Office Relocation

PRE- BID CONFERENCE Minutes

September 14 , 2016

1. Good Morning.

2. This is the Pre-Bid Conference for Solicitation # MDM0931028662, Contract #

SHC – 1 7 - 0 090 8 regarding Small Business Reserve - Office Relocation .

3. The date is September 14, 2016.

4. The time is 2 : 0 0 p .m.

5. My name is Greg Gabell.

6. I am the Contracts Department Acting Director for Springfield Hospital Center.

7. I am here to assist you with any questions you may have. Please be sure that your name, telephone and fax numbers, address and e-mail address are listed on the sign in sheet or just staple a business card onto the sign in sheet. If there is a need to contact you as a result of this meeting, we will be able to do so easily.

8. If anyone has not signed the SIGN IN sheet, would you please do so.

9. These proceedings are being recorded and will be posted on eMaryland Market Place along with answers to any questions we are not able to answer in today’s proceedings.

10. The Due Date for this Solicitation is September 19 , 2016 by 2 : 00 P.M Local time .

11. Invitation for Bid Process (IFB)

The Department intends to make a Single Award as a result of this solicitation. The Contract that results from this IFB shall be a Fixed Cost Contract.

Bids for this solicitation are being accepted online through emarylandmarketplace or delivered to M & S Building, Springfield Hospital Center, 2nd Floor to Greg Gabell’s office, Room #233 no later than September 1 9 , 2016 at 2:00 P.M., Local Time. Bidders must be registered on eMaryland market place.

12. Be sure that you have completed and returned all required documents as requested in the IFB.

13. Please remember that after this Pre-Bid Conference, prospective vendors can have questions answered that may help them understand the IFB, etc. Just keep in mind that the answers to your questions, if they are significant in nature, will be shared with all who received a copy of the specs. Therefore, please allow sufficient time for this to occur.

14. If you have any questions about the solicitation, please direct them to:

Programmatic and Procurement questions:

Greg Gabell, Acting, Director, Contracts, Springfield Hospital Center

E:mail :

Convalescent Cottage IV Interior Painting

PRE-BID CONFERENCE MINUTES

September14 , 2016

PAGE 2

Only answers received from the Procurement Officer are the official position of the State. If you receive information relating to this solicitation from any source other than the Procurement Officer and you

want it officially confirmed, contact the Procurement Officer, Greg Gabell. The Procurement Officer may require that you submit the question in writing.

Any information which alters the specifications or the proposal submission instructions or which is likely to affect a vendor’s bid will be issued by the Procurement Officer as a written addendum to the solicitation to everyone who received a copy of the solicitation.

Again, please remember that you are bidding only on the written specifications contained in the solicitation and any written addenda issued by the Procurement Officer.

15. Does everyone have a copy of the solicitation with them? Vendors are responsible for obtaining all necessary solicitation documents from emarylandmarketplace.

16. This contract commences on or about September 21, 2016, and terminate on

October 30, 2016.

17. Please review the Scope of Work to be performed in section II – Specifications – Description of Work – Sections 2 A-H. The Contractor Construction Guidelines will be posted along with the addendum.

18. There is no MBE subcontracting goal established for the contract resulting from this solicitation.

19. The floor is now open for questions. Please state your name and the name of your firm at the beginning of each question.

Question : Are dates for moves solid?

Answer: The first move, scheduled for 10/8 and 10/9 is flexible and can be conducted 10/15 and 10/16. The 10/22 and 10/23 dates are not flexible Springfield is required to vacate the Muncie building space by 10/23/16.

Question : How many HIPPA compliant boxes are required?

Answer: Thirty five (35) HIPPA compliant boxes and wire security tags will be required for the 10/8 & 10/9 move.

Sixty five (65) HIPPA compliant boxes and wire security tags will be required for the 10/29 & 10/30 move.

Question: How will items be noted for placement?

Contractor will provide color coded labels for each item for each phase of the move.

Question : How many boxes is the contractor to provide as part of the base bid?

Answer: 650 boxes are required to be provided by the contractor and are to be included in the bid.

Question: How many CPR torsos and manikins are in the 10/22 and 10/23 move.

Answer: Special containers are required to move the following:

Two (2) full size mannequins

Twenty four (24) torso CPR mannequins

Eighteen (18) Infant CPR mannequins

Question: Does the required bubble wrap for the monitors need to be anti static?

Answer: No. Bubble wrap is not required to be anti static.

A corrected count of the number of computers to be moved was handed out and will be posted n E Mary land Market place in the attach ments tab.