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Roadway Sign Blanks and Posts

  • Department:Purchasing
  • Category:Bids
  • Solicitation Number:BID 16-01
  • Pre-Opening Date/Time:05/20/2016 11:19 AM
  • Opening Date/Time:05/20/2016 11:27 AM
  • Project AssigneeDave Pyle


Cecil County, Maryland

Purchasing Office

Bid #16-01



Roadway Sign Blanks and Posts










Cecil County, Maryland


Bid No. 16-01


Purchasing Office

200 Chesapeake Blvd., Suite 1400

Elkton, MD  21921


Invitation to Bid


Sealed proposals for the purchase and delivery of “Roadway Sign Blanks and Posts as described in specifications for Cecil County, Maryland, Department of Public Works, Roads Division will be received from qualified bidders until 1:00 p.m. on May 20, 2015 in the Purchasing Office, 200 Chesapeake Blvd, Suite 1400, Elkton, MD  21921.   The bid includes the purchase and delivery of roadway sign blanks and associated hardware delivered to Cecil County, Maryland. Additional specifications and/or instructions to bidders may also be obtained by emailing Elizabeth Hart, or calling the Purchasing Office, at 410-996-5396.  Cecil County, Maryland reserves the right to reject any or all bids and to waive technicalities.  All bids are based upon budgetary constraints.


Electronically submitted bid proposals will not be accepted.  Bid proposals are provided on the Cecil County, Maryland web-page ( as a PDF document for all vendors to download.  All vendors wishing to submit a proposal shall obtain an original set of documents from the Cecil County Web-page or Purchasing Office.  Changes or addendums to this proposal and or other documents will be posted to the proposal documents on the County web-page and sent directly to vendors who have obtained an original set of proposal documents.  The County is not responsible for information obtained from sources outside the Cecil County Purchasing Office, including downloads from the County web-site.  Vendors obtaining electronic copies of the proposal documents will be directly responsible for obtaining updates, changes or addendums either from the updated web-page or by contacting the Purchasing Office. 


All questions or discussions concerning this bid, bid documents, specifications, etc. shall only be coordinated through the Purchasing Office.  The County shall not be responsible for information obtained outside the County Purchasing Office concerning this or any other County bid, RFP, solicitation or quote. 


LOCAL CONTRACTORS PREFERENCE:  Chapter 92, Section 10 Cecil County, Maryland Code provides for Local Preference whereby Cecil County, Maryland reserves the right to show preference to local bidders in the purchase of supplies, equipment and services.


By:  David E. Pyle, CPPB

                                                                                Purchasing Agent

                                                                                Cecil County, Maryland



Cecil County, Maryland

Bid 16-01;


“Roadway Sign Blanks and Posts”

Instructions to Bidders


Bids should be mailed, or otherwise hand carried, in order to be received in the Purchasing Office, 200 Chesapeake Blvd, Suite 1400, Elkton 21921 prior to 1:00 p.m. on May 20, 2015.  Bids received after that time will be returned to the bidder unopened.


Bids should be submitted in a sealed envelope clearly marked in the lower left hand corner:  “Roadway Sign Blanks and Posts.


Before submitting proposals, bidders should acquaint themselves with all governing laws, ordinances, etc. and otherwise familiarize themselves with all matters, which may affect the bid.  The act of submitting a proposal shall be considered as meaning that the bidder has so familiarized themselves; therefore, there shall be no misunderstanding or lack of information.


In accordance with Cecil County’s Affirmative Action policy against discrimination, no person shall, on the grounds of race, color, creed, religion, sex, age, marital status, national origin, handicap or disability, be excluded from full employment rights in, participation in, be denied the benefits of or be otherwise subjected to discrimination.  During the performance of the work and services hereunder, the Contractor, for themselves, their assignees and successors in interest, agrees to comply with all federal, state and local non-discrimination regulations.


Chapter 92, section 10 of the Cecil County, Maryland Code entitled “Local Preference” reads as follows: The County reserves the right to show preference to local bidders in the purchase of supplies, equipment and services.  The amount shall not exceed six percent (6%) of the amount bid or quoted and/or $60,000, whichever is less.  A local bidder is defined as an individual or business that maintains a place of business or maintains an inventory of merchandise and/or equipment in Cecil County is licensed by Cecil County and/or the State of Maryland, if required, and is subject to Cecil County real and/or personal property taxes.  Any local bidder in default on payment of any county or state tax or license shall not be eligible to receive preference until all taxes or licenses due are paid.


One original, one copy and one electronic copy (disc with PDF file copy) of the bids shall be submitted in a sealed envelope.



BID 16-01;

“Roadway Sign Blanks and Posts”



  1. SCOPE


    Roadway Sign Blanks & Posts for all County, Maryland locations as listed in Attachment #1: 

    The contractor shall supply and deliver to Cecil County Roads Department, Sign Shop, on an as-required basis during the term of the contract, the signs, posts, sign materials and supplies as listed on the Bid Form. 


    Cecil County, Maryland reserves the right to determine acceptability of any product or service being bid and may require demonstrations prior to bid award.



    Each bidder shall furnish one copy of complete descriptive literature and specifications as published by the manufacturer for the specified equipment. 


    The proposed pipe shall have the manufacturer’s standard warranty unless otherwise stated within the specifications.  Seller shall be able to provide all services conditioned by the warranty of the manufacturer. Optional pricing for extended warranty shall be included.


Bid prices shall remain firm for one hundred twenty (120) days from the date of the bid.  Invoices will be paid for within thirty (30) days of receipt of the invoice and acceptance of the equipment. All contracts and/or quantities are contingent on budgetary constraints.


V.        TAXES

Cecil County, Maryland is exempt from all sales tax and federal excise taxes and such tax will not be allowed or included in the contract price.



Upon award of the contract, a purchase order will be issued.  The Contractor shall submit invoices in duplicate to Cecil County Public Works, Roads Division, 200 Chesapeake Blvd., Elkton MD, 21921.  Copies of delivery tickets must be left with the Roads Chief or designated representative when delivery is made.  The purchase order number must appear on the delivery ticket and the invoice.



The equipment shall be delivered to: Roads Division, 758 East Old Philadelphia Road, Elkton, MD  21921 fully serviced and in “ready to use condition.”  At the time of delivery, the contractor will supply any special tools required for daily maintenance and/or installation along with at least two (2) copies of any Parts Manual available by the manufacturer.  The vendor shall be responsible to off-load material at the direction of the Roads Division Chief or designated representative.


Appropriate Cecil County, Maryland personnel shall inspect the equipment and all attachments before acceptance.  The Vendor shall notify the Roads Division Chief (Dan Webber) at 410-996-6271 to schedule a coordinated delivery time.  Mr. Webber or the designated representative will be the accepting authority for Cecil County, Maryland.




Cecil County, Maryland reserves the right to terminate this contract by a ten (10) day written notice should the quality of the products become inferior or poor delivery service.




Cecil County, Maryland is estimating that the quantity figures listed in this bid will satisfy the County’s requirements for a one year period.  Additional quantities may be ordered during the term of the contract at unit prices set forth in the contract.




The award of the contract will be made to the lowest responsible and most responsive bidder who meets the requirements of the bid and is considered best able to serve the interest of Cecil County, Maryland.  The County reserves the right to reject any and/or all bids or to waive any technicalities it deems in the best interest of Cecil County, Maryland.  The County shall be able to select material submitted as comparable material based on the specifications provided and approved as County Approved Equivalent.





The Contractor is responsible for obtaining any required local permits and licenses to satisfy any requirements of this scope of work.





The Contractor, at all times, shall observe and comply with all federal, state, municipal and/or local laws, ordinances, rules and regulations in any manner affecting the work to be done and all such orders or decrees as may exist at present and those which may be enacted later, of bodies or tribunals having jurisdiction or authority over and shall indemnify and save harmless the Owner and all its officers, agents and employees against any claim or liability arising from or based on the violation of any such laws, ordinances, rules, regulations, order or decree, whether such violations by the Contractor or by any sub-Contractor or any of their agents and/or employees.




The Contractor shall procure all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work.




Prices quoted shall be net, including transportation and delivery charges fully prepaid by the seller, f.o.b. destination (Roads Division, 758 E. Old Philadelphia Rd, Elkton, MD  21921).  No additional charges will be allowed for packing, packages or partial delivery costs.  By submitting their quote, all vendors certify and warrant that the price offered for f.o.b. destination includes only the actual freight rate cost as at the lowest and best rate and based upon actual weight of the goods to be shipped.  Standard commercial packaging, packing and shipping containers will be used, except as otherwise specified herein.






(a)        The vendor shall take out and maintain during the life of the Contract the Statutory Worker’s Compensation and Employer’s Liability Insurance for all of his employees to be engaged in work on the project under the Contract.


(b)       In case any portion of the project is sublet, the vendor shall require all of the sub-contractors similarly to take out and maintain during the entire life of the Contract the Statutory Worker’s Compensation and Employer’s Liability Insurance for all of their employees to be engaged in work in the project under the Contract.


(c)        The vendor and/or the sub-contractor shall not begin work until the Contractor has first filed with the County satisfactory evidence that insurance of the above nature is in full force and effect (receipt of Certificate of Insurance naming Cecil County, Maryland as an additional insured).




The vendor shall take out and maintain during the life of the Contract Bodily Injury Liability and Property Damage Liability Insurance to protect him and any sub-contractor performing work covered by the Contract from claims for damages for personal injury, including accidental death, as well as claims for property damage, which may arise from operations under the Contract, whether such operations be by himself or by any sub-contractor or by anyone directly or indirectly employed by either of them and the amount of such insurance shall not be less than amounts shown in the following chart:


            - General Liability:                 $2,000,000   Annual Aggregate

                                                            $1,000,000   Each Occurrence

                                                            $1,000,000   Products and Completed


                                                            $1,000,000   Personal Injury and                                                                                                     Advertising

- Business Auto Liability:      $1,000,000   Combined Single Limit

- Worker’s Compensation:                          -- Statutory

- Excess                                  $1,000,000   Each Occurrence

- Professional Liability:          $1,000,000   (As Required)


Upon award of contract, the Contractor shall provide a copy of a Certificate(s) of Insurance, with the Cecil County, Maryland named as an Additional Insured to liability coverage on the certificate(s), for the duration of the contract.



Commercial General Liability Insurance, Automobile Liability Insurance and Workers Compensation insurance, as described above shall include an endorsement stating the following:

"Thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent to: Cecil County, Maryland, Attn: Purchasing Office, 200 Chesapeake Blvd., Suite 1400, Elkton, MD  21921."


Prior to starting performance of the contract and for each extension of the contract, a certificate of insurance shall be furnished to the County. Insurance companies providing insurance shall be acceptable to the County. The contractor shall obtain at its own cost and keep in force and in effect during the term of the contract. The proposer shall provide a Certificate of Insurance prior to award of this contract.




Cecil County, Maryland intends that the contractor awarded a contract, will perform the work commencing upon the date specified in the Notice to Proceed or notification of award and terminate upon expiration or completion of the project or product delivery, unless terminated by the County with the delivery of written notification of contract termination.  All contracts extending beyond the County’s fiscal year (June 30th annually) shall be subject to budget appropriation.  In the event the on-going contract does not acquire funding to continue, the awarded contractor shall be notified in writing at the earliest possible date and contract termination shall be coordinated.  


This is a service type contract under which Cecil County, Maryland is obligated during the term of the contract (Final execution of contract documents through June 30, 2016)   to purchase its normal requirements of road sign material as listed within these specifications with the option of extending the contract for two (2) years in one (1) year increments by mutual agreement without changes to existing conditions or specifications.  Any changes may result in the contract being re-bid.  Cecil County, Maryland reserves the right to accept or reject any option for contract renewal. 


Funding for this project in fiscal year 2016 (July 1, 2015 through June 30, 2016) and when applicable, in any subsequent fiscal year, is specifically subject to the appropriation of funding by the Cecil County Council.  If funding is not appropriated by the County Council, then the vendor will be compensated for materials delivered or service up to and including date of termination. 



Roadway Sign Blanks and Posts


Subject:  Bid 16-01: Roadway Sign Blanks and Posts


To:  Cecil County, Maryland


Pursuant to your request inviting bids to be received until 1:00 p.m. on May 20, 2015 in the Purchasing Agent’s office for Roadway Sign Blanks and Posts for Cecil County, Maryland, the undersigned hereby submits the following bid: 


TOTAL BID PRICE: (all material) $________________________________________


Delivery will be made within _______ days from receipt of order.


The undersigned swears (or affirms) under the penalty of perjury that the Bidders, its agents, servants, and/or employees, to the best of his/her knowledge and belief, have not in any way colluded with anyone for and on behalf of the Bidder, or themselves, to obtain information that would give the Bidder any unfair advantage over others, nor have to gain any favoritism in the award of any contract resulting from this bid.  By signing this bid form, I acknowledge that I have read the entire bid package.



                                                                        Bid Submitted by:


__________________________                    ____________________________________

Witness                                                           Name of Firm or Dealer



                                                                        Authorized Name & Signature



                                                                        Address (Street)


                                                                        ____________________________________                                                                        Address (City, State, Zip Code)




The above-circled bid items are accepted and hereby ratified and confirmed by Cecil County, Maryland for the purchase and delivery of the “Roadway Blank Signs and Posts” this _____day of __________, 2015.                                                            




                                                                        Tari Moore,

Cecil County Executive

Cecil County, Maryland





1.  All Roadway items must meet the following requirements:


            Sign Blanks: 


            - VIP or High Intensity (according to specific order placed)

            - Shall meet most recent MUTCD and ASTM standards

            - Minimum thickness of 0.080 inch




            - Shall meet AASHTO standards


             Cones and Drums


-Shall meet MUTCD standards




































Chapter 92, Section 10, Cecil County, Maryland Code entitled “Local Preference” reads as follows:


“The County reserves the right to show preference to local bidders in the purchase of supplies, equipment and services. The amount shall not exceed 6% of the amount bid or quoted, and/or $60,000, whichever is less.  A “Local Bidder” is defined as an individual or business that maintains a place of business or maintains an inventory of merchandise and/or equipment in Cecil County, is licensed by Cecil County and/or the State of Maryland, if required, and is subject to Cecil County real and/or personal property taxes.  Any local bidder in default on payment of any county or state tax or license shall not be eligible to receive preference until all taxes or licenses due are paid”.


Bidders are cautioned to note the specific and several requirements that may qualify a bidder for local preference consideration.  A bidder wishing to receive local preference consideration must be able to demonstrate qualification under all the noted requirements.


No bidder should assume, regardless of whether the bidder qualifies under the definition of “Local Bidder” that Cecil County, Maryland would grant preference on this contract to any bidder.  Cecil County, Maryland reserves the right to do so under Chapter 92, Section 10 of the Cecil County, Maryland Code but is not bound to do so under any circumstance, regardless of precedent.


Any bidder that wishes to be considered a “Local Bidder” in Cecil County, Maryland they shall submit with the bid any and all documentation that proves that the bidder, identified by name in the submitted bid, meets the definition of “Local Bidder”.  Neither Cecil County, Maryland nor the Procurement officer shall be bound by any information or documentation provided by the bidder after opening of the bids.  However, the County reserves all rights to investigate a bidder’s potential qualification as a “Local Bidder” and use any relevant information in its determination of a bidder’s qualification under the definition, regardless of when it is obtained. 





















All applicable questions must be answered and included with the bid.  The data given must be clear and comprehensive.  A copy of the Bidder’s State of Maryland Construction Firm License or required applicable license shall be attached to this form.  Information concerning this license can be obtained from Cecil County Clerk of the Court’s Office at (410) 996-5373.  You can also receive information necessary for corporations to do business in the State of Maryland from the State of Maryland Sales and Use Tax Division.  Ask for a Corporation Qualifying Package at (410) 225-1340.  All vendors shall ensure they are qualified to do business within the State of Maryland.  Businesses established outside the State of Maryland must be qualified as a Foreign Business to be eligible to provide service within the State of Maryland.  Questions concerning Foreign Businesses may be referred to (410)-767-1170.


  1. Name of Contract: Bid/Contract 16-01: Roadway Sign Blanks and Posts
  2. Name of Bidder:_______________________________________________
  3. Business Address:   ___________________________________________


  1. When Organized:_____________________________________________
  2. Where Incorporated:___________________________________________
  3. Foreign Business No.:  _________________________________________
  4. Has the Bidder paid any sales tax on the equipment to be used on the project? Yes_______________No__________________
  5. If so, at what rate was the sales tax paid? __________________________

_____________Percent to State of_______________________________

  1. How many years has the bidder been engaged in this business under your present firm name? ___________________________________________
  2. Have you ever refused to sign a contract at your original bid?


  1. Have you ever defaulted on a contract? Yes____________No________________

Remarks: ___________________________________________________

  1. Will you, upon request, furnish any other pertinent information that Cecil County, Maryland may require? Yes____________No__________________
  1. Do you assert that you qualify under definition of “Local Bidder” under Cecil County Code, Chapter 92, Section 10?  YES __  NO __  (If yes, attach appropriate documentation)
  2. . Does your business maintain a regular place of business in the State of Maryland (Resident) _______ or would your business be considered Non-Resident ______?

Dated this _________ day of _________________, 2015.

  1.  Has the bidder or firm ever been disbarred, suspended or otherwise prohibited from doing work with the federal government.  Yes ____        No ____

(If yes, explain _______________________________________________________)                                                    

With the submission of this certification, the bidder thereto certifies that the information supplied is, to the best of your knowledge, accurate and correct.



                                                                                                         (Name of Bidder)

                                                                                          By: _______________________

                                                                                          Title: ______________________





Cecil County, Maryland

200 Chesapeake Blvd

Elkton, MD  21921



Indemnity/Hold Harmless Agreement



To the fullest extent permitted by law, the undersigned Organization agrees to indemnify and hold Cecil County, Maryland, its elected and appointed officials, employees, volunteers and others working on behalf of Cecil County, Maryland, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time there from) which may be sustained or claimed by any person or persons or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of the Organization, or anyone acting on its behalf in connection with or incident to Bid 16-01: Roadway Sign Blanks and Posts except that the Organization shall not be responsible to Cecil County, Maryland on indemnity for damages caused by or resulting from Cecil County, Maryland’s sole negligence; and, the Organization shall, at it own cost and expense, defend any such claims and any suit, action or proceeding which may be recovered in any suit, action, or proceeding, and any and all expense including, but not limited to, costs, attorney's fees and settlement expenses, which may be incurred therein.



Name of Organization:  _______________________________________________


Authorized Signature:  ________________________________________________


Address of Organization:  _____________________________________________


Phone:  _______________________________  Date:  ______________________














Return this letter with Bid Package



The following is a checklist to assist the contractor in verifying all required information is provided at the Bid Opening.  It remains the contractor’s responsibility to ensure all information is complete and attached, including information which may not be listed on this checklist.  Any information missing at the time of the bid opening may result in rejection of the bid proposal.  No proposals will be accepted after the designated bid opening time.


1.  Completion of Certification of Bidder’s Qualifications (CBQ-1) and attached applicable copies of required license and proof of Maryland Qualification and/or Registration.


2.  Bid package labeled properly for identification.


3.  Indemnity/Hold Harmless Agreement must be signed and provided at bid opening.


4.  Information substantiating Local Preference (if applicable).


5.  Completion of Cost Sheet.


6.  Required copies to include the electronic copy (thumb drive or disc copy; PDF) of proposal and all associated documents.


BID #16-01 Supporting Documentation

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