ITB 26-001 – Snow removal

Washington County Health Department
1302 Pennsylvania Avenue, Hagerstown, MD 21742
washcohealth.org
facebook.com/WashHealth
ITB-26-001
INVITATION TO BID
WASHINGTON COUNTY HEALTH DEPARTMENT
OF WASHINGTON COUNTY, MARYLAND
DATE ISSUED: August 28, 2026
SNOW REMOVAL SERVICES
Tuesday, September 15, 2026, at 10:00 A.M.
Washington County Health Department
PRE-BID CONFERENCE DATE, TIME
Third Floor, Conference Room 313
AND LOCATION:
1302 Pennsylvania Avenue
Hagerstown, MD 21742
SITE TOUR Tuesday, September 15, 2026, at 9:30 A.M.
Must be submitted to
BID QUESTIONS DUE wchd.procurement@maryland.gov no later than 4:00
P.M., Friday, September 18, 2026
Washington County Health Department
HARD COPY QUOTATIONS TO BE Attn: Purchasing Office, Room 306
ADDRESSED TO 1302 Pennsylvania Avenue
Hagerstown, MD 21742
ELECTRONIC QUOTATIONS SHALL
wchd.procurement@maryland.gov
BE SUBMITTED TO
No later than 10:00 A.M., Monday, September 28,
BIDS DUE
2026
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ITB-26-001
Snow Removal Services
TABLE OF CONTENTS
PAGE
I. Invitation to Bid ...................................................................................................................... 1-2
II. General Conditions and Instructions to Bidders .................................................................. 3 - 15
III. Supplemental Terms and Conditions ................................................................................ 16 - 18
IV. Scope of Work / Specifications ................................................................................................. 19
V. Washington County's Insurance Requirements for Independent Contractors Policy ........20-21
VI. Signature to Bids ................................................................................................................. 22-23
VII. Government Wide Debarment and Suspension ........................................................................ 24
VIII. Form of Proposal .......................................................................................25-29
IX. Affidavits ............................................................................................. 30-40
X. Authorizations for Access to Records .................................................................. 41
XI. Attachment W-9 Form.....................................................................................42
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Washington County Health Department
1302 Pennsylvania Avenue, Hagerstown, MD 21742
washcohealth.org
facebook.com/WashHealth
Washington County Health Department
ITB-26-001
Invitation To Bid
Snow Removal Services
To all perspective bidders:
The Washington County Health Department (hereinafter "WCHD") will accept sealed bids for
snow and ice removal services for the parking lots, entryways and sidewalks at 1302 Pennsylvania
Avenue, Hagerstown, Maryland 21742. Bid documents are available immediately from the WCHD
website: https://washcohealth.org/.
A site tour will be held beginning at 9:30 A.M. prior to the Pre-Bid conference on Tuesday,
September 15, 2026. The Pre-Bid will be held immediately after the site tour. No other accommodation
shall be provided.
NOTE: All interested bidders must stop at the Front Desk for the Site Tour.
A Pre-Bid Conference will be held on Tuesday, September 15, 2026, at 10:00 A.M. at 1302
Pennsylvania Avenue, 3rd Floor Conference Room, Room 313. Attendance is not mandatory for those
bidders interested in bidding but recommended.
NOTE: All interested Bidders must stop at the Front Desk prior to going to the 3rd Floor
Conference Room for the Pre-Bid Conference.
All "Hard Copy" bids must be enclosed in a sealed opaque envelope marked "SEALED BID -
(ITB-26-001) SNOW REMOVAL SERVICES" and be received and time stamped by the Washington
County Health Department, Purchasing Office, 1302 Pennsylvania Avenue, Room 306, Hagerstown, MD
21742 no later than Monday, September 28, 2026, at 10:00 A.M. after which time they will be publicly
opened in the 3rd Floor Conference Room mentioned above. All interested parties are invited to be present.
"Electronic" bids shall only be accepted by email to the WCHD Purchasing Office mailbox,
wchd.procurement@maryland.gov no later than Monday, September 28, 2026, at 10:00 A.M. No other
Electronic Bids of any type or emailed to any other address other than the WCHD Purchasing Office will
be accepted.
Questions, Interpretations, Omissions must be submitted by email to the WCHD Purchasing
Office mailbox: wchd.procurement@maryland.gov by Friday September 18, 2026, at 4:00 P.M.
Invitation to Bid 1 | Pa g e

Washington County Health Department shall make positive efforts to utilize Disadvantaged
Business Enterprises for its supplies and services and shall allow these sources to maximum feasible
opportunity to compete for contracts. The WCHD does not discriminate based on race, color, national
origin, sex, religion, age and disability in employment or the provision of services. Individuals requiring
special accommodation are requested to contact Michelle Hutchinson at 240-313-3216; Steve Christman
at 301-331-7174 or TTY at 711 to make arrangements prior to the Site Tour, Pre-Bid, and/or Bid Opening.
Washington County Health Department reserves the right to accept or reject any or all bids and to
waive formalities, informalities, and technicalities therein. WCHD reserves the right to contact a Bidder
for clarifications and may, at its sole discretion, allow a Bidder to correct all formalities, informalities,
and technicalities in the best interest of WCHD.
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Invitation to Bid 2 | Pa g e

WASHINGTON COUNTY HEALTH DEPARTMENT
GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS
Supply and Service Contracts
INTRODUCTION
The general rules and conditions which follow, along with all other documents consisting of this
"Bid Document," apply to all purchases and become a definite part of each formal invitation to bid,
purchase order, contract, or other award issued by the WCHD's Purchasing Agent or (hereinafter
"Purchasing Agent"), unless otherwise specified. Bidders or their authorized representatives are expected
to fully inform themselves as to the conditions, requirements, and specifications before submitting bids;
failure to do so will be at the Bidder's own risk and they cannot secure relief on the plea of error. Bidders
are advised that all costs related to preparing and/or submitting a Bid or Proposal shall be borne by the
Bidder.
Satisfactory evidence of authority to bind the firm by the person signing the Bid when submitted
by partnerships or corporations may be requested by the WCHD prior to making any award. Anyone
signing a Bid as an agent shall include evidence of his/her authority to do so.
Subject to Maryland State (hereinafter "State") and Washington County, Maryland (hereinafter
"County") laws and all rules, regulations and limitations imposed by legislation of the Federal
Government, bids on all advertisements and invitations issued by the WCHD Purchasing Office shall bind
bidders to applicable conditions and requirements set forth herein unless otherwise specified in the
Invitation to Bid. Should there be a conflict in laws between states, State of Maryland law shall prevail.
Should there be a conflict between the general bid conditions and the supplemental bid conditions
(if any), the supplemental bid conditions shall prevail.
GENERAL CONDITIONS OF BIDDING
1. Bids Binding for Ninety (90) Days: Unless otherwise specified all formal bids submitted shall be
binding for ninety (90) calendar days following bid opening date, unless the bidder, upon request
of the Purchasing Agent, agrees to an extension.
2. Bids for All or Part: Unless otherwise specified by the WCHD or by the Bidder, WCHD reserves
the right to make award on all items, or on any of the items according to the best interests of
WCHD. Bidder may restrict his/her bid to consideration in the aggregate by so stating but should
name a unit price on each item bid upon; any bid in which the bidder names a total price for all the
articles without quoting a price on each and every separate item, may be rejected at the option of
WCHD.
3. Catalogs: Each Bidder shall submit where necessary or when requested by the Purchasing Agent,
catalogs, descriptive literature, and detailed drawings, fully detailing features, designs,
construction, finishes and the like necessary to fully describe the materials or work they propose
to furnish.
4. Collusive Bidding: The Bidder certifies that his/her bid is made without any previous
understanding, agreement or connection with any person, firm, or corporation making a bid for the
General Conditions & Instructions 3 | Pa g e

same project, without unlawful prior knowledge of competitive prices, and is in all respects fair,
without outside control, collusion, fraud, or otherwise illegal action.
5. Competency of Bidder: No proposal shall be accepted from or contract awarded to any person,
firm or corporation that is in arrears or is in default to the County, State or the WCHD upon any
debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to said County,
State or WCHD, or had failed to perform faithfully any previous contract with the County, State
or WCHD. The Bidder, if requested, must present within forty-eight (48) hours evidence
satisfactory to the Purchasing Agent of performance ability and possession of necessary facilities,
pecuniary resources and adequate insurance to comply with the terms of these specifications and
contract documents.
The successful Bidder shall actively cooperate in all matters pertaining to the proper compliance
of this contract and shall come to the office of the Purchasing Agent whenever requested in
connection with the performance of this contract.
The successful Bidder should inform the Purchasing Agent of any and all circumstances which
may impede the progress of the work or inhibit the performance of the contract including, but not
limited to bankruptcy, dissolution or liquidation, mergers, sale of business, assignments, etc.
The WCHD may examine Bidder's and any first-tier subcontractor's records to determine and
verify compliance with the contract. The Bidder and any first-tier subcontractor must grant
WCHD access to these records at all reasonable times during the contract term and for three (3)
years after final payment. If the contract is supported to any extent by Federal, State or County
funds, the appropriate Federal, State or County authorities may also examine these records. The
Bidder must include the preceding language of this paragraph in all first-time subcontracts.
6. Completeness: All information required by Invitation to Bid must be supplied to constitute a
proper bid. The WCHD shall not be responsible for the premature opening of Bids if they are not
properly addressed or identified.
7. Conditional Bids: Qualified bids are subject to rejection as a whole or in part.
8. Confidentiality: Firms shall give specific attention to the identification of those portions of their
proposals that they deem to be confidential, proprietary information or trade secrets and provide
any justification why such materials, upon request, should not be disclosed by the WCHD under
the Access to Public Records Act, State Government Article, Title 10, Sections 10-611 to 10-628,
Annotated Code of Maryland.
9. Errors in Bids: When an error is made in extending total prices, the written unit bid price shall
govern. In the absence of written prices, the unit bid price shall govern. Carelessness in quoting
prices, or in preparation of bid, otherwise, will not relieve the Bidder. Erasures or changes in bids
must be initialed.
10. General Guaranty: Bidder agrees to:
a. Save the WCHD, County, State, its agents and employees harmless from liability of any
nature or kind for the use of any copyrighted or uncopyrighted composition, secret process,
General Conditions & Instructions 4 | Pa g e

patented or unpatented, invention, article or appliance furnished or used in the performance
of the contract which the Bidder is not the patentee, assignee, licensee, or owner.
b. Protect the WCHD, County, State against latent defective material or workmanship and to
repair or replace any damage or marring occasioned in transit or delivery.
c. Furnish adequate protection against damage to all work and to repair damage of any kind,
to the building or equipment, to their own work or to the work of other contractors, for
which their worker is responsible due to the negligence in the course and scope of the
employment.
d. Pay for all permits, licenses and fees and give all notices and comply with all laws,
ordinances, rules and regulations of the County and State of Maryland.
11. Illegal Immigrants:
a. Bidder shall comply with the Immigration and Nationality Act (INA) which includes
provisions addressing employment eligibility, employment verification, and
nondiscrimination. Under the INA, the Bidder may hire only persons who may legally
work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized
to work in the U.S. The Bidder shall verify the identity and employment eligibility of
anyone employed or to be employed, including completion of the Employment
Eligibility Verification Form (I-9). The Bidder shall establish appropriate procedures
and controls to ensure that no services under this Contract will be performed by any
worker who is not legally eligible to perform such services or for employment.
b. Failure by the Bidder or his/her Sub-Contractors to comply with the provisions of
Section 11.a. herein will be grounds for termination of the Contract.
12. Insurance: Liability insurance on all major divisions of coverage for each Bidder and
subcontractor shall be required for the length of the contract. Bidder and subcontractor must
supply evidence of insurance upon request. Each Bidder agrees to assist in every manner possible
in the reporting and investigation of any accident, and upon request, agrees to cooperate with all
interested insurance carriers in the handling of any claims by securing and giving evidence and
obtaining the attendance of witnesses as required for any claim or suit. The Bidder shall be
prepared to show evidence of insurance as required under Washington County's Insurance
Requirements for Independent Contractors Policy No. P-4, included herein, prior to the execution
of any contract. The Bidder, if requested, shall provide the Certificate of Insurance (COI) to
the Purchasing Office within ten (10) calendar days after receiving a request for it. Failure
to provide an acceptable COI within the time frame stated above shall be caused to terminate
the contract(s). The certificate shall state that such insurance is in force and cannot be
cancelled or released except upon thirty (30) days prior written notice to WCHD. If any of
the stated coverages expire during the term of this contract, Bidder shall deliver renewal
certificates to WCHD at least ten (10) calendar days prior to the expiration.
13. Interpretations, Discrepancies, Omissions: Should any Bidder find discrepancies in, or
omissions from the documents or be in doubt of their meaning, he/she should at once request, in
writing, an interpretation from:
General Conditions & Instructions 5 | Pa g e

Michelle Hutchinson - Purchasing Agent
Washington County Health Department, Purchasing Office
Send questions via email to the WCHD Procurement Mailbox:
wchd.procurement@maryland.gov
All necessary interpretations will be issued to all Bidders in the form of addenda to the
specifications, and such addenda shall become part of the contract documents. Exceptions as taken
in no way obligates WCHD to change the specifications. Failure of any Bidder to receive any such
addendum or interpretation shall not relieve such Bidder from any obligation under his/her bid as
submitted. The WCHD shall assume no responsibility for oral instructions or suggestions. ORAL
ANSWERS WILL NOT BE BINDING ON THE WCHD. No requests received after 4:00 P.M.
on Friday, September 18th, 2026, the date included in the Supplemental Terms and
Conditions, will be considered.
14. Landfill Tipping Fees: Disposal of items shall be at an approved sanitary landfill and any fees
for same must be included in the Bidder's proposal.
15. Late Bids: Formal bids or amendments thereto received by the WCHD after the time specified
for bid opening will not be considered. Bids received after the time specified for bid opening will
be returned unopened.
16. Mailing of Bids: The WCHD assumes no responsibility for the timely deliverance of mailed bids.
Ample time should be allowed for the transmittal of bids by mail, and postmarks indicating the
date of mailing will not be considered as evidence of intent to submit bids at the proper time for
the opening.
17. Maryland Buy American Steel Act: In accordance with the Annotated Code of Maryland-
State Finance and Procurement Article, Sections 17-301 - 17-306, Washington County is defined
as a Public Body and as such shall require a Bidder or subcontractor to use or supply only American
Steel products in the performance of a contract as stated in the above referenced Sections.
18. Multiple Bids: No Bidder shall be allowed to offer more than one (1) price on each item even
though he/she may feel that there are two (2) or more types or styles that will meet specifications.
Bidders must determine for themselves which to offer. If said Bidder should submit more than
one (1) price on any item, all prices for that item may be rejected at the discretion of the Purchasing
Agent.
19. Officers Not to Benefit: No member of the elected governing body of the WCHD, County or
State, or members of his or her immediate family, including spouse, parents, or children, or any
person representing, or purporting to represent any member or members of the elected governing
body shall receive or be promised directly or indirectly, any financial benefit, by way of fee,
political contribution, or any other similar form of remuneration and/or on the account of awarding
and/or executing the contract and that upon request of the WCHD, as a prerequisite to payment
pursuant to the terms of this contract, there will be furnished to the requester, under oath, answers
to any interrogatories related to a possible conflict of interest as herein embodied. The Bidder, to
the best of his/her knowledge, whether he/she be an officer, director, partner or any of its
employees directly involved in obtaining contracts with the State, or any County or other
subdivision of the State, has not been convicted of bribery or conspiracy to bribe under the laws
of any State or Federal Government. Any contract made or entered into where it is discovered that
General Conditions & Instructions 6 | Pa g e

violation of the intent of this provision exists shall be declared null and void and all monies
received by the Bidder shall be returned to the WCHD.
20. Payment Terms: Bid prices are to be net thirty (30) calendar days; all discounts are to be deducted
and reflected in net prices. Term discounts of less than twenty (20) calendar days will not be
considered in connection with any prompt payment discount offered, time will be computed from
date of receipt of correct invoice or receipt and acceptance of shipment, whichever is later.
21. Proposal Forms: Bids shall be accepted in "Hard Copy" form or "Electronic" submittal via the
Purchasing Office mailbox. Bids shall be submitted only on the forms provided by the WCHD.
"Hard copy" - The Bidder shall submit one (1) original bid on the forms provided with original
signature, sealed to the WCHD for that purpose. All bids delivered to the WCHD must be enclosed
in a sealed, opaque envelope marked with the title of the bid and received in the WCHD Purchasing
Office promptly on or before, time, date, and place stipulated on the Invitation to Bid. NO bids
received after such stipulated time and date will be considered by the WCHD.
"Electronic" bids shall only be accepted by email to the WCHD Purchasing Office mailbox:
wchd.procurement@maryland.gov on or before, time, date stipulated on the Invitation to Bid.
Electronic bids of any type or emailed to any other address other than the WCHD Purchasing
Office mailbox WILL NOT be accepted.
22. Registration with Maryland Department of Assessments and Taxation: Prior to contracting,
private corporations must either be incorporated in the State of Maryland or registered with the
Maryland Department of Assessments and Taxation as a foreign corporation and must be in good
standing. Proof of such standing is required prior to the start of the contracting process and shall
remain in good standing during the contract period.
23. eMaryland Marketplace Advantage (eMMA): eMMA is the electronic commerce system for
the State of Maryland. The ITB, Pre-Bid Conference (Conference) summary and attendance
sheet, Bidders' questions and the Purchasing Agent's responses, addenda, and other solicitation-
related information will be made available via eMMA.
To receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to:
emma.maryland.gov, click on "New Vendor? Register Now" to begin the process and then
follow the prompts.
24. Reservations: The WCHD or its authorized agent reserves the right to reject any or all bids and
to waive any informality or deficiency in bids received whenever such rejection or waiver is in the
best interest of the WCHD. The WCHD also reserves the right to reject the bid of a Bidder who
has previously failed to perform properly or complete on time contracts of a similar nature, or the
Bid of a Bidder who investigation shows is not in a position to perform the contract. The WCHD
reserves the right to waive minor differences in specifications provided these differences do not
violate the specifications' intent nor affect the operation for which the items are purchased, nor
increase estimated maintenance and repair cost to the WCHD. The WCHD reserves the right to
award contracts or place orders on a lump sum or individual item basis, or such combination as
shall, in its judgment, be in the best interest of the WCHD.
General Conditions & Instructions 7 | Pa g e

25. Response to Invitation: In the event you cannot submit a bid on our requirements, as set forth in
the "Invitation to Bid", please return the Bid with an explanation as to why you are unable to bid
on these requirements.
26. Substitutions: All equipment is to be supplied in exact accordance with the specifications. Any
Bidder who contemplates offering a product that differs from that specified must obtain WCHD's
written approval prior to bid opening. Substitution requests must be received in the Purchasing
Office no later than the date/time specified in the Supplemental Terms and Conditions. Requests
received after the specified date/time will not be considered. All such decisions will be considered
final and not subject to further recourse.
27. Taxes-Responsibility for Payment, Exemptions, Forms to be Filed, etc.:
a. The WCHD is exempt from State of Maryland Sales Tax. WCHD's Maryland Sales Tax
Exemption Number is 30001292. However, the Bidder is responsible for making any
necessary inquiries and investigations with regulating state agencies to obtain a
determination of tax exemptions in his/her bid.
b. The Bidder is responsible for and by submitting a Bid agrees to pay all retail sales, income,
real estate, sales and use, transportation, and special taxes applicable to and assessable
against any materials, equipment, processes, and operations incident to or involved in the
Project. The Bidder is responsible for ascertaining and acquainting him/herself with such
taxes and making all necessary arrangements to pay same.
c. The Successful Bidder shall complete a W-9 Vendor Information form (provided by the
WCHD) and return it to the Purchasing Agent.
d. The WCHD hereby reserves the right to withhold payment under this Contract until the
Bidder and any subcontractor performing any duties under this Contract have furnished or
caused to be furnished the Comptroller of the State of Maryland with all properly
completed forms required by the said Comptroller and until all of said retail sales and/or
use taxes due the State of Maryland by the Bidder have been paid and the Bidder exhibits
a release or receipt from the Comptroller evidencing such payment.
e. The Bidder is hereby advised of Section 1-106(b)(3) of the Code of Public Local Laws of
Washington County, MD: "If a bidder has not paid all taxes owed to the County or a
municipal corporation in the County, the County Commissioners may reject the bidder's
bid."
28. Withdrawal of Bids: A written request for the withdrawal of a bid or any part thereof may be
granted if the request is received by the WCHD prior to the specified time of opening.
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