POTOMAC CENTER PRE-BID MEETING MINUTES
Project Name: PRE-BID CONFERENCE – Grounds Maintenance Services
Date of Meeting: Tuesday, March 29, 2011 Location: Infirmary Building Training Room
1:00 PM 1370 Marshall St. Hagerstown, MD
Purpose of Meeting
Overview of contact, provide potential bidders the opportunity to present any questions/concerns regarding contract and view
Representative Company/Agency Phone Email
Chris Seaborne U.S. Lawns 301-252-1296 firstname.lastname@example.org
Dale Jones Windy Willow Farm Services 301-928-0326 www.windywillowfarm.com
Alexander Ferrara Windy Willow Farm Services 443-848-3872 www.windywillowfarm.com
Susan Chapman Chapman’s Turf Pro 301-797-3711
Frances Penner – Procurement Potomac Center 240-313-3553 email@example.com
Cindy Sobus - Maintenance Potomac Center 240-313-3570 firstname.lastname@example.org
Bill Fridinger – Maintenance Potomac Center 240-313-3568
Douglas Sanchez Diversified Services Group 240-305-4562 email@example.com
Eric Shostal Allentuck Landscape Contractors 866-396-1016 firstname.lastname@example.org
Allan F. Simmons Appalachian Landscape & Mgmt. 301-748-2424
Meeting Notes, Decisions, Issues
Frances Penner, Procurement Officer, introduced Potomac Center staff in attendance, requested business cards, and
confirmed all had signed in. She then reviewed the bidding process and emphasized the following items:
Contract will start as soon as possible when awarded and end on or before November 18, 2011
Mowing/trimming must be completed within two consecutive days between the hours of 8:00 AM - 4:30 PM.
No weekends or holidays permitted. Wednesdays and Thursdays are preferred.
Potomac Center has the right to inspect your business that there is an adequate inventory of equipment to
complete the job and ensure equipment is safe.
Must be registered with eMaryland
Items required with submitted bid packet:
o Bid page
o List of equipment being utilized and personnel who will be working at the Center
o Workman’s Compensation Insurance Certification
o Maryland Business License
o Certificate of Insurance (copy)
o Three (3) business references – provide a contact with knowledge of a similar type job
o Any addendum(s) issued must be signed and included
DO NOT FAX OR EMAIL your bid; there are three acceptable means to deliver –
o U.S. Postal Service;
o Hand delivery by offeror (request receipt);
o Hand delivery by commercial carrier (request receipt)
This is a competitive sealed bid. Bid opening is public; anyone may attend. Bid opening will be held in the
Infirmary Building conference room.
Print “Grounds Maintenance Services” on the outside envelope to identify the contract/bid.
Bid packets are due and must be received on or before April 4, 2011, BEFORE 2:00 PM
The Maryland Department of Assessment and Taxation is utilized to verify business history, outstanding
taxes, credit information, etc. of low bidder. Award will be confirmed after passing tax requirements.
Do not ignore emails regarding this bid – it may inform bidders of an addition or correction.
Meeting Notes, Decisions, Issues
Frances informed attendees she was recently made aware of a policy which requires agencies within the State to offer
Maryland Works, Inc., (a statewide membership association that advocates for and develops employment and economic
opportunities for individuals with disabilities) the opportunity for employment before a contract offered to the general public.
An exemption is being requested and a waiver is expected to be issued by Maryland Works, Inc. next week regarding this
contract. However, if Maryland Works, Inc. has a qualified member willing to perform the work, award to that member could
supersede any contracts previously announced.
1. Would it be okay to let leaves piled in areas until the next day when a truck could be brought to site for removal?
This would be okay. No guarantees the piles of leaves would be undisturbed by residents.
2. Is there any other work needing done (i.e., mulching, tree trimming, weeding)?
This is done on an as needed basis or contracts for these services are already in place.
3. Can chemicals such as Roundup weed killer be used along fences to control growth?
Due to the hazardous effects of chemicals, and concern for individual/resident health, trimming with weed eaters is
preferred. Contractors applying chemicals would need to be licensed by the State for chemical/pesticide application.
4. Should the bid submission envelope be sent to the attention of someone in particular?
Bids may be sent to the attention of Frances Penner. Be sure to include “GROUNDS MAINTENANCE SERVICES” on
Since there were no further questions, Bill Fridinger offered to take anyone interested on a tour of the grounds to see areas
needing ground maintenance.
Minutes of this meeting will be available on eMarylandmarketplace.com The meeting adjourned at 1:30 PM.
Submitted By: Cindy Sobus