Appendix 1 Abbreiviations and Definitions.pdf
PDF 140 KB Posted
- Solicitation number
- BPM053561
- Issued by
- Maryland
About this file
This Appendix document defines abbreviations and key terms used in the Invitation for Bids (IFB) issued by the Maryland Department of Juvenile Services for Community-Based Behavioral Health Evaluations for Multiple Regions (Solicitation #25-Multi-CS-BH-001). The document establishes standardized definitions for essential procurement terminology including "Bid," "Contract," "Contractor," "Contract Monitor," "Procurement Officer," and other administrative roles and processes. It clarifies important regulatory references such as the Code of Maryland Regulations (COMAR) and defines business operations parameters including "Business Day(s)" (Monday through Friday excluding State Holidays) and "Normal State Business Hours" (8:00 a.m. to 5:00 p.m.). The document also specifies time zone conventions, establishing that all times referenced in the IFB are in Eastern Time unless otherwise noted, and defines the Notice to Proceed (NTP) as the written authorization from the Procurement Officer for contract work to commence on a specified date.
The appendix extensively defines data security and compliance-related terms critical to contractor operations, including "Personally Identifiable Information" (PII), "Protected Health Information" (PHI), "Sensitive Data," "Data Breach," and "Security Measures," reflecting the sensitive nature of behavioral health evaluation services involving juveniles. It also defines minority and veteran business classifications: "Minority Business Enterprise" (MBE) as entities certified under COMAR 21.11.03, and "Veteran-owned Small Business Enterprise" (VSBE) as businesses verified by the U.S. Department of Veterans Affairs. The document clarifies the "Total Bid Price" as the bidder's evaluated cost for goods and services submitted on Attachment B – Bid Form, providing comprehensive definitional support for contract administration and evaluation processes throughout the IFB procurement process.
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Community-Based Behavioral Health Evaluations for Multiple Regions Solicitation #: 25-Multi-CS-BH-001
IFB Document
IFB for DEPARTMENT OF JUVENILE SERVICES Page 79 of 101
For purposes of this IFB, the following abbreviations or terms have the meanings indicated below:
A. Bid – The Bidder’s Bid.
B. Bid Price Form or Bid Form - The Attachment B Bid Form.
C. Business Day(s) – The official working days of the week to include Monday through Friday.
Official working days excluding State Holidays (see definition of “Normal State Business Hours” below).
D. COMAR – Code of Maryland Regulations available on-line at http://www.dsd.state.md.us/COMAR/ComarHome.html.
E. Contract – The Contract awarded to the successful Bidder pursuant to this IFB. The Contract will be in the form of Attachment M.
F. Contract Monitor – The State 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 and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The Contract Monitor may authorize in writing one or more State representatives to act on behalf of the Contract Monitor in the performance of the Contract Monitor’s responsibilities. The Department may change the Contract Monitor at any time by written notice to the Contractor.
G. Contractor – The selected Bidder that is awarded a Contract by the State.
H. Contractor Personnel – Employees and agents and subcontractor employees and agents performing work at the direction of the Contractor under the terms of the Contract awarded from this IFB.
I. Data Breach – The unauthorized acquisition, use, modification or disclosure of State data, or other Sensitive Data.
J. DEPARTMENT OF JUVENILE SERVICES or (DJS or the “Department”).
K. eMMA – eMaryland Marketplace Advantage (see IFB Section 4.2).
L. Invitation for Bids (IFB) – This Invitation for Bids issued by the DEPARTMENT OF JUVENILE SERVICES (Department), with the Solicitation Number and date of issuance indicated in the Key Information Summary Sheet, including any amendments thereto.
M. Local Time – Time in the Eastern Time Zone as observed by the State of Maryland. Unless otherwise specified, all stated times shall be Local Time, even if not expressly designated as such.
N. Minority Business Enterprise (MBE) – Any legal entity certified as defined at COMAR 21.01.02.01B (54) which is certified by the Maryland Department of Transportation under
COMAR 21.11.03.
O. Normal State Business Hours - Normal State business hours are 8:00 a.m. – 5:00 p.m. Monday through Friday except State Holidays, which can be found at: www.dbm.maryland.gov – keyword: State Holidays.
P. Notice to Proceed (NTP) – A written notice from the Procurement Officer that work under the Contract, project, Task Order or Work Order (as applicable) is to begin as of a specified date. The NTP Date is the start date of work under the Contract, project, Task Order or Work Order.
Appendix 1. – Abbreviations and Definitions http://www.dsd.state.md.us/COMAR/ComarHome.html http://www.dbm.maryland.gov/
Community-Based Behavioral Health Evaluations for Multiple Regions Solicitation #: 25-Multi-CS-BH-001
IFB Document
IFB for DEPARTMENT OF JUVENILE SERVICES Page 80 of 101
Additional NTPs may be issued by either the Procurement Officer or the Contract Monitor regarding the start date for any service included within this solicitation with a delayed or non-specified implementation date.
Q. NTP Date – The date specified in a NTP for work on Contract, project, Task Order or Work Order to begin.
R. Bidder – An entity that submits a Bid in response to this IFB.
S. Personally Identifiable Information (PII) – Any information about an individual maintained by the State, including (1) any information that can be used to distinguish or trace an individual identity, such as name, social security number, date and place of birth, mother’s maiden name, or biometric records; and (2) any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information.
T. Procurement Officer – Prior to the award of any Contract, the sole point of contact in the State for purposes of this solicitation. After Contract award, the Procurement Officer has responsibilities as detailed in the Contract (Attachment M), and is the only State representative who can authorize changes to the Contract. The Department may change the Procurement Officer at any time by written notice to the Contractor.
U. Protected Health Information (PHI) – Information that relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; or the past, present, or future payment for the provision of health care to an individual;
and (i) that identifies the individual; or (ii) with respect to which there is a reasonable basis to believe the information can be used to identify the individual.
V. Security Incident – A violation or imminent threat of violation of computer security policies, Security Measures, acceptable use policies, or standard security practices. “Imminent threat of violation” is a situation in which the organization has a factual basis for believing that a specific incident is about to occur.
W. Security or Security Measures – The technology, policy and procedures that a) protects and b) controls access to networks, systems, and data.
X. Sensitive Data - Means PII;PHI; other proprietary or confidential data as defined by the State, including but not limited to “personal information” under Md. Code Ann., Commercial Law § 14- 3501(e) and Md. Code Ann., St. Govt. § 10-1301(c) and information not subject to disclosure under the Public Information Act, Title 4 of the General Provisions Article; and information about an individual that (1) can be used to distinguish or trace an individual‘s identity, such as name, social security number, date and place of birth, mother‘s maiden name, or biometric records; or
(2) is linked or linkable to an individual, such as medical, educational, financial, and employment information.
Y. State – The State of Maryland.
Z. Total Bid Price - The Bidder’s bid price or evaluated bid price for goods and services in response to this solicitation, included in Attachment B – Bid Form.
AA. Veteran-owned Small Business Enterprise (VSBE) – A business that is verified by the Center for Verification and Evaluation (CVE) of the United States Department of Veterans Affairs as a veteran-owned small business. See Code of Maryland Regulations (COMAR) 21.11.13.
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