Eagles Landing Plant Mitigation

MAYOR & CITY COUNCIL OCEAN CITY
PROCUREMENT DEPARTMENT
BID DOCUMENT FOR
B14-26 - EAGLES LANDING PLANT MITIGATION
BID TIMELINE OF EVENTS
PRE-BID MEETING:
TUESDAY, MAY 19TH, 2026 AT 8:00AM EST AT EAGLES LANDING
GOLF COURSE, PRO SHOP LOBBY, 12367 EAGLES NEST ROAD,
BERLIN, MARYLAND 21811
LAST DAY FOR QUESTIONS:
FRIDAY, MAY 29TH, 2026 AT 4:00PM EST
ADDENDUM POSTING:
TUESDAY, JUNE 2ND, 2026 BY CLOSE OF BUSINESS
BID SUBMISSION TIME AND DATE:
MONDAY, JUNE 29TH, 2026 BY 10:00AM EST
BID OPENING TIME AND DATE:
MAYOR AND CITY COUNCIL WORK SESSION - TUESDAY, JUNE
30TH, 2026 AT 1:00PM EST
BID SUBMISSION AND OPENING LOCATION:
301 NORTH BALTIMORE AVENUE, ROOM 230
ATTENTION: CITY CLERK, OCEAN CITY, MARYLAND 21842

SECTION I: INTRODUCTION ............................................................................................................................................ 4
1. PURPOSE ........................................................................................................................................................................................................ 4
2. CLARIFICATION OF TERMS .............................................................................................................................................................................. 4
3. QUESTIONS AND INQUIRIES ........................................................................................................................................................................... 4
4. FILLING OUT BID DOCUMENTS ....................................................................................................................................................................... 4
5. SUBMISSION OF BID DOCUMENTS ................................................................................................................................................................. 4
6. OPENING OF BID DOCUMENTS ...................................................................................................................................................................... 5
7. ACCEPTANCE OR REJECTION OF BID DOCUMENTS......................................................................................................................................... 5
8. NOTICE TO VENDORS ..................................................................................................................................................................................... 6
9. PRE-BID MEETING .......................................................................................................................................................................................... 6
10. BID BOND ....................................................................................................................................................................................................... 6
11. TIME FOR COMPLETION AND LIQUIDATION DAMAGES ................................................................................................................................. 7
SECTION II: GENERAL INFORMATION ............................................................................................................................ 8
1. ECONOMY OF BID DOCUMENTS .................................................................................................................................................................... 8
2. RESPONSIBILITIES OF THE VENDOR ................................................................................................................................................................ 8
3. PROPRIETARY INFORMATION OR TRADE SECRETS ......................................................................................................................................... 8
4. OWNERSHIP OF MATERIALS ........................................................................................................................................................................... 8
5. CONTRACT AWARD ........................................................................................................................................................................................ 8
6. NOTICE TO PROCEED ...................................................................................................................................................................................... 9
7. AUDIT ............................................................................................................................................................................................................. 9
8. NONPERFORMANCE ....................................................................................................................................................................................... 9
9. MODIFICATION OR WITHDRAWAL OF BID DOCUMENTS ............................................................................................................................... 9
10. DEFAULT ......................................................................................................................................................................................................... 9
11. COLLUSION/FINANCIAL BENEFIT .................................................................................................................................................................... 9
12. TAX EXEMPTION ............................................................................................................................................................................................. 9
13. EQUAL EMPLOYMENT OPPORTUNITY AND NON-DISCRIMINATION ............................................................................................................... 9
14. STATUS OF VENDOR ..................................................................................................................................................................................... 10
15. APPLICABLE LAWS ........................................................................................................................................................................................ 10
16. SUSPENSION OR TERMINATION FOR CONVENIENCE ................................................................................................................................... 10
17. ADDENDUM ................................................................................................................................................................................................. 10
18. AVAILABILITY OF FUNDING .......................................................................................................................................................................... 11
19. FORCE MAJEURE .......................................................................................................................................................................................... 11
20. DEBRIEFING PROCESS ................................................................................................................................................................................... 11
21. PROTESTS ..................................................................................................................................................................................................... 11
22. FEDERAL TAX IDENTIFICATION NUMBER. ..................................................................................................................................................... 12
23. BID RESULTS ................................................................................................................................................................................................. 12
24. PAYMENT ..................................................................................................................................................................................................... 12
25. INVESTIGATION OF REFERENCES AND CONSIDERATION OF PAST PERFORMANCES .................................................................................... 12
26. BIDS ARE OFFERS .......................................................................................................................................................................................... 12
27. CONTINGENT BIDS ....................................................................................................................................................................................... 12
28. REPRESENTATIONS AND WARRANTIES ........................................................................................................................................................ 12
29. CONFLICT OF INTEREST ................................................................................................................................................................................ 12
30. NO THIRD-PARTY BENEFICIARIES ................................................................................................................................................................. 12
31. TIME IS OF THE ESSENCE .............................................................................................................................................................................. 13
32. ATTACHMENTS ............................................................................................................................................................................................. 13
33. MERGER ....................................................................................................................................................................................................... 13
34. INSURANCE REQUIREMENTS ........................................................................................................................................................................ 13
SECTION III: GENERAL CONDITIONS ............................................................................................................................ 14
1. DEFINITIONS-Wherever used in the BID DOCUMENTS, the following terms will have the meanings indicated which will be applicable to
both the singular and plural thereof. ................................................................................................................................................................. 14
2. MATERIALS, WORK AND FACILITIES ............................................................................................................................................................. 14
3. INSPECTION AND TESTING ........................................................................................................................................................................... 15
4. SURVEYS, PERMITS, REGULATIONS .............................................................................................................................................................. 15
5. PROTECTION OF WORK, PROPERTY AND PERSONS ...................................................................................................................................... 15
6. SUPERVISION BY SUCCESSFUL VENDOR ....................................................................................................................................................... 15
7. CHANGES IN THE WORK ............................................................................................................................................................................... 16
8. CHANGES IN CONTRACT PRICE ..................................................................................................................................................................... 16
9. TIME FOR COMPLETION ............................................................................................................................................................................... 16
10. TERMINATION FOR CONVENIENCE .............................................................................................................................................................. 16
11. SUSPENSION OF WORK, TERMINATION AND DELAY .................................................................................................................................... 16

12. INDEMNIFICATION ....................................................................................................................................................................................... 17
13. SEPARATE CONTRACTS ................................................................................................................................................................................. 17
14. SUBCONTRACTING ....................................................................................................................................................................................... 18
15. CITY ENGINEER'S AUTHORITY ....................................................................................................................................................................... 18
16. GUARANTY ................................................................................................................................................................................................... 18
17. SAFETY .......................................................................................................................................................................................................... 18
18. COMMUNICATION ....................................................................................................................................................................................... 18
19. SUCCESSFUL VENDOR'S SCHEDULES ............................................................................................................................................................ 19
20. HAZARDOUS MATERIALS .............................................................................................................................................................................. 19
SECTION IV: SUPPLEMENTAL GENERAL CONDITIONS ................................................................................................. 20
1. GENERAL ...................................................................................................................................................................................................... 20
2. DRAWINGS AND SPECIFICATIONS ................................................................................................................................................................ 20
3. SAFETY .......................................................................................................................................................................................................... 20
4. OTHER WORK BY THE TOWN........................................................................................................................................................................ 20
5. SURVEYS ....................................................................................................................................................................................................... 20
6. TEMPORARY SERVICES ................................................................................................................................................................................. 20
7. COMMUNICATION ....................................................................................................................................................................................... 20
8. UNDOCUMENTED WORKERS ....................................................................................................................................................................... 20
SECTION V: EVALUATION AND SELECTION PROCESS ................................................................................................... 21
1. EVALUATION ................................................................................................................................................................................................ 21
REFERENCES ................................................................................................................................................................. 22
ADDENDA ACKNOWLEDGEMENT ................................................................................................................................ 23
INDIVIDUAL PRINCIPAL ................................................................................................................................................ 24
VENDOR'S AFFIDAVIT OF QUALIFICATION TO BID ....................................................................................................... 25
NON-COLLUSIVE AFFIDAVIT ......................................................................................................................................... 26
NOTICE TO PROCEED ................................................................................................................................................... 27
BID BOND ..................................................................................................................................................................... 28
CONTRACT ................................................................................................................................................................... 28
BID FORM .................................................................................................................................................................... 31
SCOPE OF WORK .......................................................................................................................................................... 34

SECTION I: INTRODUCTION
1. PURPOSE
1.1. The purpose of this Invitation to BID is for the Mayor & City Council Ocean City ("Town") to Contract for
the B14-26 - EAGLES LANDING PLANT MITIGATION ("Work") and for said Work to be in
conformity with the requirements contained herein ("BID Document(s)").
2. CLARIFICATION OF TERMS
2.1. Professional firms, organizations, or individuals that submit a BID for Award of a Contract ("Contract") are
referred to as Vendors ("Vendors") in this BID Document. The Vendor that is Awarded the Contract is
herein referred to as the ("Successful Vendor").
3. QUESTIONS AND INQUIRIES
3.1. For information regarding BID Documents and Solicitation requirements, please contact Matt Perry at
mperry@oceancitymd.gov or call (410) 723-6647, or Dawn Leonard at dleonard@oceancitymd.gov or call
(410) 723-6643.
3.2. Copies of the BID Documents are available on the Town's website or by calling (410) 723-6647 during
normal business hours. (https://oceancitymd.gov/oc/procurement-BIDs/ )
4. FILLING OUT BID DOCUMENTS
4.1. Use only forms supplied by the Town.
4.2. Submit (1) unbound original, along with (1) bound copies and (1) Thumb Drive.
4.3. BID Documents should be complied as follows: (1) Cover Letter, (2) Form of BID, (3) References, (4)
Exceptions Document, (5) Individual Principal Document, (6) Vendor's Affidavit of Qualification to BID, (7)
Non-Collusive Affidavit, (8) Signed Addenda, if necessary, (9) BID Bond, (10) Payment and Performance
Bond.
4.4. All blanks on the BID Documents will need to be filled in electronically or manually in ink.
4.5. Where so indicated by the make-up of the BID Documents, sums will be expressed in both words and
figures, and in the case of a discrepancy between the two, the amount written in words will govern. In
the event there is a discrepancy between the unit price and the extended totals, the unit prices will
govern.
4.6. Any interlineation, alteration, or erasure will be initialed by the signer of the BID Documents.
4.7. Each copy of the BID Documents will be signed by the person(s) legally authorized to bind the Vendor to a
Contract, using the legal name of the signer. BID Documents submitted by an agent will have a current
Power of Attorney attached certifying the agent's authority to bind the Vendor.
4.8. Vendor will supply all information and submittals required by the BID Documents to constitute a proper
and responsible "Completed BID Document" package.
4.9. Any ambiguity in the BID Documents as a result of omission, error, lack of clarity or non-compliance by
the Vendor with specifications, instructions, and/or all conditions of bidding will be construed in the light
most favorable to the Town.
5. SUBMISSION OF BID DOCUMENTS
5.1. All copies of the BID Documents and any other documents required to be submitted with the BID
Documents will be enclosed in a sealed envelope. The envelope will be addressed to the Mayor & City
Council Ocean City, Attention: City Clerk, 301 North Baltimore Avenue, Ocean City, Maryland 21842 and
will be identified with the Work name: B14-26 - EAGLES LANDING PLANT MITIGATION and the
Vendor's name, address, and license number. If the BID Documents are sent by mail, the sealed envelope
will be enclosed in a separate mailing envelope with the notation "SEALED BID DOCUMENTS ENCLOSED"
on the face thereof.

5.2. Sealed BID Documents are due no later than MONDAY, JUNE 29TH, 2026 AT 10:00AM EST, and
will be opened, read aloud, and then remanded back to staff for further review at the MAYOR
AND CITY COUNCIL WORK SESSION ON TUESDAY, JUNE 30TH, 2026. BID's are to be submitted
to the Mayor & City Council Ocean City, Attention: City Clerk; Room 230, 301 North Baltimore
Avenue, Ocean City, Maryland 21842 and must note the name of the Solicitation (B14-26 -
EAGLES LANDING PLANT MITIGATION) on the outside of the package.
5.3. BID Documents will be deposited at the designated location prior to the time and date for receipt of BID
Documents as indicated in the Advertisement or Request for BID, or any extension made by Addendum.
BID Documents received after the time and date for receipt will be returned unopened.
5.4. Vendor will assume full responsibility for taking whatever measures necessary to ensure that the BID
Documents reach the Town's office prior to the local time and date specified for receipt of BID
Documents. The Town will NOT BE RESPONSIBLE for any BID Document delayed in the postal or other
delivery service nor any late BID Document, Amendment, or Request for Withdrawal of BID Document,
received after the BID Document submission date.
5.5. Vendors, or their authorized agents, are expected to fully inform themselves as to the conditions,
requirements, and specifications before submitting BID Documents; failure to do so will be at the
Vendor's own risk.
5.6. A fully executed Affidavit of Qualification to BID will be attached to each BID Document.
5.7. MINORITY VENDORS ARE ENCOURAGED TO PARTICIPATE.
5.8. All Vendor submitted BID Documents will be valid for a minimum of three hundred (300) days from the
date of BID Document opening. Vendors cannot withdraw their BID Documents within three hundred
(300) days after the BID Opening Date.
5.9. E-mail or faxed BID Documents will not be accepted.
6. OPENING OF BID DOCUMENTS
6.1. BID Documents received on time will be opened publicly and Vendor's names and total costs will be read
aloud for the record.
6.2. The Contract will be Awarded or all BID Documents will be rejected within three hundred (300) days from
the date of the BID Document opening.
7. ACCEPTANCE OR REJECTION OF BID DOCUMENTS
7.1. Unless otherwise specified, the Contract will be Awarded to the most RESPONSIBLE and RESPONSIVE
Vendor complying with the provisions of the BID Documents, provided the BID price is reasonable, does
not exceed the funds available, and it is in the best interest of the Town to accept it. The Town reserves
the right to reject the BID Documents of any Vendor who has previously failed to perform properly in any
way or complete on time Contracts of a similar nature; or a BID Document from a Vendor who,
investigation shows, is not in a position to perform the Contract; or BID Documents from any person,
firm, or corporation which is in arrears or in default to the Town for any debt or Contract. A selection
criterion will be explained in the Scope of Work.
7.2. Completed BID Documents from Vendors debarred from doing business with the State of Maryland or the
Federal Government will not be accepted.
7.3. Conditional or qualified BID's will not be accepted.
7.4. In determining a Vendor's RESPONSIBILITY, the Town may consider the following qualifications, in
addition to price:
7.4.1. Ability, capacity, and skill to provide the commodities or services required within the specified time,
including future maintenance and service, and including current financial statement or other
evidence of pecuniary resources and necessary facilities.
7.4.2. Character, integrity, reputation, experience, and efficiency.

7.4.3. A minimum of Five (5) years providing the Goods and/or Services described in this BID Document
under the Vendor name that is submitting a Completed BID Document, with references to validate
this requirement.
7.4.4. Quality of past performance on previous or existing Contracts, including a list of current and past
Contracts and other evidence of performance ability.
7.4.5. Previous and existing compliance with laws and ordinances relating to Contracts with the Town and
to the Vendor's employment practices.
7.4.6. Evidence of adequate insurance to comply with Contract terms and conditions.
7.4.7. Statement of current work load and capacity to perform/provide the Goods and/or Services.
7.4.8. Explanation of methods to be used in fulfilling the Contract.
7.4.9. The Vendor, if requested, will be prepared to supply evidence of its qualifications, listed above, and
its capacity to provide/perform the Goods and/or Services; such evidence to be supplied within a
specified time and to the satisfaction of the Town.
7.5. In determining a Vendor's RESPONSIVENESS, the Town will consider whether the BID Document conforms
in all material respects to the BID Documents. The Town reserves the right to waive any irregularities
that may be in its best interest to do so.
7.6. The Town will have the right to reject any and all BID Documents, where applicable to accept in whole or
in part, to add or delete quantities, to waive any informalities or irregularities in the BID Document
received, to reject a BID Document not accompanied by required BID security or other data required by
the BID Documents, and to accept or reject any BID Document which deviates from specifications when
in the best interest of the Town. Irrespective of any of the foregoing, the Town will have the right to
Award the Contract in its own best interests.
8. NOTICE TO VENDORS
8.1. Before a Vendor submits the BID Documents it will need to become fully informed as to the extent and
character of the Work required and are expected to completely familiarize themselves with the
requirements of this BID Document's specifications including examination of site, review of drawings,
and any Addenda. Failure to do so will not relieve the Vendor of the responsibility to fully perform in
accordance therewith. No consideration will be granted for any alleged misunderstanding of the material
to be furnished or the Work to be performed, it being understood that the submission of a BID
Document is an Agreement with all of the items and conditions referred to herein.
8.2. The Town will provide Vendors, prior to BID Document Opening Date, all information which is pertinent to
and delineates and describes the land owned and rights-of-way acquired or to be acquired.
8.3. The Successful Vendor will supply the names and addresses of major material suppliers and sub-
Contractors when requested to do so by the Town.
9. PRE-BID MEETING
9.1. A Pre-BID Meeting is applicable for this Invitation to BID, and will be held on TUESDAY, MAY
19TH, 2026, AT 8:00AM EST AT EAGLES LANDING GOLF COURSE, PRO SHOP LOBBY, 12367
EAGLES NEST ROAD, BERLIN, MARYLAND 21811. The Last Day for Questions will be on FRIDAY,
MAY 29TH, 2026 AT 4:00PM EST. The Addendum will be posted by close of business on
TUESDAY, JUNE 2ND, 2026 BY CLOSE OF BUSINESS.
10. BID BOND
10.1. BID Documents must be accompanied by a BID Bond payable to the Town for Five (5%) percent of the
total amount of the BID. After the analysis of the BID Documents, the Town will return BID Bonds to all
Vendors except the three (3) most responsive and responsible Vendors. After execution of the Contract,
and receipt, execution, and approval of the Successful Vendor's Payment and Performance Bond, the BID
Bonds of the two (2) remaining unsuccessful Vendors will be returned. A certified check may be used in
lieu of a BID Bond.

10.2. The Town, at its discretion, may consider a Vendor in default if the Vendor fails to execute the Contract,
in which the Town will retain said BID Bond.
10.3. The Successful Vendor will be required to provide the Town with a Performance Bond and Payment
Bond, each in the amount of 100 percent of the Contract Price, with a corporate surety approved by the
Town for the faithful performance of the Contract.
10.3.1. Attorneys-in-fact who sign BID Bonds or Performance Bonds and Payment Bonds must file with
each Bond a certified and effective dated copy of their power of attorney.
10.4. The Successful Vendor will within fourteen (14) days after the receipt of the Notice to Award furnish the
Town with a Performance Bond and Payment Bond in penal sums equal to the amount of the Contract
Price, conditioned upon the performance by the Successful Vendor of all undertakings, covenants, terms,
conditions, and agreements of the BID Documents, and upon the prompt payment by the Successful
Vendor to all persons supplying labor and materials in the prosecution of the Work provided by the BID
Document. Such Bonds will be executed by the Successful Vendor and corporate bonding company
licensed to transact such business in the State in which the Work is to be performed and named on the
current list of "Surety Companies Acceptable on Federal Bonds" as published in the Circular Number 570.
The expense of these Bonds will be borne by the Successful Vendor. If at any time a surety on any such
Bond is declared as bankrupt or loses its right to do business in the State of Maryland OR IS REMOVED
FROM THE LIST OF SURETY COMPANIES ACCEPTED ON FEDERAL Bonds, Successful Vendor will within ten
(10) days after notice from the Town TO DO SO, SUBSTITUTE AN ACCEPTABLE Bond(s) in such form and
sum and signed by such other surety or sureties as may be satisfactory to the Town.
11. TIME FOR COMPLETION AND LIQUIDATION DAMAGES
11.1. The date of beginning and the time for completion of the Work are essential conditions of the BID
Documents and the Work embraced will be commenced on a date specified in the Notice to Proceed.
11.2. The Successful Vendor will proceed with the Work at such rate of progress to insure full completion
within the Contract Time. It is expressly understood and agreed, by and between the Successful Vendor
and the Town, that the Contract Time for the completion of the Work described herein is a reasonable
time, taking into consideration the average climatic and economic conditions and other factors prevailing
in the locality of the Work.
11.3. If the Successful Vendor fails to complete the Work within the Contract Time, or extension of time
granted by the Town, then the Successful Vendor will pay to the Town $500.00 per calendar day that the
Successful Vendor is in default after the time stipulated in the BID Documents.
11.4. The Successful Vendor will not be charged with liquidated damages or any excess cost when the delay in
completion of the Work is due to the following, and the Successful Vendor has promptly given written
notice of such delay to the City's Engineer.
11.4.1. To any preference, priority, or allocation order issued by the City's Engineer.
11.4.2. To any unforeseeable causes beyond the control and without the fault or negligence of the
Successful Vendor, including but not restricted to, acts of God, or of the public enemy, acts of the
Town, acts of another Vendor in the performance of a Contract with the Town, fires, floods,
epidemics, quarantine restrictions, strikes, freight embargoes, and abnormal and unforeseeable
weather.
11.4.3. To any delays of sub-Contractors occasioned by any of the causes specified in the BID document.
END OF SECTION

SECTION II: GENERAL INFORMATION
1. ECONOMY OF BID DOCUMENTS
1.1. BID Documents will be prepared simply and economically, providing straightforward and concise
description of the Vendor's capabilities to satisfy the requirements of the BID Documents. Emphasis
should be on completeness and clarity of content. Elaborate brochures and other representations
beyond that sufficient to present a complete and effective BID Document are neither required nor
desired.
2. RESPONSIBILITIES OF THE VENDOR
2.1. The Vendor will be responsible for the professional quality and technical accuracy of their advice and
other Work furnished in the BID Documents. The Vendor will perform the Work with the degree of skill
that is normally exercised by recognized professionals as the Standard of Care with respect to Work of a
similar nature.
2.2. Neither the Town's review, approval, or acceptance of, nor payment for, any of the Work required under
the Awarded Contract will be construed to operate as a waiver of any rights under the Contract or any
cause of action arising out of the performance of the Contract, and the Vendor will be liable to the Town
in accordance with applicable law for all damages to the Town caused by the Vendor's negligent
performance of any of the Work furnished under the Contract.
2.3. The rights of the Town provided for under the Awarded Contract are in addition to any rights and
remedies provided by law.
3. PROPRIETARY INFORMATION OR TRADE SECRETS
3.1. The Vendor may invoke proprietary information or trade secret protection for submission of any
data/material by (1) identifying the data/material in a written description, (2) clearly marking the
data/material as proprietary, and (3) provide a written statement detailing the reasons why protection is
necessary. The Town reserves the right to ask for additional clarification prior to establishing protection.
4. OWNERSHIP OF MATERIALS
4.1. Ownership of all material and documentation originated and prepared pursuant to the BID Documents
will belong exclusively to the Town and is subject to public inspection in accordance with the Freedom of
Information Act. Trade secrets or proprietary information submitted by a Vendor in connection with a
procurement transaction will not be subject to disclosure under the Freedom of Information Act.
However, the Vendor must invoke the protections of this section and be in accordance with Section 3.1.
5. CONTRACT AWARD
5.1. A written Award by the Town to the Successful Vendor in the form of a Purchase Order or other Contract
document will result in a binding Contract. If the Successful Vendor fails or refuses to sign and deliver the
Contract and the required insurance documentation, the Town will have the right to Award to the next
responsible and responsive Vendor. The Successful Vendor will be required to execute the Contract
within fourteen (14) calendar days from the date on the Notice of Award letter. The Town will send the
Contract and any Bond Forms with the Notice of Award letter.
5.2. BID Documents and Contracts issued by the Town will bind the Vendor to applicable conditions and
requirements herein set forth, unless otherwise specified in the BID Documents, and are subject to all
federal, state, and municipal laws, rules, regulations, and limitations.
5.3. Town personal property Taxes ("Taxes") must be on a current basis; if any such Taxes are delinquent, they
must be paid before Award of Contract. Failure to pay will result in the Award of Contract to another
Vendor.
5.4. The Town reserves the right to engage in individual discussions and interviews with those Vendors
deemed fully qualified, responsible, suitable and professionally competent to provide the required Work
should the Work size warrant it. Vendors will be encouraged to elaborate on their qualifications,

performance data, and staff expertise. Proprietary information from competing Vendors will not be
disclosed to the public or to competitors.
6. NOTICE TO PROCEED
6.1. The Town will issue a Notice to Proceed within ten (10) calendar days from the execution of the Contract.
If for any reason the Notice to Proceed cannot be issued within ten (10) days, from the execution of the
Contact, the Town and the Vendor, upon mutual agreement, will extend the Contract Time.
6.2. If the Town does not issue the Notice to Proceed within the ten (10) day period or within the period
mutually agreed upon the Vendor may terminate the Contract without further liability on the part of
either party.
7. AUDIT
7.1. The Successful Vendor agrees to retain all books, records, and other documents relative to the Awarded
Contract for five (5) years after final payment, or until audited. The Town, its authorized agents, and/or
State auditors will have full access to and the right to examine any of said materials during said period.
8. NONPERFORMANCE
8.1. The Town reserves the right to inspect all operations and to withhold payment for any goods not
performed or not performed in accordance with the specifications in this BID Document. Errors,
omissions, or mistakes in performance will be corrected at no cost to the Town. Failure to do so will be
cause for withholding of payment for that Work. In addition, if deficiencies are not corrected in a timely
manner, the Town may characterize the Successful Vendor as uncooperative, which may jeopardize
future Work order Solicitations.
9. MODIFICATION OR WITHDRAWAL OF BID DOCUMENTS
9.1. A BID Document may not be modified, withdrawn, or cancelled by the Vendor during the stipulated time
period following the time and date designated for the receipt of BID Documents, and each Vendor so
agrees in submitting BID Documents.
10. DEFAULT
10.1. The Contract may be cancelled or annulled by the Town in whole or in part by written notice of default to
the Successful Vendor upon non-performance, violation of Contract terms, delivery failure, bankruptcy or
insolvency, any violation of federal, state, or local laws, or the making of an assignment for the benefit of
creditors. An Award may then be made to the next most highly rated Vendor, or when time is of the
essence, similar commodities and/or service may be purchased on the open market. In either event, the
defaulting Vendor (or its surety) will be liable to the Town for cost to the Town in excess of the defaulted
Contract price.
11. COLLUSION/FINANCIAL BENEFIT
11.1. The Vendor certifies that its Completed BID Document is made without any previous understanding,
agreement, or connection with any person, firm, or corporation making a BID Document for the same
Work; without prior knowledge of competitive prices; and is in all respects fair, without outside control,
collusion, fraud, or otherwise illegal action.
11.2. Upon signing the BID Document, Vendor certifies that no member of the governing body of the Town, or
members of his/her immediate family, including spouse, parents or children, or any other officer or
employee of the Town, or any member or employee of a Commission, Board, or Corporation controlled
or appointed by the Mayor or Council has received or has been promised, directly or indirectly, any
financial benefit, related to this BID Document and subsequent Contract.
12. TAX EXEMPTION
12.1. The Town is exempt from Federal Excise Taxes, Maryland Sales and Use Taxes, and Transportation Taxes.
This exemption cannot be used by Vendors doing business with the Town. Vendors are responsible for
State Sales Tax of real property furnished and installed or constructed for the Town.
13. EQUAL EMPLOYMENT OPPORTUNITY AND NON-DISCRIMINATION

13.1. All Vendors are subject to, and must comply with, the provisions of all applicable state and federal anti-
discrimination laws. The Town encourages equal employment opportunity to businesses owned and
controlled by minorities and women.
13.2. The Successful Vendor will not discriminate against any employee or applicant for employment or any
member of the public because of race, color, creed, religion, national origin, sex, sexual preference,
disability, marital status, age; or otherwise commit an unfair employment practice. Vendor further
agrees that this nondiscriminatory agreement will be incorporated by the Vendor in all Contracts entered
into with suppliers of commodities and services, Contractors and Sub-Contractors, and all labor
organizations furnishing skilled, unskilled, and craft union skilled labor, or who may perform any such
labor or services in connection with the Contract.
14. STATUS OF VENDOR
14.1. The Vendor will be responsible to the Town for acts and omissions of their employees, Sub-Contractors,
and their agents and employees, and other persons performing portions of the Work under the Contract
or other arrangement with the Vendor.
14.2. It is understood that the relationship of Vendor to the Town will be that of an "Independent Contractor."
Nothing contained herein will be deemed or construed to (1) make the Vendor the agent, servant, or
employee of the Town, or (2) create any partnership, joint venture, or other association between the
Town and the Vendor.
15. APPLICABLE LAWS
15.1. Vendor will observe and comply with all applicable federal, state, and local laws and regulations in the
performance of the Contract. The Contract will be construed and interpreted in accordance with the laws
of the State of Maryland and all questions of performance hereunder will be determined in accordance
with such laws.
16. SUSPENSION OR TERMINATION FOR CONVENIENCE
16.1. The Town will have the right, at any time by written notice, for its convenience, to suspend the Work
under the Contract for such time as may be determined by the Town to be necessary or desirable up to
ninety (90) days, unless a longer time is agreed upon in writing by both parties; and thereafter, to require
resumption of the whole or any part of the Work without invalidating the provisions of the Contract.
16.2. The Town will have the right, at any time by written notice, for its convenience, to terminate the Work in
whole or in part.
16.3. Any notice issued pursuant to Sections 17.1 and/or 17.2 will state the extent and effective date of such
notice, except as otherwise directed, the Vendor will stop Work on the date of receipt of the Notice of
Termination or other date specified in the notice; place no further orders or sub-Contracts for materials,
services, or facilities, except as necessary for the completion of such portion of the Work not terminated.
16.4. The Vendor, within thirty (30) days of the Notice of Termination, will submit a final invoice reflecting
Work actually furnished pursuant to the Contract to the satisfaction of the Town and for which no
previous invoice was submitted to the Town.
16.5. In the event of a termination, pursuant to Section 17.2, the Town will pay the Vendor's expenses verified
by final invoice as set forth in Section 17.4 for the following:
16.5.1. Completed and acceptable Work executed in accordance with the Contract prior to the effective
date of termination, including fair and reasonable sums for overhead and profit for such Work;
16.5.2. Expenses sustained prior to the effective date of termination in performing Work and furnishing
labor, materials, or equipment as required by the Contract in connection with uncompleted Work,
plus fair and reasonable sums for overhead and profit.
16.6. The Vendor will not be paid on account of loss of anticipated profits or revenues or for Work not
completed prior to the date of termination of the Contract.
17. ADDENDUM
17.1. No oral statements of any person will modify or otherwise affect or interpret the meaning of the
Contract specifications, or the terms, conditions, or other portions of the Contract. All modifications and