Frederick County, Maryland is seeking bids from qualified and experienced contractors to provide on-call tree trimming, maintenance, removal, and stump grinding services at County park locations. This contract is intended to support the County’s ongoing need to maintain safe, healthy, and accessible park environments for the public.
Services may include routine and emergency tree work, hazard mitigation, storm damage response, and stump removal as needed across multiple park sites. Contractors must be capable of responding promptly, operating safely in public spaces, and performing work in accordance with industry standards, environmental best practices, and County requirements.
The County is interested in partnering with reliable, professional vendors who have demonstrated expertise in arboricultural services, appropriate equipment, and a strong safety record. This on-call contract offers an opportunity for qualified firms to support the preservation and safety of Frederick County’s park system while building a long-term working relationship with the County.
- SUBMISSION OF RESPONSE —
- Please be advised that hand-delivered solicitation responses will not be accepted as P&C has moved to online bid submission via OpenGov Procurement. Registration information is available at https://procurement.opengov.com/signup . PLEASE NOTE REGISTRATION TAKES A MINIMUM OF TWO BUSINESS DAYS. Frederick County, Maryland is not responsible for inability to submit a response.
- Bids are submitted electronically through the OpenGov website only.
- NO LATE RESPONSE WILL BE ACCEPTED OR CONSIDERED.
- RESERVATIONS —
- The Director of P&C reserves the right to reject any or all proposals or parts of proposals when, in P&C's reasoned judgment, the public interest will be served thereby.
- The Director of P&C may waive formalities or technicalities in proposals as the interest of the County may require.
- The Director of P&C reserves the right to increase or decrease the quantities to be purchased at the prices offered. The quantity intended to be purchased and the period and percentage amount of any such reservation will be stated in the solicitation.
- The Director of P&C reserves the right to award contracts or place orders on a lump sum or individual item basis, or such combination as shall, in P&C's judgment, be in the best interest of the County.
- The Director of P&C may waive minor differences in specifications provided these differences do not violate the specification intent nor materially affect the operation for which the item or items are being purchased, nor increase the estimated cost of maintenance and repair to the County.
- The Director of P&C may reject any proposal which shows any omission, irregularity, alteration of forms, additions not called for, conditional or unconditional unresponsiveness, or proposals obviously unbalanced.
- Responsibility and responsiveness of any Contractor’s proposal will be determined at the sole discretion of the Director of P&C.
- SPECIFICATIONS —
- Frederick County, Maryland (the “County”) is seeking bids from qualified Contractors (the “Contractor”) for the provision of on-call tree trimming, maintenance, removal and stump grinding for park locations in accordance with the terms, conditions and specification of this solicitation.
- TECHNICAL SPECIFICATIONS
- Scope of Work: Work to be performed under the terms of this contract includes, but is not limited to the removal of dead, dying, or diseased trees; the correction of structural defects; crown cleaning; crown raising; crown thinning; stump removal; brush removal and removal of damaged limbs or trees for park locations.
- In all cases, whether routine or emergency, the County must be treated as a priority account and given preference over private contracts. Submission of a bid in response to this solicitation acknowledges acceptance of this condition.
- Hours of Work: All work exclusive of emergency needs will be performed Monday through Friday, 7:00 AM to 4:00 PM or as agreed upon by the parties, unless otherwise specified by the County.
- Weekends/Holidays/Off Hours: The Contractor will only be requested to work off hours, weekends and/or holidays in the event of an emergency and will be paid emergency hourly rates to do so.
- Personnel:
- All teams dispatched to the County shall consist of no less than three (3) workers. Contractor must employ and provide onsite at least one Tree Care Expert licensed in the State of Maryland as well as one employee with the ability to climb. One (1) of the crewmembers shall act as the working foreman and shall be fully conversant in English.
- All crew members shall be skilled in all aspects of tree pruning and tree removal according to ANSI A300 Standards (www.oshamidatlantic.org).
- Equipment: Contractor shall own or have ready and immediate access to all tools and equipment necessary for the performance of the work described herein. Anticipated needs include, but are not limited to:
- Aerial bucket truck with minimum 70’ reach (separate hourly rate assessed as needed)
- Brush chipper, 12” capacity or greater
- Four (4) chainsaws, minimum 12” to maximum 36” bar
- Industrial use gas powered blower
- Gas-powered pole saw with minimum 12’ reach
- Miscellaneous hand tools such as: pole clip, minimum 12”, bull rope, climbing ropes, hand lines, loppers, pruning saws, hand saws, climbing gear, scoop shovel, round shovel, rakes, brooms and pitchforks
- Pickup truck with dump bed
- Safety equipment such as cones, caution tape, barricades
- Safety
- Tree maintenance operations required under this contract must only be performed by qualified tree care workers who, through related training, on the job experience, or both, are familiar with the practices and hazards of arboriculture and the equipment used in such practices. The standards contained herein shall not take precedence over arboriculture safe work best practices. All operations must comply with applicable Occupational Safety and Health Administration Standards (https://www.osha.gov), ANSI Z133.1, as well as State and local regulations (http://www.dllr.state.md.us/labor/mosh.)
- Any crew member deemed to be operating in an unsafe or unprofessional manner may be removed or replaced from the crew at the discretion of the Parks Superintendent.
- The Contractor must provide regular safety training to all field employees on an on-going basis and be prepared to document such training upon request by the County.
- The County reserves the right to stop work and cancel any job assigned if the Contractor, in the opinion of the P&R Representative does not meet the Project timeline as established in the project proposal, maintains control of the worksite, or fails to perform in accordance with safety standards.
- Egress and Protection of Property:
- The work performed under this contract shall be done with the least inconvenience to the County and the general public as possible. The amount of time that normal operations are interrupted must be kept to an absolute minimum and shall be coordinated with the County on each job and at each location.
- The Contractor is responsible for protecting all existing and newly installed work, materials, equipment, improvements, utilities, structures and vegetation at all times during the course of this contract and any damage shall be remediated to the satisfaction of the County.
- General Guidelines
- All terminology used, standards cited and operations performed under the terms of this contract shall be in accordance with the most recent version of the American National Standards Institute Standards; ANSI A300, Parts 1 through 3, and ANSI Z133.1.
- The Contractor must remove and be responsible for the disposal of all brush and debris resulting from tree removal and other maintenance operations. No additional payment will be made for this service. The County, however, maintains the first right of refusal for limbs, trees and all debris removed from the site. The Parks Superintendent shall notify the Contractor in advance of the performance of work if any brush or wood shall remain on site for County use.
- The Contractor must not leave brush or debris in the right-of-way overnight and must rake or brush the work site clean at the conclusion of every workday.
- All wood and brush identified as diseased by the County must be removed from the site by the Contractor and must not be left for firewood or chips unless instructed by the Parks Superintendent to do so.
- The disposal method for brush/debris must adhere to all pertinent local, state and federal rules, regulations and laws. Where feasible, it is preferred that debris is repurposed in a ‘green’ way, i.e. mulched or composted.
- The Contractor must not work on private property in the performance of these contract duties unless provided express written consent by the property owner. The Contractor shall not solicit for work from private property owners during the hours in which the Contractor is performing services for the County.
- The County will not pay compensation for travel to the site to begin work in the morning or return travel at the conclusion of the work day. Travel compensation will be paid only if multiple job sites are visited during the course of the work day.
- Any questions as to pruning practices as well as contract productivity will be resolved by the County and the decision will be final.
- During performance of work assigned under the terms of the contract, the Contractor may be required to perform the appropriate pruning/trimming/removal activity to branches that are in proximity to or interfering with utility wires providing service to individual residences (house drops). The Contractor will not be required to work within the area adjacent to the utility line distribution system between utility poles as defined in the Maryland High Voltage Act – www.dllr.maryland.gov/labor/mosh/electricallines.shtml.
- No surcharges for fuel or any other items shall be charged to the County
- Maintenance Trimming/Pruning
- Routine trimming and pruning will be paid at an hourly rate. The hourly rate must be fully inclusive of all equipment, labor, personnel, travel, tools, fuel and overhead associated with the provision of a three (3) man crew for maintenance trimming/pruning of trees and brush.
- Maintenance trimming/pruning shall include but not be limited to the removal of dead, dying, diseased, decaying, interfering, objectionable, obstructing, and weak branches. The removal of such described branches shall include those both on the main trunk and within the crown. Maintenance trimming/pruning/removal must follow the most recent ANSI Z133.1 and A300 standards and include the following:
- All cuts must be made as close as possible to the trunk or parent branch, without cutting into the branch collar or leaving a protruding stub. Bark at the end of all pruning cuts should remain firmly attached.
- All branches too large to support with one (1) hand must be precut to avoid splitting or tearing of the bark. Where necessary, ropes or other equipment should be used to lower large branches or stubs to the ground.
- Sharp tools must be used so that clean cuts are made at all times. Equipment shall be sterilized as often as determined by industry best practices.
- Climbing hooks or spurs shall not be used so as to avoid damage to the bark or cambium layer of the plant.
- When crossing or rubbing of branches occurs, Contractor shall remove the weaker or less desirable branch where possible. Such removal should not leave large open spaces in the general outline of the tree.
- Where practical, all girdling root sections will be removed.
- The presence of any disease condition, fungus fruit bodies, decayed trunks or branches, split crotches or branches, severe bark inclusions, cracks or other structural weakness must be reported to the Parks Superintendent who will recommend proper corrective measures. All diseased wood or ships will be removed from the site by the Contractor.
- To preserve symmetry and the aesthetic appearance of the tree when trimming, the Contractor shall endeavor to under-prune where practical, rather than remove entire branches back to the trunk or parent branch. If, however, the limb cannot be cut back to a property branch union that is at least one third (1/3) the diameter of the limb being removed, the entire limb shall be removed. Also, no limb shall be cut back to another limb that is at a 90-degree angle from the limb being removed.
- All trees and shrubs whose branches block the view of oncoming traffic shall be trimmed back far enough to allow the clear view of oncoming traffic.
- All branches obstructing the view of traffic control devised (i.e. signs) must be trimmed/removed as needed to create a clear line of sight.
- Trimming for obstruction clearance must allow for one (1) year’s normal growth.
- Crown reduction pruning may be necessary where there has been significant crown dieback, prior incorrect pruning or severe storm damage. Crown reduction pruning is the reduction of top, sides, or individual limbs by means of removal of the leader or longest portion of a limb to a lateral no less than one third (1/3) of the total diameter of the original limb.
- All attempts should be made to prune the tree to a shape typical of the species. Remove branches in such a manner as to leave the foliage pattern evenly distributed. In general, the top of the crown is to be higher than the sides to maintain a tree-like form.
- Minimally sufficient limbs will be removed to achieve the desired effect without admitting too much sunlight to the trunk or the top side of large branches.
- Trimming, pruning and branch clean-up performed in the event of an emergency will be paid at the emergency/off-hours hourly rate which must be fully inclusive of all equipment, labor, personnel, travel, tools, fuel and overhead associated with the provision of a three (3) man crew for the performance of work.
- Tree Removal:
- Tree removal will be paid on a per tree basis according to trunk diameter measured at breast height (DBH). The per tree removal rate must be fully inclusive of all equipment, labor, personnel, travel, tools, fuel and overhead associated with the removal of all of the above ground portions of the tree. No additional hourly rate will be paid for tree removal, however, a premium per tree charge may be applied in the event of a tree felling during emergency/off-hours. Additionally, tree felling prices are requested in two ways: one, for situations where a tree can be simply felled and two, where conditions require a tree to be topped and felled, necessitating additional time, labor and equipment. Contractor and County must be in agreement regarding the necessary method of removal, in advance of performance.
- The County will secure all permits at no cost to the Contractor, such as the Department of Natural Resources Maryland Forest Service Tree Permits, if necessary.
- The County shall obtain consent or permission for the necessary work from the property owner or public authorities having ownership or control over each tree to be removed, pruned, and/or maintained.
- All trees that cannot be safely felled without danger to traffic or potential injury to other plants or property shall be cut in sections from the top down (topped). Contractor must adhere to all best practices and take every precaution to avoid damage and /or injury to any persons and property.
- No tree shall be felled without prior approval granted by the Parks Superintendent.
- Work deemed high priority shall commence within twenty-four (24) hours or as determined by the County.
- Tree removal shall be performed by or be directly supervised by a Maryland Licensed Tree Expert. It is required, that the Contractor maintains on staff, an ISA certified Arborist.
- Stump Grinding
- Stump grinding/removal may be required at the time of tree removal and will be paid as a separate fee. The fee shall be fully inclusive of all equipment, labor, personnel, travel, tools, fuel and overhead associated with the removal of all of the above ground portions of the tree. No additional hourly rate will be paid for stump grinding. Stump grinding services will only be performed during normal business hours, there is no anticipated instance by which stump grinding would be required on an emergency basis after hours.
- The Contractor shall be responsible for contacting Miss Utility to ensure utilities are marked prior to the start of work.
- Stumps are to be ground out to a minimum depth of six (6”) inches below the finish grade of turf. Full depth grinding may be required by the Parks Superintendent where replacement trees are to be planted at the site. Stumps which require full depth grinding may be invoiced at up to twice the submitted bid price, at the discretion of the County.
- All exposed surface roots extending from the stump are to be ground until no longer visible. Stumps which, in the opinion of the Parks Superintendent, have excessive surface roots which require grinding to restore finish grade may be invoiced at the unit price for the next larger size class. The determination of excessive surface roots is made solely by the Parks Superintendent and that decision will be final.
- The Contractor will leave a sufficient supply of chips to backfill the hole at three (3”) inches above finish grade to allow for settlement. All excess chips will be removed and disposed by the Contractor unless otherwise permitted by the Parks Superintendent.
- Any potential conflicts with utilities either above or below ground are the responsibility of the Contractor to identify prior to excavation. Any utility damage and associated costs resulting from stump grinding are the responsibility of the Contractor.
- Any damage to sidewalks or any other improvements on either private or County property shall be the Contractor’s responsibility to repair or replace to the owner’s satisfaction.
- Payments will be based upon the diameter of the stump at the final cut. The diameter is determined by the Parks Superintendent to be the average of the longest diameter distance across the stump and the diameter taken along the right angle at the mid-point of the longest measurement.
- Maintenance of Tariffs
- Though there will likely be minimal traffic within the parks during the performance of work, maintenance of traffic is considered incidental to the tree maintenance operation and shall be included in the stated hourly rate for the service being provided by the Contractor. No additional compensation will be paid by the County to the Contractor for maintenance of traffic.
- The safety of the travelling public is paramount. The Contractor will perform all maintenance of traffic as described in the “MDSHA Book of Standard for Highways, Incidental Structures and Traffic Control Applications”, Category “1” Preliminary https://apps.roads.maryland.gov/BusinessWithSHA/bizStdsSpecs/desManualStdPub/publicationsonline.ohd/bookstd/pdf/category1.pdf and in accordance with County standards
- The Contractor shall provide all required signs, stands, cones, and/or traffic drums.
- Cleanup
- The Contractor shall be responsible for keeping the work area clean at all times. All residual debris generated from the tree maintenance shall be removed by the Contractor at the end of each work day.
- All work areas shall be remediated to their existing state prior to the performance of work. This includes, but is not limited to; sweeping the roadway of debris, removing debris and raking lawn areas.
- At the end of each workday, the Contractor will remove all equipment, vehicles, tools and other associated items belonging to the Contractor. Frederick County will not be responsible for any theft, vandalism or damage resulting from the Contractor’s equipment left on site.
- After Hours/Emergency Response: After-hours work is defined as work scheduled outside of 7:00 AM to 4:00 PM or as agreed upon by the parties, unless otherwise specified by the County. After-hours work may occur on weekends and/or holidays in response to storm damage or for work required during a “Declared Emergency” except for crews already scheduled to work during the normal work week. The Contractor must provide to the County, within three (3) hours of notice by the County, at least one (1) crew (minimum three (3) people) of qualified tree workers and appropriate equipment. The crew will be directed where to report and receive work assignments. The crew may be required to work hours other than those associated with the normal eight (8) hour workday. For the duration of the afterhours work, the Contractor will be compensated at the after- hours emergency response hourly rate on Attachment 3 - Price Page No. 2.
- Inclement Weather: In the event of inclement weather and requirement of work stoppage, the Contractor will receive a minimum of two (2) hours pay at the unit rate of the Agreement for any work performed prior to dismissal.
- INSURANCE REQUIREMENTS —
Work shall not commence for Frederick County, Maryland until evidence of all required coverage is approved by the Office of Risk Management.
COMMERCIAL GENERAL LIABILITY coverage with minimum limits of:
$1,000,000 per Occurrence; $2,000,000 General Aggregate
$2,000,000 Prod/CO Aggregate
Frederick County, Maryland must be added as an Additional Insured. Additional insured status must include Completed Operations.
AUTO LIABILITY coverage with minimum limits of:
$1,000,000 Combined Single Limit
or $1,000,000 each Person, $1,000,000 each Accident, $1,000,000 Property Damage
Frederick County, Maryland must be added as an Additional Insured.
WORKERS’ COMPENSATION coverage meeting all statutory requirements of the State of MD Employers Liability with minimum limits of:
$1,000,000 per Accident, $1,000,000 per Employee; and $1,000,000 per Policy
OR, if there are no employees, Workers’ Compensation Waivers must be completed.
PLEASE NOTE THE FOLLOWING:
- A certificate of insurance showing these coverages must be provided to Frederick County Office of Risk Management. The Certificate Holder must be:
Frederick County, Maryland
Office of Risk Management
12 East Church Street
Frederick, MD 21701
- If County requires Additional Insured status, the blanket endorsements for such must be provided upon request.
- If any primary policy’s limits fall short of the stated requirements, a certificate shall be provided for all any excess policies that supplement or extend these limits.
- Required insurance is primary and non-contributory, which should be stated on the certificate of insurance.
- Required insurance must be maintained for the duration of the contract or business relationship.
- If applicable, the Contractor shall assure that all subcontractors and independent contractors performing services for the County carry identical insurance coverage as required of the contract, either individually or as an Additional Insured on the policies of the Contractor. Exceptions may be made only with the approval of the County.
- Contractor shall indemnify Frederick County, Maryland for any uninsured losses relating to contractual services involving subcontractors, including workers' compensation claims and the cost of defense.
- The Contractor shall not commence work for Frederick County, Maryland until evidence of all required coverage is approved by the Office of Risk Management.
- Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions.
- The Contractor will not hold Frederick County, Maryland liable for any injuries to the employees, servants, agents, subcontractors or assignees of the contract arising out of or during the course of services relating to this agreement.
- The providing of any insurance required herein does not relieve the Contractor of any of the responsibilities or obligations assumed by the Contractor in the contract awarded or for which the Contractor may be liable by law or otherwise. Approval of the insurance by the County shall not in any way relieve or decrease the liability of the Contractor.
- All of the above coverages must be written by a carrier with a minimum A.M. Best rating of A- or better AND a financial size classification of VI or higher. All insurance policies must also be underwritten by companies licensed to do business in the State of Maryland and all certificates must include an authorized signature.
- CONTRACTOR'S QUALIFICATIONS —
- Contractors must be engaged in On-call tree maintenance services for park locations and shall have been actively engaged in this field for a minimum of three (3) years. The proposing firm must meet these years of experience, at a minimum, in order to be considered for award.
- Contractor must have a ISA-certified arborist.
- Contractor must have a Maryland Roadside Tree Care Expert License.
- Contractor must employ and provide onsite, as needed, at least one (1) Tree Care Expert licensed in the State of Maryland as well as one (1) employee with the ability to climb. One (1) of the crewmembers shall act as the working foreman and shall be fully conversant in English.
- Contractor shall own or have ready and immediate access to all tools and equipment necessary for the performance of the work.
- Contractor must provide regular safety training to all field employees on an on-going basis and provide documentation confirming completion of training.
- The County reserves the right to inspect the Contractor’s equipment and to perform such investigations as may be deemed necessary to insure that competent personnel and management will be utilized in the performance of this contract.
- COMPETITION —
- A Contractor may offer only one price on each item though it may have two or more types that meet specifications. Contractors must determine for themselves which to offer. Submission by a single Contractor of more than one price for a single item shall be sufficient cause for rejection of all prices for that item submitted by the Contractor.
- All proposals must be accompanied by descriptive literature as may be called for by the specifications or proposal. Specifications provided are based on County needs and uses, estimated costs of operation and maintenance, and other significant and/or limiting factors to meet County requirements and shall be consistent with County policies. Minimum specifications, and maximum specifications, where included, are not established arbitrarily to limit competition or to exclude otherwise competitive Contractors.
- AWARD —
The County intends NO VALUE effectively to the lowest bidding responsive and responsible Contractor.
The assignment of work shall be at the sole discretion of the County. The Contractor shall waive any claim of either Contractor against the County for extra compensation or damages arising out of assignment of work by the County.
If only one bid is received, the County reserves the right to award to a single Contractor if it is in the best interest of the County.
- BID OPENING —
- Bid submissions are due on or before the due date and time indicated in the Pertinent Information section at the front of this document. Late bids will not be accepted, opened, considered or awarded. In the event that County administrative offices are closed or delayed the date that bid submissions are due, the bid will be opened online the next business day at the same time indicated in the Pertinent Information section at the front of the document.
- All bids submitted will be opened publicly. Prices will be read aloud. Indications of “low bidder” do not necessarily reflect the responsiveness or responsibility of the bidder and may not accurately reflect which Contractor may ultimately be awarded.
- Bids will be opened via Microsoft Teams™. https://teams.microsoft.com/meet/23084772371930?p=Y4MsA96VD9utjK5JtK
- PERIOD OF VALIDITY —
Unless otherwise specified, all formal proposals submitted shall be irrevocable for 120 days following the proposal opening date, unless the Contractor agrees to an extension. Proposals may not be withdrawn during this period. The County may request an extension of the Period of Validity via email to the Contractor’s representative.
- INSTRUCTIONS —
- Bid responses must be submitted electronically through the OpenGov Procurement Portal at https://procurement.opengov.com/portal/frederickcountymd/projects/229812.
- All submissions must be signed by an authorized officer or agent of the Contractor submitting the response must be entered into OpenGov no later than the time and date indicated. Responses received after the time and date indicated will not be accepted or considered.
- The submission of a bid is an agreement to all the terms, conditions, and specifications provided herein and in the various documents, unless specifically noted otherwise in the bid.
- Each bid will be accompanied by the Affidavit regarding price fixing, gratuities, bribery, and discriminatory employment practices. When the Contractor is a corporation, a duly authorized representative of said corporation must execute the Affidavit. The Affidavit is provided in the solicitation package.
- If a discrepancy in or omission from the specifications is found, or if a Contractor is in doubt as to their meaning, or feels that the specifications are discriminatory, the Contractor must notify P&C in writing not later than five days prior to the scheduled bid opening. Exceptions taken do not obligate the County to change the specifications. P&C will notify all Contractors of any changes, additions, or deletions to the specifications by Addenda posted on the P&C website (http://frederickcountymd.gov/procurement).
- The County will assume no responsibility for oral instructions or suggestions. All official correspondence in regard to the specifications will be issued by P&C.
- WORK SCHEDULE —
The County requires the work to be completed no later than N/A. The Contractor(s) shall state as part of its proposal, a work start schedule and a work completion schedule from the date of contract award notification. The County will take this into consideration in the award process. Failure to comply with any timeline established by the County will be considered negatively in the evaluation process. (If this is required, make sure it is included in the Evaluation Criteria!)
- SUBMISSION OF BID DOCUMENTS —
- Contractors are required to include the following documents with their bids:
- Price Page No. 1
- Acknowledgement of Addenda
- Contractor’s Reference Information
- Affidavit
- Certifications of Compliance
- Insurance Requirements
- ISA arborist certification.
- Maryland Roadside Tree Care Expert License.
- Exceptions
- Failure to return required documents may be cause for rejection of bid.
- AGREEMENT PERIOD —
The contract period shall be for 1 year(s) commencing on or about July 1, 2026 after approval and proper execution of the contract documents, with a renewal option for four additional year(s) in one-year increments, exercisable at the sole discretion of the County.
- GOVERNING LAW —
- This contract shall be governed by and construed in accordance with the laws of the State of Maryland without regard to any choice of law principles that would dictate the laws of any other jurisdiction. The parties agree that the exclusive venue for any and all actions related hereto shall be the appropriate Federal or State court located within the State of Maryland.
- The laws of the State of Maryland and Frederick County shall govern the resolution of any issue arising in connection with the contract, including, but not limited to, all questions on the validity of the contract, the capacity of the parties to enter therein, any modification or amendment thereto, and the rights and obligations of the parties hereunder.
- DISPUTE PROCEDURES —
- Upon notification of award, non-awarded Contractors may protest the process or award by utilizing the protest procedures available on the P&C website: www.frederickcountymd.gov/procurement
- After award and during contract performance, the awarded Contractor may dispute proceedings or performance by:
- Notifying Using Agency in writing on Contractor letterhead of the disputed issues and requesting a meeting to discuss and come to resolution with the Using Agency Division Director.
- If no resolution is reached, the awarded Contractor may notify P&C in writing on Contractor letterhead of the failure to reach resolution with the Using Agency and request to meet with the Director of P&C to discuss and come to resolution.
- If no resolution is reached, the Director of P&C may refer the matter(s) to the Contractor’s Responsibility Board (CRB) for a hearing to reach resolution in accordance with the CRB policy on the P&C website: www.frederickcountymd.gov/procurement. The CRB’s written decision is the final resolution.
- At any time during the performance of the contract, the awarded Contractor may contact the Director of P&C to request to be heard by the CRB to present information, lodge a complaint, etc.
- LITERATURE —
Complete descriptive literature must be included with bid. Failure to do so is sufficient cause for rejection of the bid.
- PRICE ADJUSTMENT —
- Prices offered shall be firm against any increase for one year(s) from the effective date of this contract. Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify P&C in advance of the renewal date of any requested price changes. Requests made after the renewal date will not be considered.
- Requests for price adjustments shall be submitted to P&C, not the user agency.
- The County will entertain requests for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 5% increase over the current pricing, whichever is lower. (For purposes of this section, “Consumer Price Index” shall be the Consumer Price Index-All Urban Consumers (CPI-U), Washington- Arlington- Alexandria, DC-VA-MD-WV, All Items, Not Seasonally Adjusted, as published by the United States Department of Labor, Bureau of Labor Statistics.) The County reserves the right to accept or reject the request for a price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.
- If a price increase is requested following contract renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is approved, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.
- PRICE ADJUSTMENT —
- Prices offered shall remain firm against any increase for one year(s) from the effective date of this contract. Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify P&C in advance of the renewal date of any requested price changes. Requests made after the renewal date will not be considered.
- Requests for price adjustments must be submitted to P&C, not the user agency.
- Requests for price adjustments must be accompanied by bona-fide manufacturer’s documents or price lists reflecting the changes. Increases shall be limited to the actual cost increase to the Contractor. The County reserves the right to accept or reject the request for price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.
- If a price increase is requested following contract renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is approved, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.
- In the event of any decrease in price, either by the manufacturer or if the Contractor shall charge a lower price to other customers, the County shall be notified promptly and receive such decrease.
- NON-WAIVER —
Any waiver of any breach of covenants herein contained to be kept and performed by the Contractor shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the County from declaring a forfeiture for any succeeding breach either of the same condition of covenant or otherwise.
- SAMPLES —
- Contractors must specify the product being bid and must supply a sample and sufficient data for each type of NO VALUE being bid. All samples must be delivered before opening of bids. All packages must be marked "Samples for the Office of Procurement & Contracting" and each sample must bear the name of the Contractor, item number, bid number and must be tagged or marked in a substantial manner. Failure to submit the required samples may be sufficient cause for rejection of the bid.
- The County reserves the right to retain the sample(s) for testing purposes and will be free from any redress or claim on the part of the Contractor if any articles or materials are lost or destroyed. Upon notification by the County that a sample is available for return, it must be removed within five (5) business days or the County will not be responsible for its disposition.
- COMPLIANCE WITH LAWS —
- If awarded a contract, the Contractor hereby represents and warrants that it:
- Is qualified to do business in the State of Maryland and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;
- Is not in arrears with respect to the payment of any monies due and owing the County, or any department or agency thereof, including, but not limited to, the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract;
- Shall comply with all federal, state, and local laws, ordinances, and legally enforceable rules and regulations applicable to its activities and obligations under the contract;
- Shall eschew any and all forms of employment discrimination and promote equal opportunity in hiring practices as well as the selection of subcontractors for use in any of its projects;
- Shall procure, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under the contract; and
- Agrees that the facts and matters set forth hereafter in the contract and made a part hereof are true and correct.
- Meets the qualifications required and years of experience stated.
- In addition to any other remedy available to the County, breach of any of the paragraphs of this clause shall, at the election of the County, be grounds for termination. Failure of the County to terminate the contract shall not be considered or construed as a waiver of such breach nor as a waiver of any rights or remedies granted or available to the County.
- EXCLUSIVITY —
- The County is obligated during the period stipulated to purchase all of its normal requirements from the Contractor and the Contractor shall be obligated to furnish the goods and/or services as stated.
- Should the Contractor be unable to fulfill the needs of the County, the County reserves the right to secure services from other sources to meet its immediate needs without prejudice of the Agreement.
- HOLD HARMLESS/INDEMNIFICATION —
- The Contractor shall indemnify and hold the County harmless from and against all liability and expenses, including reasonable attorney's fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person arising out of or attributable to the Contractor's performance of the contract awarded, provided that the Contractor shall not be responsible for acts of negligence or willful misconduct committed by the County, its employees, agents and officials.
- Any property or work to be provided by the Contractor under this contract will remain at the Contractor's risk until written acceptance by the County; and the Contractor will replace, at Contractor's expense, all property or work damaged or destroyed by any cause whatsoever.
- NON-EXCLUSIVITY —
Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the Contractor. This contract shall not restrict the County from acquiring similar, equal, or like goods and/or services from other entities or sources.
- ESTIMATED QUANTITIES —
The estimated annual quantities stated are provided as a general guide for proposing and are not guaranteed. Actual quantities may be more or less than estimated. There is no guarantee of work. If more than one Contractor is awarded, there is no guarantee of equal work distribution. Work will be assigned at the sole discretion of the County.
- TERMINATION —
- Termination Prior to Expiration of Term: The County reserves the right to terminate the resulting Agreement at any time, with or without cause, upon thirty (30) days' written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. The Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer. In the event of termination without cause pursuant to this provision, the County need not provide the Contractor with the opportunity to cure.
- Termination for Default: If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, County may take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the County shall use reasonable efforts to mitigate such damages), and County may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the County as previously stated.
- Termination for Non-appropriation: If the County or other funding source fails to appropriate funds or if funds are not otherwise made available for continued performance for any fiscal period or part thereof of the resulting Agreement, the Agreement shall be cancelled automatically as of the beginning of the fiscal year or part thereof for which funds were not appropriated or otherwise made available; provided, however, that this will not affect either the County's rights or the Contractor's rights under any termination clause in this Agreement. The effect of termination of the Agreement hereunder will be to discharge both the Contractor and the County from future performance of the Contract, but not from their rights and obligations existing at the time of termination. The Contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the Agreement. The County shall make a good faith effort to notify the Contractor as soon as it has knowledge that funds may not be available for the continuation of this Agreement for each succeeding fiscal period or part thereof beyond the first fiscal year.
- ESTIMATED USAGE —
The estimated annual usage stated are provided as a general guide for proposing and are not guaranteed. Actual usage may be more or less than estimated. There is no guarantee of work. If more than one Contractor is awarded, there is no guarantee of equal work distribution. Work will be assigned at the sole discretion of the County.
- MARYLAND REGISTRATION —
Contractors must be registered to do business in, and must be in good standing with, the State of Maryland. Contractors not registered must obtain registration information from the Maryland Department of Assessments and Taxation website at: http://dat.maryland.gov or by calling 410-767-1184 or Toll Free 888-246-5941.
- INSURANCE REQUIREMENTS —
The Contractor shall be required to provide the insurance as outlined in Section Insurance Requirements. All documentation of insurance shall be submitted prior to contract start date. In the event that the necessary insurance cannot be obtained, the County reserves the right to revoke the contract award and award to another firm.
- AVAILABILITY OF FUNDS —
The contractual obligation of the County under this contract is contingent upon the availability of appropriated funds from which payment for this contract can be made.
- INTEGRATION AND MODIFICATION —
These proposal documents, Contractor's response to this solicitation, and subsequent purchase order(s) to the successful Contractor contain the entire understanding between the parties and any additions or modifications hereto may only be made in writing executed by both parties.
- METHOD OF ORDERING —
- Purchase Orders will be issued from time to time for such quantities as may be required by the County. Purchase Orders issued against the contract, even if not completed within the term of the contract, shall continue to be bound by the terms and conditions until completion.
- Purchases may also be made with the County’s procurement card (currently MASTERCARD). The Contractor agrees to accept the card for such quantities as may be required by the County. Contractors are prohibited from charging additional fees over and above its proposal prices to process payments on procurement cards.
OR
- Projects will be issued as Task Orders under this contract. Each Task Order will have a separately agreed, scope of services, compensation amount and completion date. The Contractor will be requested to submit a fee proposal based on the scope of work (person-hours, etc.) defined in the Task Order. With the unit rates established per the Agreement, Task Order negotiations will be limited to the scope of services to be performed and the hours required to perform the services.
- Once the County requests a fee proposal on a specific Task Order from the Contractor, the Contractor shall:
- Visit the site.
- Develop a detailed assessment for the assigned Task Order.
- Schedule and attend a meeting at location to be determined by the County (if it is held), or any other necessary meetings to review, discuss, and complete discussions on the specific Task Order. It is the Contractor’s responsibility to completely understand the Task Order scope prior to beginning work.
- After completing discussions, begin work on the Task Order immediately upon receipt of notice to proceed from the County. The County shall issue the notice to proceed after review and agreement on the fee proposal.
- Once an agreement on the individual Task Order is reached, the County will issue a notice to proceed. When assigning the project, the County will inform the Contractor of the time frame in which the Contractor must begin work and the date by which the project is due, inclusive of any intermediate milestone dates.
- All costs associated with scoping the work and preparing and submitting a Task Order proposal are considered incidental to the contract, the Contractor shall not be reimbursed for this work.
- Purchase Orders will be issued from time to time for such Task Orders as may be required by the County. Task Orders issued against the contract, even if not completed within the term of the contract, shall continue to be bound by the terms and conditions until completion.
- Purchases may also be made with the County’s procurement card (currently MASTERCARD). Contractors are prohibited from charging additional fees over and above its proposal prices to process payments on procurement cards.
- NON-ASSIGNMENT OF CONTRACT —
Neither the County nor the Contractor shall assign, sublet, or transfer its interest or obligations under the resulting contract to any third party, without the written consent of the other. Nothing here shall be construed to create any personal or individual liability upon any employee, officer, or elected official of the County, nor shall the resulting contract be construed to create any rights hereunder in any person or entity other than the parties to this contract.
- ABANDONMENT, DISSOLUTION AND RESTRUCTURING —
A Contractor who abandons or defaults the work on this contract or any Task Order that has been issued to a Contractor and causes any work be re-bid will not be considered in future bids for the same type of work unless the scope of work is significantly changed. Written notification of changes to company names, address, telephone number, etc. shall be provided to the County as soon as possible, but not later than thirty (30) days from date of change.
- GRANT FUNDING REQUIREMENTS —
(If applicable, remember that if the project is grant funded, have the Grants Contracts Manager insert here.) OR In the event that a grant opportunity is made available and awarded to the County during the term of the agreement. The Contractor agrees to comply with guidelines, requirements, terms, and conditions as outlined in Notification of Grant Award documents after award and acceptance and incorporated into any approved Task Order using grant funding.
- RESPONSIBILITY —
The Contractor has the burden of demonstrating affirmatively its responsibility in connection with this solicitation, in background, history of projects, years of experience as a contracting firm, project team(s), ability, etc. A Contractor under debarment, or with documented poor performance, or with questionable reputation, or without the required years of operation, or lacking integrity or key personnel, as solely determined by the Director of P&C, may automatically be considered non-responsible in connection with this solicitation. At the sole discretion of the County, a Contractor that has previously failed to perform properly, has failed to timely complete contracts of a similar nature, has failed to complete contracts of a similar nature within budget or with an unreasonable quantity of change orders, or one that investigation reveals is unable to perform the requirements of the contract may be excluded from consideration for award. P&C may request that a Contractor provide documentation necessary for the determination of responsibility. Failure of a Contractor to provide the required documentation may exclude it from further consideration. Final determination of responsibility is determined at the sole discretion of the Director of P&C.
- AFFIDAVIT —
The attached affidavit is provided to facilitate compliance with the applicable law and is to be completed and returned with response.
- BILLING AND PAYMENT —
- Invoices shall be submitted as required in duplicate for all services performed to
Division of Parks & Recreation
355 Montevue Lane, Suite 100
Frederick, Maryland 21702
. - Each invoice shall include the following information:
- Federal Employer Identification Number (FEIN);
- Contractor’s name and address;
- Name of User Agency;
- Frederick County Contract Number, if applicable;
- Purchase Order Number;
- Description of goods provided and/or services performed;
- Date and length of time of each service performed, if applicable; and
- Name of individual(s) performing the required services, if applicable.
- Delivery tickets signed by authorized County personnel shall accompany invoice.
- Payment shall be made upon receipt of proper invoice from the Contractor and authorized by the County.
- The County shall not be subject to late fees, fees for use of credit card payment, or additional fees of any kind at any time during the Agreement period.
- All amounts, costs, or prices referred to herein pursuant to this contract shall be United States of America currency.
- Provided that Contractor is not in default under the terms of this Agreement, Contractor shall be paid Net30.
- PUBLIC INFORMATION/PROPRIETARY/CONFIDENTIAL INFORMATION —
- The County operates under the public information law, which permits access to most records and documents under the Maryland Public Information Act (MPIA).
- Proposals will be available for public inspection after the award announcement, except to the extent that a Contractor designates trade secrets or other proprietary data to be confidential. Material designated as confidential must be readily separable from the remainder of the proposal to facilitate public inspection of the non-confidential portion of the proposal. A Contractor's designation of material as confidential will not necessarily be conclusive, and the Contractor may be required to provide justification why such material should not be disclosed, on request, under the MPIA, General Provisions Article, Sections 4-101 through 4-601 of the Annotated Code of Maryland.
- COOPERATIVE PURCHASE —
- The Contractor may extend all of the terms, conditions, specifications, and unit or other prices of any award resulting from this proposal to any and all other public bodies, subdivisions, school districts, community colleges, colleges, and universities including non-public schools at its own discretion.
- The County assumes no authority, liability or obligation, on behalf of any other public or non-public entity that may use any contract resulting from this proposal.
- DEFAULT —
Upon non-performance or violation of the contract terms, the Contractor will be given one chance, via written communication, to correct deficiencies. Failure to correct the deficiencies stated in the written communication will be cause for the contract to be cancelled or annulled by Frederick County, Maryland in whole by written notice of default to the Contractor. An award may then be made to the next low Contractor. In either event, the defaulting Contractor (or its surety) shall be liable to the County for costs to the County in excess of the defaulted contract prices. Failure of the Contractor to deliver services within the time stipulated on its proposal, unless extended in writing by the Director of P&C shall constitute contract default. In the event that a Contractor exempted from posting a Bid or Performance Guarantee fails to execute and perform any contract awarded to it, it shall forfeit the right to respond on any future County contract for a period of time determined by the Director of P&C and it shall be liable for any costs incurred by the County as a result of its default.
- EXCEPTIONS —
If the Contractor cannot/ will not meet the terms, conditions, and/or specifications of the solicitation, the Contractor shall furnish a statement on company letterhead providing a complete description of any exceptions to the terms, conditions, and specifications. Failure to furnish exceptions on company letterhead shall be interpreted to mean the Contractor agrees to all terms, conditions, and specifications. Exceptions taken do not obligate the County to change the terms, conditions, and/or specifications. Exceptions to the terms and/or conditions and/or to the County’s standard Agreement may be sufficient cause for rejection of the proposal. Descriptive literature may be used to clarify or be a reference to an exception; however, exceptions shall not be considered by enclosing descriptive literature in itself. The decision of the Director of P&C in accepting or rejecting an exception shall be final. If it is determined that an exception is not acceptable, the proposal may be considered non-responsive at the sole discretion of the Director of P&C.
- REFERENCES —
References will be verified by the Buyer and the results utilized as part of the determination of a Contractor’s responsibility. Any negativity or uncertainty expressed by references may be used to exclude the Contractor from further consideration for award at the sole discretion of the County. It is in the best interest of the Contractor to CONTACT THE REFERENCES IN ADVANCE to ensure that they are aware that they are being utilized as a reference for this solicitation. Contactors may not use the County as a reference. Any work history the Contractor has with the County will automatically be utilized as part of the evaluation process.
- ADDITIONS/DELETIONS —
The County, at its option, may add or delete like or related services and/or sites as needed at the sole discretion of the Director of P&C. All specifications and requirements of this solicitation will apply to any additions made during the contract term.
- SITE CONDITIONS —
The submission of a proposal shall be considered representation that the Contractor has carefully investigated all conditions which affect or may, at some future date, affect the performance of the work or services covered by the solicitation, the entire area to be serviced as described in the solicitation, and that the Contractor is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed, and equipment and materials to be furnished. The Contractor shall also be familiar with all Federal, State, and County laws, all codes and ordinances of the County which in any way affect the performance of the work, or persons engaged or employed in the work, or the materials and equipment used in the work.
- FAIR LABOR STANDARDS ACT —
All goods shipped against this order must be produced in compliance with the requirements of the Fair Labor Standards Act of 1938, as amended including Section 6, 7, and 12, and regulations and orders issued under Section 14 thereof.
- CONTRACT —
All questions must be directed to the Buyer for this solicitation. During the solicitation process which begins with the advertisement of the Invitation for Bid, and following the bid opening, Contractors are strongly cautioned not to contact elected officials or County employees regarding the award process. Contact with any entity other than P&C will be deemed as an attempt to influence the award process and will disqualify the Contractor from further consideration in the award process. Inappropriate efforts to lobby or influence individuals or Contractors involved in this bid award may result in dismissal from further consideration, at the County’s sole discretion.
- CASH DISCOUNT —
Cash discounts will be taken into consideration in determining the award. However, an offer of a cash discount must allow a reasonable period of not less than 30 days in order to be included in evaluation of the proposal pricing. A proposal offering a cash discount in a period of less than 30 days will be evaluated as a proposal without a cash discount offer. If the Contractor obtains an award by reason of their gross price, the County will hold the offer of a cash discount and make every effort to obtain such discount.
- UNIT PRICES —
Unless clearly shown on the proposal that it is the intent that a reduced total price is being offered on the basis of receiving an award of all items covered by the total, any totals should be the actual sum of the extension of unit prices. Otherwise, in the event of any discrepancy between a unit price(s), extended price(s), and/or total price(s), unit prices will govern and the proposal will be refigured accordingly.
- DELIVERY —
- Contractors shall guarantee delivery of supplies in accordance with such delivery schedule as may be provided in the solicitation.
- All items shall be delivered F.O.B. Destination, Inside Delivery, and delivery costs and charges included in the proposal unless otherwise stated in the solicitation.
- The P&C reserves the right to charge the Contractor or vendor for each day the supplies are not delivered in accordance with the delivery schedule. The per diem charge may be invoked at the discretion of the P&C and said sum is to be taken as liquidated damages and deducted from the final payment, or charged back to the Contractor or vendor.
- The P&C reserves the right to procure the supplies elsewhere on the open market if delivery is not made as specified, in which event, the extra cost of procuring the supplies may be charged against the Contractor and deducted from any monies due or which may become due him.
- PATENTS —
If applicable, the Contractor shall defend any suit or proceeding against the County so far as based on a claim on any equipment, or on any part thereof, furnished under this contract which constitutes an infringement of any patent of the United States, if notified promptly in writing and given authority, information, and assistance (at the Contractor’s expense) for the defense of same, and the Contractor shall pay all damages and costs awarded therein against the County. In case said equipment or any part thereof, in such suit, is held to constitute infringement and the use of said equipment or part if enjoined, the Contractor shall, at its own expense, either procure for the County the right to continue using said equipment or part, or replace same with non-infringing equipment or part, or modify so that it becomes non-infringing.
- CONTRACT SERVICES AGREEMENT —
- The County and Contractor may execute a Contract Services Agreement, which is attached for review, resulting from the award of this solicitation. Exceptions, if any, to the County’s standard Agreement must be noted in the proposal to be considered during consideration of award. Exceptions to the County’s standard Agreement may result in rejection of the proposal.
- Do not fill in or sign the sample Agreement attached. The County will prepare an Agreement specific to this solicitation for execution by the successful Contractor.
- REDACTED VERSION —
Contractors are encouraged to submit a redacted version of their bid submittal, redacted in accordance with Public Information/Proprietary/Confidential Information. The redacted version shall be kept in County records and utilized for future reference only if requested via the MPIA. In the event no redacted version is submitted with the Contractor’s submitted proposal, the original submitted proposal will be released in response to any MPIA. The redacted version will not be utilized in the process of award. REDACTED VERSION WILL BE FILED AND ONLY RELEASED IN THE EVENT PROPOSER’S RESPONSES ARE REQUESTED THROUGH MARYLAND PUBLIC INFORMATION ACT REQUEST.
- PERSONALLY IDENTIFIABLE INFORMATION (PII) —
- The Contractor agrees that any PII obtained during the provision of service shall be used only to support the service and will not be utilized or released or sold for any other purpose. Use of PII other than the use specified herein is strictly prohibited. Any use not detailed herein requires a formal Amendment to any Agreement resulting from any award under this solicitation.
- The Contractor shall implement safeguards that appropriately protect the integrity of PII that it receives, creates, maintains, or transmits in any capacity.
- The Contractor shall limit any use of PII to entities with which it has a formal agreement. The Contractor is solely responsible to any breach of any entity with which the Contractor has allowed use of PII.
- Upon conclusion of any Agreement resulting from award of this solicitation and at no cost to the County, the Contractor shall return any PII necessary for continuance of provision of services or, if the PII is not deemed necessary at the sole discretion of the County, the Contractor shall be responsible for its destruction. In the event of destruction, the Contractor shall provide Certificate of Destruction.
- The Contractor shall immediately notify the County of any use or leak of PII in violation of any Agreement resulting from the award of this solicitation, regardless of cause or severity. Notification shall take place as soon as possible after discovery, but not less than two (2) business days of the date of discovery. Notification shall include a list or subsection of all PII that had been compromised.
- The Contractor is solely responsible for mitigation of any damage cause by the unauthorized use or leak of PII and mitigation shall be to the satisfaction of the County and at no cost to the County.
- BUSINESS ASSOCIATES AGREEMENT (BAA) —
Any award resulting from award of this solicitation shall be subject to a Business Associates Agreement (BAA) which will be executed after award of purchase Agreement.
- AWARD NOTIFICATION —
- Award notification will be by U.S. Mail, email, phone or any combination thereof. All Contractors that have submitted a proposal will be notified of which Contractor(s) will be awarded prior to final award.
- The awarded Contractor(s) will be required to return an Insurance Certificate naming Frederick County as an additional insured, the executed Agreement, and the Maryland Registration Certificate of Good Standing.
- Individuals wishing to contest results of a solicitation may view procedures on the P&C website at www.FrederickCountyMD.gov/procurement.
*As Contractors have had an opportunity to note Exceptions to the Agreement with its proposal submission, execution of the Agreement will require minimal time. PLEASE BE SURE TO READ THE SAMPLE AGREEMENT (within Section Vendor Questionnaire) PRIOR TO SUBMISSION OF THE PROPOSAL.
- SAMPLE - Agreement —
Please download the below documents, complete, and upload.
- PRICE PAGE NO. 1
- Complete Price Page No. 1 —
Please download the below documents, complete, and upload.
- Acknowledgement of Addenda
- Acknowledgement of Addenda —
Please download the below documents, complete, and upload.
- CONTRACTOR'S REFERENCE INFORMATION
- Reference Information (required) —
Please download the below documents, complete, and upload.
- AFFIDAVIT
- Affidavit Form (required) —
Please download the below documents, complete, and upload.
- CERTIFICATIONS OF COMPLIANCE
- Two Certifications of Compliance (required) —
Please download the below documents, complete, and upload.
- ISA ARBORIST CERTIFICATION AND MARYLAND ROADSIDE TREE CARE EXPERT LICENSE
- ISA Arborist Certification (required) —
Upload ISA Arborist Certification
- Maryland Roadside Tree Care Expert License (required) —
Upload MD Roadside Tree Care Expert License
- INSURANCE REQUIREMENTS
- Insurance Requirements —
Please download the below documents, complete, and upload.
- Will there be a Pre-Bid Conference? (required)
- Attendance for Pre-Bid Conference (required)
- Will there be a Site Visit for this project? (required)
- Attendance for Site Visit (required)
- Date of Site Visit (required)
- Time of Site Visit (required)
- Location of Site Visit (required)
- Is this project Grant Funded? (required)
- Is a Bid Deposit applicable to your project? (required)
- Bid Deposit Amount (required) —
If bid deposits do not apply to your project, insert "Bid Deposit Amount is not applicable."
- Is a Performance Bond applicable to your project? (required)
- Performance Bond Amount (required) —
If performance bonds do not apply to your project, insert "Performance Bond Amount is not applicable."
- Is a Payment Bond applicable to your project? (required)
- Payment Bond Amount (required) —
If payment bonds do not apply to your project, insert "Payment Bond Amount is not applicable."
- Agreement Term (required)
- Can you provide the Estimated Contract Value Group for the resulting contract? (required)
- Estimated Contract Value Group (required) —
Insert amounts, i.e.= $250,000.00 and $500,000.00
- Contract Start Date (required)
- Date work must be completed by: (required) —
Enter the date that the work must be completed by. If there is no completion date, please enter N/A.
- Description of items/services (required)
- How the County is going to award this project (required) —
- Select "to award" if there will only be one contractor awarded the contract.
- Select "make one or more awards" if there will be more than one contractor awarded the contract.
- Minimum Years of Experience (required) —
Enter number in words and number in (): Example Five (5).
- Number of Renewal Options (Spelled out) (required)
- Number of Years Prices are protected from increase (Spelled out) (required)
- Which is applicable to your project? (required)
- Is this project for Services or Commodities? (required)
- Do you require the contractor to supply samples? (required)
- Pricing (required) —
- Choose Option 1 when you have set line items, for example:
- This is a quote for goods or commodities.
- This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
- Seeking services for hourly rate schedules.
- Choose Option 2 when you need vendors to provide you with the line items.
- Length of Contract Period (required) —
Enter number only.