Appendix 1. Abbreviations and Definitions.pdf

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

Appendix 1. Abbreviations and Definitions

For purposes of this IFB/RFP, the following abbreviations or terms have the meanings indicated below:

A. Bid/Proposal – The Bidder’s Bid or, as appropriate, either or both of the Offeror’s Technical or Financial Proposal.

B. Bid Package - The Bidder’s Bid or the Offeror’s Proposal and all required Attachments as identified in IFB/RFP Table A (Attachments and Documents Required with the Bid/Attachments and Documents Required with Proposal). Any attachments not required will be labeled “Not Applicable” or “N/A” in Table A.

C. Bid/Proposal Price Form or Price Form - The Attachment B The Price Form that contains the prices bid by the Bidder or proposed by the Offeror.

D. Bidder/Offeror – An entity that submits a Bid or Proposal in response to this IFB/RFP.

E. 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).

F. COMAR – Code of Maryland Regulations available on-line at https://dsd.maryland.gov/Pages/COMARSearch.aspx

G. Contract – The Contract, in the form of Exhibit 2 hereto, to be awarded to the successful Bidder pursuant to this IFB/RFP.

H. Contract Monitor – The State representative, or their documented designee, for this Contract who is primarily responsible for Contract administration functions, including, but not limited to, 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 Contract Monitor may be changed at any time by written notice to the Contractor.

I. Contractor – The selected Bidder/Offeror awarded a Contract by the State.

J. Contractor Personnel – Employees, agents and subcontractor’s employees and agents performing work for or at the direction of the Contractor under the terms of the Contract.

K. Data Breach – The unauthorized acquisition, use, modification or disclosure of State data, or other Sensitive Data.

L. Maryland Insurance Administration or (MIA or the “Administration”). eMMA – eMaryland Marketplace Advantage; the State’s eProcurement system.

M. Invitation for Bids (IFB) – This Invitation for Bids issued by the Maryland Insurance Administration (Administartion), with the Solicitation Number and date of issuance indicated in the Key Information Summary Sheet, including any amendments and attachments thereto.

N. Key Personnel – All Contractor Personnel identified in the solicitation as such that are essential to the work being performed under the Contract.

https://dsd.maryland.gov/Pages/COMARSearch.aspx

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

O. 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.

P. 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.

Q. 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.

R. 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.

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.

S. NTP Date – The date specified in a NTP for work on Contract, project, Task Order or Work Order to begin.

T. Personal Information (PI) or Personally Identifiable Information (PII) – As defined by statute under the State Government Article, Annotated Code of Maryland, Section 10-1301(c):

1) “Personal information” means an individual's first name or first initial and last name, personal mark, or unique biometric or genetic print or image, in combination with one or more of the following data elements:

i) a Social Security number;

ii) a driver's license number, state identification card number, or other individual identification number issued by a unit;

iii) a passport number or other identification number issued by the United States government;

iv) an Individual Taxpayer Identification Number; or

v) a financial or other account number, a credit card number, or a debit card number that, in combination with any required security code, access code, or password, would permit access to an individual's account.

2) “Personal information” does not include a voter registration number.

U. Procurement Officer – As defined in COMAR21.01.02.01B.(67) and prior to the award of any Contract, the sole point of contact in the State for purposes of this solicitation. After a Contract award, the Procurement Officer has responsibilities as detailed in the Contract and is the only State representative who can authorize changes to the Contract. The Procurement Officer may be changed at any time by written notice to the Contractor.

V. 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.

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

W. Request for Proposals (RFP) – This Request for Proposals issued by the Maryland Insurance Administration (Administartion), with the Solicitation Number and date of issuance indicated in the Key Information Summary Sheet, including any amendments and attachments thereto.

X. 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.

Y. Security or Security Measures – The technology, policy, and procedures that a) protects and b) controls access to networks, systems, and data.

Z. 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.

AA. State – The State of Maryland, including the agency that is issuing this solicitation and executing the awarded contract.

BB. Task Order– A subset of work requested through secondary competition and authorized by the Contract Monitor performed under the general scope of this IFB/RFP, which is defined in advance of Contractor fulfillment, and which may not require a Contract Modification. Except as otherwise provided, any reference to the Contract shall be deemed to include reference to a Task Order.

CC. Total Bid/Proposal Price - The Bidder’s bid price or evaluated bid price for goods and services in response to this solicitation or the Offeror’s financial proposal price or evaluated financial proposal price, included in Attachment B – Price Form Instructions.

DD. 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.

EE. Work Order– A subset of work authorized by the Contract Monitor performed under the general scope of this IFB/RFP, which is defined in advance of Contractor fulfillment, and which may not require a Contract Modification. Except as otherwise provided, any reference to the Contract shall be deemed to include reference to a Work Order.