Rev. 08/2024

Request for Proposals (RFP)

PROJECT ID No. 1-26-5-10-8

Public Outreach and Stakeholder Engagement in Support of MPA’s Dredged Material Management

Program

Issue Date: December 19, 2025 Due Date: January 27, 2026, at 2:00 PM

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

Please Note: In the event of emergency closing of Maryland Environmental Service (MES) offices, this RFP is due at the same time on the next regular working day.

MARYLAND ENVIRONMENTAL SERVICE

NOTICE TO VENDORS

In order to help us improve the quality of MES solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key Information Sheet below for contact information).

Title: Public Outreach and Stakeholder Engagement in Support of MPA’s Dredged Material

Management Program

Solicitation No: 1-26-5-10-8

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

o Other commitments preclude our participation at this time.

o The subject of the contract is not something we normally provide.

o We are inexperienced in the work/commodities required.

o The specifications are either unclear or too restrictive. (Please explain in remarks section.)

o The scope of work is beyond our current capacity.

o Doing business with government is simply too complicated o We cannot be competitive. (Please explain in remarks section) o Time for completion is insufficient.

o Bonding/insurance requirement are prohibitive. (Please explain in remarks section.)

o Bid/proposal requirements, other than specifications, are unreasonable or too risky. (Please explain in remarks section.)

o Prior experience with State of Maryland contracts was unprofitable or otherwise (Please explain in remarks section.)

o Difficulty with MES Website o Other: ___________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS:

Vendor Name: Date:

Contact Person: Phone

Address:

E-mail Address:

RFP KEY INFORMATION SUMMARY SHEET

Request for Proposals: Public Outreach and Stakeholder Engagement in Support of MPA’s Dredged Material Management Program RFP

Solicitation Number: RFP #1-26-5-10-8

RFP Issue Date: December 19, 2025

RFP Issuing Office: Maryland Environmental Service

Procurement Officer: Qieon Graham

259 Najoles Road Millersville, MD 21108 Phone: 410-729-8510 Fax: 410-729-8280 e-mail: procurement@menv .com

Contract Project Manager: Dallas Henson dhenson@menv.com

Do not contact the Project Manager during the procurement process.

Proposals are to be sent to: MES Procurement Portal

Pre-Proposal Conference: January 6, 2026, at 11:00 AM

Questions Due: January 13, 2:00 PM

Closing Date and Time: January 27, 2026 at 2:00 PM

MBE Goal: YES mailto:procurement@menv.com https://menv.bonfirehub.com/projects/50917/details

TABLE OF CONTENTS

REQUEST FOR PROPOSALS (RFP) ........................................................................................ I NOTICE TO VENDORS ............................................................................................................. II RFP KEY INFORMATION SUMMARY SHEET .................................................................. III TABLE OF CONTENTS ...................................................................................................... IV-VI

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.2 Contract Type

1.3 Contract Duration ............................................................................................................. 8-9

1.4 Procurement Officer

1.5 Contract Monitor

1.6 Pre-Proposal Conference

1.7 eMaryland Marketplace Advantage

1.8 Questions

1.9 Procurement Method

1.10 Proposals Due (Closing) Date and Time

1.11 Economy of Preparation

1.12 Public Information Act Notice

1.13 Award Basis

1.14 Oral Presentation

1.15 Duration of Proposal

1.16 Revisions to the RFP

1.17 Cancellations/Reservations

1.18 Incurred Expenses

1.19 Protest/Disputes

1.20 Offeror Responsibilities

1.21 Substitution of Personnel

1.22 Mandatory Contractual Terms

1.23 Bid/Proposal Affidavit

1.24 Contract Affidavit

1.25 Compliance with Laws/Arrearages

1.26 Verification of Registration and Tax Payment

1.27 Insurance Requirements

1.28 Minority Business Enterprise Goals ............................................................................. 14-17

1.29 Living Wage Requirements

1.30 Federal Funding Acknowledgement

1.31 Conflict of Interest Affidavit and Disclosure

1.32 Investment Activities in Iran

1.33 Notice of Political Contributions

1.34 Certification Regarding Discriminatory Boycotts of Israel

SECTION 2 SCOPE OF WORK

2.1 Background and Purpose

2.2 Scope of Work - Requirements ................................................................................. 18-21

2.3 Minimum Qualifications

2.4 Invoicing ................................................................................................................... 21-22

2.5 MBE Reports

SECTION 3 – PROPOSAL FORMAT

3.1 Two Part Submission

3.2 Proposals

3.3 Delivery

3.4 Volume I – Technical Proposal ................................................................................. 23-24

3.5 Volume II – Price Proposal........................................................................................ 24-27

SECTION 4 – EVALUATION COMMITTEE, CRITERIA, SELECTION AND AWARD

PROCEDURE

4.1 Evaluation Committee ............................................................................................... 28-29

4.2 Documents Required upon Notice of Recommendation for Contract Award

RFP ATTACHMENTS

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.1.1 The Maryland Environmental Service (Service or MES) is issuing this Request for Proposals (RFP) to support the planning, identification, development of strategy, implementation and maintenance of stakeholder engagement and community outreach programs; development of communications tools to enhance existing programs and further information-sharing activities; and provide community outreach services and assistance to MES in support of the Maryland Port Administration’s (MPA) Dredged Material Management Program (DMMP) which includes dredged material containment facilities (DMCF), ecosystem restoration projects, and other projects throughout the Baltimore Harbor (Harbor) and the Chesapeake Bay.

1.1.2 It is MES’s intention to obtain services, as specified in this RFP, from multiple Contracts on various projects between the Successful Offeror(s) and MES. The anticipated duration of services to be provided under this Contract is an initial term of two (2) years from the date of Notice to Proceed. The contract(s) will have an option to extend for three (3) additional 2-year terms at the sole discretion of MES.

1.1.3 MES intends to award up to four (4) Contracts between the Successful Offeror(s) and MES for stakeholder engagement and community outreach services as a result of this RFP.

1.1.4 Offerors, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Offeror(s) (the Contractor(s)) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

1.2 Contract Type

The Contract(s) that results from this RFP shall be contingent on the work approved by MES and authorized in writing by MES. The work under the Contract shall be approved by MES on a Task Order basis. No work shall be initiated by the Successful Offeror(s) without prior MES approval of a Task Scope of Work, Task Cost Proposal, Notice to Proceed (NTP), and on each subsequent subtask prior to initiating work on that subtask within a Scope of Work. Hourly rates of the personnel involved, including subcontractor(s) personnel, will be based on the established labor rates initially provided by the Successful Offeror(s) (Rate Schedule) and approved by MES. Unless otherwise stated, contracted services will be performed on a cost-reimbursable basis, not to exceed the available budget. The initially approved labor rates will apply for services as detailed in the Rate Schedule that MES will request from the top-ranked Offeror(s). Changed conditions or requirements and budget implications will be reported promptly to MES and before additional costs are incurred.

1.3 Contract Duration

1.3.1 The Contract(s) that result from this solicitation shall commence as of the date the Contract is signed by MES following approval of the Contract by the MES Board of Directors, if such approval is required (Contract Commencement).

1.3.2 As of the date contained in a Notice to Proceed (NTP), the Contractor shall begin performing all activities required by the Contract, including the requirements of the solicitation.

1.3.3 The duration of the Contract(s) will be for a period of (two) (2) years from the date of the NTP for the provision of all services required by the Contract, and the requirements of the RFP. The Contract(s) will have an option to extend for three (3) additional 2-year terms at the sole discretion of MES.

1.3.4 The Contractor’s obligations to pay invoices to subcontractors that provided services during the Contract term, as well as the audit, confidentiality, document retention, and indemnification obligations of the Contract (See

Attachment A) shall survive expiration or termination of the Contract and continue in effect until all such obligations are satisfied.

1.4 Procurement Officer

The sole point of contact in MES for purposes of this solicitation prior to the award of any Contract is the Procurement Officer/Coordinator at the address listed below:

Qieon Graham Procurement Administrator 259 Najoles Road Millersville, MD 21108 Phone Number: 410-729-8510 E-mail: procurement@menv.com

MES may change the Procurement Officer at any time.

1.5 Project Contract Monitor

The MES representative for this Contract who is primarily responsible for Contract administration functions, including issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the Contract, monitoring MBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The Project Contract Monitor may authorize in writing one or more MES representatives to act on behalf of the Project Contract Monitor in the performance of the Project Contract Monitor’s responsibilities.

The Project Contract Monitor is:

Dallas Henson; Senior Lead Environmental Specialist

MES may change the Project Contract Monitor at any time.

1.6 Pre-Proposal Conference

A Virtual Pre-Proposal Conference will be held on January 6, 2026 beginning at 11:00 AM Local Time, Click this link, to join the Conference. All prospective Offerors are encouraged to attend in order to facilitate better preparation of their Proposals.

If there is a need for sign language interpretation and/or other special accommodations due to a disability, please notify the Procurement Officer as soon as possible. MES will make a reasonable effort to provide any such special accommodation.

1.7 eMaryland Marketplace Advantage

Each Offeror is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Transmittal Letter (cover letter) submitted at the time of its Proposal submission to this RFP.

eMMA is an electronic commerce system administered by the State of Maryland. In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to https://emma.maryland.gov/, click on Register Now to begin the process, and then follow the prompts.

mailto:procurement@menv.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGViYjIyMTctNjc1NC00NmUyLWI5MzItOTAyZjRjZGZjNzU5%40thread.v2/0?context=%7b%22Tid%22%3a%224c44e1cf-7dae-454f-a18f-c18a6a12f9d7%22%2c%22Oid%22%3a%224b815e97-4f0f-4a79-af69-1a02bee4477e%22%7d https://emma.maryland.gov/

1.8 Questions

Questions to the Procurement Officer shall be accepted though MES Procurement Portal in a timely manner prior to the Proposal due date. Questions are requested to be submitted at least fourteen (14) days prior to the Proposal due date. MES, based on the availability of time to research and communicate an answer, and in its sole discretion, shall decide whether an answer can be given before the Proposal due date. Time permitting, answers to all substantive questions that have not previously been answered, and are not clearly specific only to the requestor, will be distributed to all vendors that are known to have received a copy of the RFP.

If it becomes necessary to revise this RFP before the due date for Proposals, MES shall endeavor to provide addenda to all prospective Offerors that were sent this RFP or which are otherwise known by the Procurement Officer to have obtained this RFP. In addition, MES will post amendments to the RFP via the MES Procurement Portal. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals.

1.9 Procurement Method

This Contract will be awarded in accordance with the Competitive Sealed Proposals method under COMAR 14.27.03.08

1.10 Proposals Due (Closing) Date and Time

Proposals, in the format set forth in Section 3 must be submitted through the MES Procurement Portal (Bonfire) https://menv.bonfirehub.com/. Proposals will not be accepted after the due date and time.

Proposals may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in this section for receipt of Proposals.

Proposals may not be submitted by e-mail or facsimile.

Vendors not responding to this solicitation are requested to submit the Notice to Vendors form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements, etc.).

This form is located in the RFP immediately following the Title Page (page ii).

1.11 Economy of Preparation

Proposals should be prepared simply and economically and provide a straightforward and concise description of the Offeror’s Proposal to meet the requirements of this RFP.

1.12 Public Information Act Notice

An Offeror should give specific attention to the clear identification of those portions of its Proposal that it considers confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by MES under the Public Information Act, Md. Code Ann., State Government Article, Title 10, Subtitle 6. This confidential and/or proprietary information should be identified by page and section number and placed after the Title Page and before the Table of Contents in the Technical Proposal and if applicable, separately in the Price Proposal.

Offerors are advised that, upon request for this information from a third party, the Procurement Officer is required to make an independent determination whether the information must be disclosed.

https://menv.bonfirehub.com/portal https://menv.bonfirehub.com/portal https://menv.bonfirehub.com/portal http://www.dsd.state.md.us/comar/comarhtml/14/14.27.03.08.htm https://menv.bonfirehub.com/

1.13 Award Basis

The Contract shall be awarded to the responsible Offeror(s) submitting the Proposal that has been determined to be the most advantageous to MES, considering price and evaluation factors set forth in this RFP and for providing the goods and services as specified in this RFP.

The initial 2-year term of the Contract(s) shall have a limit of up to $4,000,000 for total work, which may be extended up to an additional $2,000,000 for each subsequent 2-year extension for an aggregate total up to and not to exceed $10,000,000. Limits offered for each contractor shall be determined at MES’ sole discretion and shall be determined independently for each contractor.

MES is seeking to award up to four (4) contracts based on the highest overall-ranking Proposals received from Offerors.

Contract award amounts may vary between Successful Offeror(s) at the sole discretion of MES. There is no guaranteed minimum of work or minimum dollar amount that will be exercised under the contracts resulting from this RFP. MES reserves the right to contract with a firm outside of this Contract on any project. Award of a contract does not guarantee funding or authorization of work. MES may award any contract dollar amounts up to the not to exceed amounts.

The work under the Contract shall be approved by MES on a Task Order basis. No work shall be initiated by the Successful Offeror(s) without prior MES approval of a Task Scope of Work, Task Cost Proposal, Notice to Proceed (NTP) with Task and any subtask within the approved Task from MES. As work tasks are assigned, MES will request a Task Proposal from the Successful Offeror. The Successful Offeror shall submit a Task Proposal, which shall include a Task Scope of Work, the total price with a breakdown of rates and tasks, and an MBE Subcontract Participation Statement (Attachment C) specific to the price proposal. Upon agreement on services to be performed, the fee, and time for completion, MES will issue NTP for the Task.

The Successful Offeror(s) shall provide services contingent on the work assigned by MES and authorized in writing by MES. Hourly rates of the personnel involved, including subcontractor personnel will be based on the established labor rates initially provided by the Successful Offeror(s) (Rate Schedule) and approved by MES. Unless otherwise stated, contracted services will be performed on a cost reimbursable basis, not to exceed the available budget. For any indefinite delivery tasks, the initially approved labor rates will apply for services as detailed in the MES approved Rate Schedule.

Changed conditions or requirements and budget implications will be reported promptly to MES and before additional costs are incurred.

1.14 Oral Presentation

Offerors may be required to make oral presentations to MES representatives. Offerors must confirm in writing any substantive oral clarification of, or change in, their Proposals made in the course of discussions. Any such written clarifications or changes then become part of the Offeror’s Proposal and are binding if the Contract is awarded. The Procurement Officer will notify Offerors of the time and place of oral presentations.

1.15 Duration of Proposal

Proposals submitted in response to this RFP are irrevocable for 120 days following the closing date of the Proposals.

This period may be extended at the Procurement Officer’s request only with the Offeror’s written agreement.

1.16 Revisions to the RFP

If it becomes necessary to revise this RFP before the due date for Proposals, MES shall endeavor to provide addenda to all prospective Offerors that were sent this RFP or which are otherwise known by the Procurement Officer to have obtained this RFP. In addition, addenda to the RFP will be posted via MES Procurement Portal. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals. Addenda made after the due date for Proposals will be sent only to those Offerors that submitted a timely Proposal and that remain under award consideration as of the issuance date of the addenda.

Acknowledgment of the receipt of all addenda to this RFP issued before the Proposal due date shall be included in the Bid/Proposal Affidavit (See Attachment B-1) accompanying the Offeror’s Technical Proposal. Acknowledgement of the receipt of addenda to the RFP issued after the Proposal due date shall be in the manner specified in the addendum notice. Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with the terms, additions, deletions, or corrections set forth in the addendum.

1.17 Cancellations/Reservations

MES, in its sole discretion, reserves the right to cancel this RFP, accept or reject any and all Proposals, in whole or in part, received in response to this RFP, to waive or permit the cure of minor irregularities, and to conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of MES. MES also reserves the right, in its sole discretion, to award a Contract based upon the written proposals received without discussions or negotiations.

1.18 Incurred Expenses

MES will not be responsible for any costs incurred by any Offeror in preparing and submitting a Proposal, in making an oral presentation, in providing a demonstration, or in performing any other activities related to this solicitation.

1.19 Protest/Disputes

Any protest or dispute related, respectively, to this solicitation or the resulting Contract is NOT and shall NOT be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies). An interested party may protest to the Procurement Officer against the award of the contract which is the subject of this solicitation within three (3) business days after the proposed award of contract. The protest shall be in writing, addressed to the Procurement Officer and delivered to the headquarters of the Maryland Environmental Service. A protester may not file a protest by electronic means or by facsimile. A copy of the protest procedure is available by contacting the Procurement Officer. Any disputes/discrepancies related to the solicitation documents will not be acknowledged unless received within ten (10) days prior to the bid/proposal opening, in writing.

1.20 Offeror Responsibilities

The selected Offeror shall be responsible for all products and services required by this RFP. All subcontractors must be identified and a complete description of their role relative to the Proposal must be included in the Offeror’s Proposal. If applicable, subcontractors utilized in meeting the established MBE participation goal(s) for this solicitation shall be identified as provided in the appropriate Attachment(s) of this RFP.

If an Offeror that seeks to perform or provide the services required by this RFP is the subsidiary of another entity, all information submitted by the Offeror, including but not limited to references, minimum qualifications, and financial reports, or experience and documentation (e.g. insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Offeror, unless the parent organization will guarantee the performance of the subsidiary.

1.21 Substitution of Personnel

Continuous Performance of Key Personnel

Unless substitution is approved as outlined herein, key personnel shall be the same personnel proposed in the Contractor’s Technical Proposal, which will be incorporated into the Contract by reference. Such identified key personnel shall perform continuously for the duration of the Contract, or such lesser duration as specified in the Technical Proposal. Key personnel may not be removed by the Contractor from working under this Contract, as described in the RFP or the Contractor’s Technical Proposal, without the prior written approval of the Contract Manager.

If the Contract is task order based, the provisions of this section apply to key personnel identified in each task order proposal and agreement.

1.22 Mandatory Contractual Terms

By submitting a Proposal in response to this RFP, an Offeror, if selected for award, shall be deemed to have accepted the terms and conditions of this RFP and the Contract, sample attached herein as Attachment A-1. Any exceptions to this RFP or the Contract shall be clearly identified in the Cover Letter of the Technical Proposal. A Proposal that takes exception to any of these terms may be rejected at MES’ sole discretion.

1.23 Bid/Proposal Affidavit

A Proposal submitted by an Offeror must be accompanied by a completed Bid/Proposal Affidavit. A copy of this Affidavit is included as Attachment B-1 of this RFP.

1.24 Contract Affidavit

All Offerors are advised that if a Contract is awarded as a result of this solicitation, the successful Offeror will be required to complete a Contract Affidavit. A copy of this Affidavit is included as Attachment C-1 of this RFP. This Affidavit must be provided within five (5) Business Days of notification of proposed Contract award. For purposes of Section B of the Affidavit, please note that any company incorporated outside of Maryland is considered a foreign company. This Contract Affidavit will also be required to be completed by the Contractor prior to any Contract renewals, including the exercise of any options or any modifications that may extend the Contract term.

1.25 Compliance with Laws/Arrearages

By submitting a Proposal in response to this RFP, the Offeror, if selected for award, agrees that it will comply with all Federal, State, and local laws applicable to its activities and obligations under the Contract.

By submitting a response to this solicitation, each Offeror represents that it is not in arrears in the payment of any obligations due and owing MES or the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the Contract if selected for Contract award.

1.26 Verification of Registration and Tax Payment

Before a business entity can do business in Maryland it must be registered with the State Department of Assessments and Taxation (SDAT). The SDAT website is http://dat.maryland.gov/Pages/default.aspx

It is strongly recommended that any potential Offeror complete registration prior to the due date for receipt of Proposals.

An Offeror’s failure to complete registration with SDAT may disqualify an otherwise successful Offeror from final consideration and recommendation for Contract award.

1.27 Insurance Requirements

The Contractor shall at all times have and maintain Commercial General Liability with a combined limit for personal injury and property damage liability at One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) in the aggregate, and Vehicle Liability Insurance with a combined limit for personal injury and property damage liability of Five Hundred Thousand Dollars ($500,000) per occurrence and One Million Dollars ($1,000,000) in the aggregate.

Certificates of such insurance acknowledging the Hold Harmless Clause contained in this document shall be filed with the Service.

1.28 Minority Business Enterprise Goals

A minimum overall MBE subcontractor participation goal of (29%) of the total contract dollar amount has been established for this procurement.

In addition, the following subgoals have been established for this procurement:

• (3%) for Asian-American MBEs,

• (2%) for Hispanic-American MBEs

• (10%) for Woman-Owned MBEs

Notwithstanding any subgoals established above, the Contractor is encouraged to use a diverse group of subcontractors and suppliers from any/all of the various MBE classifications to meet the remainder of the overall MBE participation goal.

1.28.1 Attachment A – Minority Business Enterprise participation, instructions, and forms are provided to assist

Bidders/Offerors. A Bidder/Offer must include with its Bid/Proposal a completed Maryland Department of Transportation (MDOT) Certified MBE Utilization and Fair Solicitation Affidavit & MBE Participation Schedule (Attachment A) whereby:

(a) The Bidder/Offer acknowledges the certified MBE participation goal and commits to make a good faith effort to achieve the goal and any applicable subgoals, or requests a waiver, and affirms that MBE subcontractors were treated fairly in the solicitation process; and

(b) The Bidder/Offer responds to the expected degree of MBE participation, as stated in the solicitation, by identifying the specific commitment of certified MBEs at the time of Bid/Proposal submission. The Bidder/Offer shall specify the percentage of total contract value associated with each MBE subcontractor identified on the MBE participation schedule, including any work performed by the MBE prime (including a prime participating as a joint venture) to be counted towards meeting the MBE participation goals.

(c) A Bidder/Offeror requesting a waiver should review Attachment E (Waiver Guidance) and F (Good http://dat.maryland.gov/Pages/default.aspx

Faith Efforts Documentation to Support Waiver Request) prior to submitting its request.

If a Bidder/Offeror fails to submit a completed Attachment _A with the Bid/Proposal as required, the Procurement Officer shall determine that the Bid is not responsive, or the Proposal is not reasonably susceptible of being selected for award.

1.28.2 Bidders/Offers are responsible for verifying that each of the MBE(s) (including any MBE primes and/or MBE primes participating in a joint venture), selected to meet the goal and any subgoals and subsequently identified in Attachment A is appropriately certified and has the correct NAICS codes allowing it to perform the committed work.

1.28.3 Within ten (10) working days from notification that it is the recommended awardee or from the date of the actual award (per COMAR 21.11.03.10), whichever is earlier, the Bidder/Offeror must provide the following documentation to the Procurement Officer.

(a) Outreach Efforts Compliance Statement (Attachment B)

(b) MBE Prime/Subcontractor Project Participation Certification (Attachment C/C-page 2)

(c) Good Faith Efforts Documentation to Support Waiver Request (Attachment F).

(d) Any other documentation required by the Procurement Officer to ascertain Bidder/Offeror responsibility in connection with the certified MBE subcontractor participation goal or any applicable subgoals.

If the recommended awardee fails to return each completed document within the required time, the Procurement Officer may determinate that the recommended awardee is not responsive and, therefore, not eligible for Contract award. If the Contract has already been awarded, the award is voidable.

1.28.4 Please refer to the MDOT MBE Directory at https://marylandmdbe.mdbecert.com/ to determine if a firm is certified with the appropriate North American Industry Classification System (“NAICS”) Code and the product/services description (specific product that a firm is certified to provide or specific areas of work that a firm is certified to perform). For more general information about NAICS codes, please visit https://www.census.gov/eos/www/naics/. Only those specific products and/or services for which a firm is certified in the MDOT Directory can be used for purposes of achieving the MBE participation goals.

CAUTION: If the firm’s NAICS Code is in graduated status, such services/products may not be counted for purposes of achieving the MBE participation goals. A NAICS Code is in the graduated status if the term “Graduated” follows the Code in the MDOT MBE Directory.

1.28.5 The Contractor, once awarded a Contract, will be responsible for submitting or requiring its subcontractor(s) to submit the following forms to provide the State with ongoing monitoring of MBE participation:

(a) Attachment G (Prime Contractor Paid/Unpaid MBE Invoice Report).

(b) Attachment I (MBE Prime Contractor Report)

(c) Attachment H (MBE Subcontractor/Contractor Unpaid MBE Invoice Report).

1.28.6 The Bidder/Offeror that requested a waiver of the goal or any of the applicable subgoals will be responsible for submitting the following form, within ten (10) working days of recommendation for award and all documentation as required in COMAR 21.11.03.11 – Waiver:

(a) Attachment F (Good Faith Efforts Documentation to Support Waiver Request)

1.28.7 All documents, including Attachment A, completed and submitted by the Bidder/Offeror in connection with its certified MBE participation commitment shall be considered to be a part of the resulting Contract and are hereby expressly incorporated by reference thereto.

http://www.dsd.state.md.us/comar/comarhtml/21/21.11.03.10.htm https://marylandmdbe.mdbecert.com/

1.28.8 The Bidder/Offeror is advised that liquidated damages will apply in the event the Contractor fails to comply in good faith with the provisions of the MBE program and pertinent Contract provisions (See Attachment I-1).

1.28.9 As set forth in COMAR 21.11.03.12-1(D) when a certified MBE firm participates on a contract as a prime contractor (including a joint-venture where the MBE firm is a partner), a procurement agency may count the distinct, clearly defined portion of the work of the Contract that the certified MBE firm performs with its own workforce toward fulfilling up to, but no more than, fifty-percent (50%) of the overall MBE participation goal, including up to one hundred percent (100%) of not more than one of the MBE participation subgoals, if any, established for the Contract.

In order to receive credit for self-performance, an MBE prime must be certified in the appropriate NAICS code to do the work and must list its firm in the MBE Participation Schedule, including the certification category under which the MBE prime is self-performing and include information regarding the work it will self-perform

For the remaining portion of the overall goal and the remaining subgoals, the MBE prime must also identify on the MBE Participation Schedule the other certified MBE subcontractors used to meet those goals or request a waiver.

These guidelines apply to the work performed by the MBE Prime that can be counted for purposes of meeting the MBE participation goals. These requirements do not affect the MBE Prime’s ability to self-perform a greater portion of the work in excess of what is counted for purposes of meeting the MBE participation goals.

Please note that the requirements to meet the MBE participation overall goal and subgoals are distinct and separate. If the contract has subgoals, regardless of MBE Prime’s ability to self-perform up to 50% of the overall goal (including up to 100% of any subgoal), the MBE Prime must either commit to use other MBEs for each of any remaining subgoals or request a waiver. As set forth in Attachment E Waiver Guidance, the MBE Prime’s ability to self-perform certain portions of the work of the Contract will not be deemed a substitute for the good faith efforts to meet any remaining subgoal or the balance of the overall goal.

In certain instances where the percentages allocated to MBE participation subgoals add up to more than 50% of the overall goal, the portion of self-performed work that an MBE Prime may count toward the overall goal may be limited to less than 50%. Please refer to the Governor‘s Office of Small Minority & Women Business Affairs’ website for the MBE Prime Regulations Q&A for illustrative examples.

http://www.goMDsmallbiz.maryland.gov/Documents/MBE_Toolkit/MBEPrimeRegulation_QA.pdf

1.28.10 With respect to Contract administration, the Contractor shall:

(a) Submit by the 15th of each month to the Agency’s designated representative:

i. A Prime Contractor Paid/Unpaid MBE Invoice Report (Attachment G) listing any unpaid invoices, over 45 days old, received from any certified MBE subcontractor, the amount of each invoice and the reason payment has not been made; and

ii. (If Applicable) An MBE Prime Contractor Report (Attachment I) identifying an MBE prime’s self-performing work to be counted towards the MBE participation goals.

(b) Include in its agreements with its certified MBE subcontractors a requirement that those subcontractors submit by the 15th of each month to the Service’s designated representative an MBE Subcontractor Paid/Unpaid Invoice Report (Attachment H) that identifies the Contract and lists all payments to the MBE subcontractor received from the Contractor in the preceding 30 days, as well as any outstanding invoices, and the amounts of those invoices.

(c) Maintain such records as are necessary to confirm compliance with its MBE participation obligations. These records must indicate the identity of certified minority and non-minority subcontractors employed on the Contract, the type of work performed by each, and the actual dollar value of work performed. Subcontract http://www.gomdsmallbiz.maryland.gov/Documents/MBE_Toolkit/MBEPrimeRegulation_QA.pdf agreements documenting the work performed by all MBE participants must be retained by the Contractor and furnished to the MBE Program Manager request.

(d) Consent to provide such documentation as reasonably requested and to provide right-of-entry at reasonable times for purposes of the State’s representatives verifying compliance with the MBE participation obligations.

Contractor must retain all records concerning MBE participation and make them available for State inspection for three (3) years after final completion of the Contract.

(e) Upon completion of the Contract and before final payment and/or release of retainage, submit a final report in affidavit form and under penalty of perjury, of all payments made to, or withheld from MBE subcontractors.

1.29 Living Wage Requirements

Living Wages are NOT required for this Contract.

1.30 Federal Funding Acknowledgement

A resulting task authorization issued under this agreement may contain Federal funds. The contractor agrees to comply with and ensure compliance with any stipulations which may be applicable and identifiable under such task authorization.

____ Federal Funding is applicable for this project _X__ Federal Funding is not applicable for this project

1.31 Conflict of Interest Affidavit and Disclosure

Offerors shall complete and sign the Conflict of Interest Affidavit and Disclosure (Attachment D-1) and submit it with their Bid/Proposal. All Bidders/Offerors are advised that if a Contract is awarded as a result of this solicitation, the successful Contractor’s personnel who perform or control work under this Contract and each of the participating subcontractor personnel who perform or control work under this Contract shall be required to complete agreements substantially similar to Attachment D-1 Conflict of Interest Affidavit and Disclosure.

For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by

COMAR 21.05.08.08.

1.32 Investment Activities in Iran

The Bidder/Offeror is required to complete the Investment Activities in Iran Certification. A copy of this Certification is included as Attachment H-1. The Certification must be provided with the Bid/Proposal.

1.33 Notice of Political Contributions

Any firm awarded a state agency contract shall comply with the political contribution reporting requirements under Title 14 of the Election Law Article to which the contractor may be subject as provided in § 17-402 (2013).

1.34 Certification Regarding Discriminatory Boycotts of Israel

The Offeror is required to complete the Certification Regarding Discriminatory Boycotts of Israel. A copy of this Certification is included as Attachment K-1. The Certification must be provided with the Bid/Proposal.

http://www.dsd.state.md.us/comar/comarhtml/21/21.05.08.08.htm

SECTION 2 – SCOPE OF WORK

2.1 Background and Purpose

The Maryland Environmental Service (Service or MES) is soliciting proposals from qualified firms to support the planning, identification, development of strategy, implementation and maintenance of stakeholder engagement and community outreach programs; develop communication tools to enhance existing programs and further information-sharing activities; and provide community outreach services and assistance to MES in support of the Maryland Port Administration (MPA) with a focus on the Dredged Material Management Program (DMMP) which includes dredged material containment facilities (DMCF) and ecosystem restoration projects throughout the Harbor and the Chesapeake Bay

More information on the MPA Office of Navigation, Innovation, and Stewardship (NIS) and the DMMP can be found here: https://maryland-dmmp.com/

The MPA administers the DMMP for material dredged from navigation channels, berths, and terminals that provide access to the Port of Baltimore. MES has provided operations and maintenance, technical support, and facilitation services to MPA for DMMP activities since 1981. Stakeholder engagement is integral to DMMP success. MPA continues efforts to increase its visibility and the public's knowledge of the Port of Baltimore, its operations and projects, and their importance to the State of Maryland. MPA conducts extensive outreach within the communities of Maryland, concentrating near the DMCFs, Ecosystem Restoration projects, and the Marine Terminals to ensure they are aware of current and future activities. The various citizen oversight and advisory committees are active and play a key role in providing a forum for stakeholders to engage with MPA. As part of its continuing efforts to improve collaboration, inclusiveness, and transparency with its partners, as well as to improve outreach, Port education, communications, and visibility of Port programs, MPA has diversified mechanisms used in promotion to include social media, project websites, direct mailings, and information sharing events. MPA continues to increase public awareness of the Port and its environmental stewardship efforts through various stakeholder engagement and community outreach strategies. While many stakeholders and area organizations are strong advocates for the Port and understand the importance of dredging the shipping channels, there continues to be a need to maintain those relationships and reach broader and new audiences, as projects and environmental initiatives evolve.

Qualified services may include, but not be limited to, community outreach, stakeholder engagement, public relations, public event planning, graphic design, strategic planning, and other related program support services.

2.2 Scope of Work - Requirements

MES is seeking qualified Contractors to develop strategies and help implement various components of stakeholder engagement and community outreach programs, and to provide project-based assistance to MES or MPA in support of the dredged material management activities and projects. Please note that these services may be requested for a variety of projects across the State that make up the current or future DMMP for the MPA.

Services may include, but not be limited to:

• Identification and development of strategies for public engagement and community outreach that reflect an innovative, creative approach to communicating the purpose and value of current and future dredged material containment facilities, confined aquatic disposal sites, innovative reuse and beneficial use of dredged material projects, and ecosystem restoration projects in the Baltimore Harbor and Chesapeake Bay regions;

• Policy support to the DMMP and the MPA;

• Provide support to projects through attendance and participation at planning meetings; facilitation of meetings;

presentation/visual aid development and delivery; progress updates to local communities;

• Graphic design and development of various communication tools to articulate complex technical and environmental information. This may include the development of high-quality materials to support branding, storytelling, public education, and outreach campaigns across print, digital, and social media platforms;

• Provide documentation of public comments;

https://maryland-dmmp.com/ https://maryland-dmmp.com/

• Environmental policy review, stakeholder and community partner coordination, and analysis associated with program opportunities;

• Facilitation of various technical and management workgroups;

• Assistance with project funding source planning and coordination;

• Support activities associated with regulatory processes. This may include assistance with public information sessions, developing outreach strategies related to regulatory processes or the status of projects, and distributing materials to citizens groups and/or at outreach events submitted as a requirement to meet regulatory requirements.

• Creation of multimedia assets to support public engagement and outreach efforts, which may include short-form videos, animations, GIFs, and other visually compelling content designed to communicate complex environmental and technical concepts in an accessible and engaging format.

• Subcontracted services from qualified contractors as required to perform or assist with stakeholder engagement and community outreach services efforts as requested by MES on behalf of MPA.

The Successful Offeror(s) shall document task status in sufficient detail to substantiate services provided and associated charges. This is required to be accomplished through monthly progress reports, invoices, and labor and direct cost details, including required MBE documentation and tracking information, provided with the invoices. Supporting materials, including subcontractor invoices and receipts are required, and additional materials will be provided upon MES request, if necessary, to satisfy MES and MPA task performance and accounting requirements.

The following is a list of example items that could be included in a scope of work, which are representative of the stakeholder engagement and community outreach work that could be requested to aid MES and MPA in efforts under this

RFP:

• Providing qualified professional personnel to assist in developing the communications strategy to present project-specific technical information regarding the State’s DMMP to interested members of the public, which may include background information on the Port of Baltimore, its economic impacts, the importance of dredging, and existing laws and regulations governing dredged material management, as well as providing graphic design services.

• Providing services to MES and MPA to help identify critical milestones in instituting a long-term DMMP for the Port of Baltimore, assisting in maintaining alliances with stakeholders in Maryland’s DMMP, and alerting DMMP managers of potential areas of concern in the timing and execution of dredging program activities.

• Providing direct support services for the exploration and development of opportunities to enhance the environmental image of the Port of Baltimore through websites or published media.

• Providing support for electronic media initiatives, in the form of research and analysis of potential content.

Services shall also include drafting written materials for use in email communications, social media platforms, websites, and other web-based communications as needed.

• Providing support for graphic communications to aid in the communication of project-related information.

This may include research related to and the design of infographics, flyers, reports, or logos.

• Providing outreach support during the permitting process. Services shall include preparing a summary report of community member concerns/issues and responses from the agencies.

• Providing facilitation and coordination for technical Workgroups and Committees associated with the State

DMMP, as assigned. Services shall include project management tasks including meeting logistics and agenda planning and facilitation.

• Providing facilitation and coordination for community outreach for environmental projects, as assigned.

Services shall include meeting planning, development, attendance and facilitation, and development of meeting summaries and next steps documents.

• Providing subcontracted services from qualified contractors to perform stakeholder engagement, community outreach, public involvement and program support, and related services as requested by the MES on behalf of

MPA.

• Provide technical and programmatic support, communications, and outreach education to support MPA’s

Environmental Initiatives and the Port of Baltimore Clean Diesel Program.

• Providing support for the development of visual media to communicate technical and environmental aspects of DMMP projects. Services may include the creation of short-form videos, animations, and other digital assets to enhance public understanding and engagement.

LIST OF AUTHORIZED OUT-OF-POCKET EXPENSES

The following out-of-pocket expenses may be authorized if they pertain to the project scope of work and are included in the MES approved proposal cost, which are the current state-approved rates, or as may be updated or changed by the State of Maryland. All out-of-pocket expenses must be itemized, including a description, cost, and copies of receipts or invoices. All hotel/travel related expenses require advance approval from MES.

• Per diem, if qualified as an appropriate expense as part of the project scope, shall not exceed the current

State-approved FY rates for breakfast, lunch, and dinner and reimbursable travel mileage. Travel mileage shall account for commute mileage as outlined by State guidelines.

• Hotel expenses will be cost-reimbursable, with receipts, up to a maximum of $150 per night. Reasonably priced hotel expenses exceeding $150 per night may be cost-reimbursable, with receipts and prior approval from MES.

• Overhead, general, and administrative fees may not be applied to direct charges including per diem, travel, and subcontractor charges. All direct charges will be actual costs.

• Communications and printing fees can include reasonable charges for conference calls and large document printing with prior approval from MES. Items that cannot be billed as direct charges include cellular phone charges, facsimile transmission charges, and charges for incidental copies.

• Audio visual equipment and electronics: The purchase of any audio-visual equipment or electronics requires advanced authorization from MES.

• Any equipment purchased through funds under these Contracts will ultimately become the property of MES or their client.

• Subscriptions, including online subscriptions: The purchase of any subscription requires prior approval from MES.