsive Bid is from a responsible Bidder whose principal office , or principal
base of operations is in another state ;
C. The other state gives a preference to its resident businesses through law, policy, or practice;
and
D. The prefe rence does not conflict with a f ederal law or grant affecting the procurement
Contract.
6.2.2 The preference given shall be identical to the preference that the other state, through law, policy,
or practice gives to its resident businesses.
6.3 Award Determination
Award will be made to the responsible Bidder who submits to the State the responsive Bid that has the
lowest Total Bid Price.
6.4 Documents Required upon Notice of R ecommendation for Contract Award
Upon receipt of a Notification of Recommendation for Contract award, the apparent awardee shall
complete and furnish the documents and attestations as directed in Table 1 of Section 7 – IFB
Attachments and Appendices .

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7 IFB ATTACHMENTS AND APPENDICES
Instructions Page
A Bid submitted by the Bidder must be accompanied by the completed forms and/or affidavits identified
as “with Bid” in the “When to Submit” column in Table 1 below . All forms and affidavits applicable to
this IFB, including any applicable instructions and/or terms, are identified in the “Applies” and “Label”
columns in Table 1.
For documents required as part of the Bid:
1. For paper submissions, submit one (1) copy with original signatures . All signatures
must be clearly visible.
All Bidder s are advised that if a Contract is awarded as a result of this solicitation, the successful Bidder
will be required to complete certain forms and affidavits after notificatio n of recommended award. The
list of forms and affidavits that must be provided is described in Table 1 below in the “When to Submit”
column.
For documents required after award, submit one (1) copies of each document within the appropriate
number of days af ter notification of recommended award, as listed in Table 1 below in the “When to
Submit” column.
Table 1: IFB ATTACHMENTS AND APPENDICES Applies?
When to Submit
Label
Attachment Name
Y Before Bid A Pre-Bid Conference Response Form
Y With Bid B Bid Instructions and Form
Y With Bid C Bid/Proposal Affidavit (see link at
http://procurement.maryland.gov/wp -
content/uploads/sites/12/2018/04/AttachmentC -
Bid_Proposal -Affidavit.pdf )
Y With Bid D Maryland Living Wage Requirements for Service
Contracts and Affidavit of Agreement (see link at
http://procurement.maryland.gov/wp -
content/uploads/sites/12/2018/04/AttachmentF -
LivingWageAffidavit.pdf )
Y With Bid E Conflict of Interest Affidavit and Disclosure (see link at
https://procurement.maryland.gov/wp -
content/uploads/sites/12/2018/05/AttachmentH -Conflict -
of-InterestAffidavit.pd f)
Y 5 Business Days after
recommended award –
However, suggested
with Bid F Non-Disclosure Agreement (Contractor) (see link at
http://procurement.maryland.gov/wp -
content/uploads/sites/12/2018/04/Attachment -I-Non-
DisclosureAgreementContractor.pdf )
Y 5 Business Days after G Sample Contract (included in this IFB)

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Applies?
When to Submit
Label
Attachment Name
recommended award
Y 5 Business Days after
recommended award H Contract Affidavit (see link at
http://procurement.maryland.gov/wp -
content/uploads/sites/12/2018/04/Attachment -N-
ContractAffidavit.pdf )
Y 5 Business Days after
recommended award I DHS Hiring Agreement (see link at
http://procurement.maryland.gov/wp -
content/uploads/sites/12/2018/04/Attachment -O-
DHSHiringAgree ment.pdf )
Appendices Applies?
When to Submit
Label
Attachment Name
Y n/a 1 Abbreviations and Definitions (included in this IFB)
Y With Bid 2 Bidder Information Sheet (see link at
http://procurement.maryland.gov/wp -
content/uploads/sites/12/2018/04/Appendix2 -
Bidder_OfferorInformationSheet.pdf )
Y As needed 3 Incident Report
Additional Submissions Applies?
When to Submit
Label
Document Name
Y 5 Business Days after
recommended award Evidence of meeting insurance requirements (see
Section 3.6 ); 1 copy
Y 10 Business Days after
recommended award PEP; 1 copy

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Attachment A. Pre-Bid Conference Response Form
Solicitation Number OTHS/OTHS -20-024.S
Unarmed Guard Services for the Department of Human Services Information Systems (DHRIS) Building
A Pre -Bid conference will be held on Tuesday November 12, 2019 @ 1:00 pm , at the DHRIS building
located at 1100 Eastern Boulevard, Essex, MD 21221 .
Please return this form by Wednesday November 11, 2019 @ 10:00 am advising whether or not you r firm
plans to attend. The completed form should be returned via e -mail to the Procurement Officer at the
contact information below:
Shirelle Green, Procurement Officer
DHS
E-mail: shirelle.green@maryland.gov
Please indicate:
Yes, the following representatives will be in attendance.
Attendees (Check the IFB for limits to the number of attendees allowed):
1.
2.
3.
No, we will not be in attendance.

Please specify whether any reasonable accommodations are requested (see IFB § 4.1“Pre -Bid
conference”):

Bidder :
Bidder Name (please print or type)
By:
Signature/Seal
Printed Name:
Printed Name
Title:
Title
Date:
Date

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Attachment B. Bid Instructions & Form
B-1 Bid Instructions
In order to assist each Bidder in the preparation of its Bid and to comply with the requirements of this
solicitation, Bid Instructions and a Bid Form have been prepared . Each Bidder shall submit its Bid on the
Bid Form in accordance with the instructions on the Bid Form and as specified herein . Do not alter the
Bid Form or the Bid may be determined to be not responsive . The Bid Form is to be signed and dated,
where requested, by an individual who is authorized to bind the Bidder to the prices entered on the Bid
Form .
The Bid Form is used to calculate the Bidder ’s TOTAL BID PRICE . Follow these instructions carefully
when compl eting your Bid Form :
A) All Unit and Extended Prices must be clearly entered in whole dollars e.g., $24. 00. Make your
decimal points clear and distinct.
B) All Unit Prices must be the actual price per unit the State will pay for the specific item or servic e
identified in this IFB and may not be contingent on any other factor or condition in any manner.
C) Any goods or services required through this IFB and proposed by the vendor at No Cost to the
State must be clearly entered in the Unit Price, if appropriate, and Extended Price with $0.00 .
D) Every blank in every Bid Form shall be filled in . Any changes or corrections made to the Bid
Form by the Bidder prior to submission shall be initialed and dated.
E) Except as instructed on the Bid Form , nothing shall be entered on or attached to the Bid Form that
alters or proposes conditions or contingencies on the prices . Alterations and/or conditions may render the
Bid not responsive .
F) It is imperative that th e prices included on the Bid Form have been entered correctly and
calculated accurately by the Bidder and that the respective total prices agree with the entries on the Bid
Form . Any incorrect entries or inaccurate calculations by the Bidder will be treate d as provided in
COMAR 21.05.03.03 .F, and may cause the Bid to be rejected.
G) If option years are included, Bidder s must submit pricing for each option year . Any option to
renew will be exercised at the sole discretion of the State and comply with all ter ms and conditions in
force at the time the option is exercised . If exercised, the option period shall be for a period identified in
the IFB at the prices entered in the Bid Form .
H) All Bid prices entered below are to be fully loaded prices that include al l costs/expenses
associated with the provision of services as required by the IFB. The Bid price shall include, but is not
limited to, all: labor, profit/overhead, general operating, administrative, and all other expenses and costs
necessary to perform the work set forth in the solicitation . No other amounts will be paid to the
Contractor . If labor rates are requested, those amounts shall be fully -loaded rates; no overtime amounts
will be paid.
I) Unless indicated elsewhere in the IFB, sample amounts used f or calculations on the Bid Form are
typically estimates for evaluation purposes only . Unless stated otherwise in the IFB, the Department does
not guarantee a minimum or maximum number of units or usage in the performance of the Contract .
J) Failure to adhere to any of these instructions may result in the Bid being determined not
responsive .

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B-1 Bid Form
The Bid Form shall contain all price information in the format specified on these pages . Complete the Bid
Form only as provided in the Bid Instructions . Do not amend, alter or leave blank any items on the Bid
Form . If option years are included, Bidder s must submit pricing for each option year . Failure to adhere to
any of these instructions may result in the Bid being determined not responsive .
See separate Excel Bid Form labeled : Financial Proposal .

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Attachment C. Bid/Proposal Affidavit
See link at http://procurement.maryland.gov/wp -content/uploads/sites/12/2018/04/AttachmentC -
Bid_Proposal -Affidavit.pdf .

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Attachment D. Maryland Living Wage Affidavit of Agreement for Service
Contracts
See link at http://procurement.maryland.gov/wp -content/uploads/sites/12/2018/04/AttachmentF -
LivingWageAffidavit.pdf to complete the Affidavit.

A. This contract is subject to the Living Wage requirements under Md. Co de Ann., State Finance
and Procurement Article, Title 18, and the regulations proposed by the Commissioner of Labor
and Industry (Commissioner) . The Living Wage generally applies to a Contractor or
subcontractor who performs work on a State contract for se rvices that is valued at $100,000 or
more . An employee is subject to the Living Wage if he/she is at least 18 years old or will turn 18
during the duration of the contract; works at least 13 consecutive weeks on the State Contract
and spends at least one -half of the employee’s time during any work week on the State Contract.
B. The Living Wage Law does not apply to:
(1) A Contractor who:
(a) Has a State contract for services valued at less than $100,000, or
(b) Employs 10 or fewer employees and has a State contract for services valued at less
than $500,000.
(2) A subcontractor who:
(a) Performs work on a State contract for services valued at less than $100,000,
(b) Employs 10 or fewer employees and performs work on a State contract for services
valued at less than $500,000, or
(c) Performs work for a Contractor not covered by the Living Wage Law as defined in
B(1)(b) above, or B (3) or C below.
(3) Service contracts for the following:
(a) Services with a Public Service Company;
(b) Services with a nonprofi t organization;
(c) Services with an officer or other entity that is in the Executive Branch of the State
government and is authorized by law to enter into a procurement (“Unit”); or
(d) Services between a Unit and a County or Baltimore City.
C. If the Uni t responsible for the State contract for services determines that application of the
Living Wage would conflict with any applicable Federal program, the Living Wage does not
apply to the contract or program.
D. A Contractor must not split or subdivide a St ate contract for services, pay an employee through a
third party, or treat an employee as an independent Contractor or assign work to employees to
avoid the imposition of any of the requirements of Md. Code Ann., State Finance and
Procurement Article, Titl e 18.
E. Each Contractor/ subcontractor , subject to the Living Wage Law, shall post in a prominent and
easily accessible place at the work site(s) of covered employees a notice of the Living Wage
Rates, employee rights under the law, and the name, address, and telephone number of the
Commissioner.