BC-21525-M Pest Management Services Contract - post 7.8.26.pdf

Solicitation Name: Pest Management Service Contract Solicitation Number: BC-21525-M

REQUEST FOR PROPOSAL

FOR

PEST MANAGEMENT SERVICE CONTRACT

RFP NUMBER: BC-21525-M

ISSUED: JULY 8, 2026

DUE DATE: AUGUST 25, 2026, AT 2:00 PM

Prospective bidders/offerors are encouraged to regularly visit the University’s Department of Procurement & Strategic Sourcing website, e-Maryland Marketplace Advantage (eMMA) to ensure receipt of any addenda and other updates related to this solicitation. The links to these resources are provided below:

UMBC Bid Board - https://procurement.umbc.edu/bid-board/ eMaryland Marketplace Advantage (eMMA) - https://emma.maryland.gov

ISSUING OFFICE

Department of Procurement & Strategic Sourcing

University of Maryland, Baltimore County Administration Building, 7th Floor

1000 Hilltop Circle Baltimore, MD 21250

MINORITY, WOMEN AND SMALL BUSINESSES ARE ENCOURGAGED TO

RESPOND TO THIS SOLICITATION

Key Information Sheet & Solicitation Schedule

Request for Proposals Title: Pest Management Service Contract Solicitation Number: BC-21525-M RFP Issue Date: July 8, 2026 Procurement Officer: Nneka Miller, CPPB, CMPO Technical Proposal Due Date & Time:

(Not a Public Bid Opening)

August 25, 2026, on or before 2:00 pm

Technical Proposals are to be sent to: Technic.iuzz8ap79chfdv7s@u.box.com Price Proposals are to be sent to: Instructions will be provided to shortlisted firms Pre-Proposal Conference July 29, 2026, 10:00 am virtual meeting via Webex:

Join Webex meeting

ID: 28632441627

Password: mvP43CmAeG2

2110-860-(US) +1 202 (toll) Access code: 2863 244 1627 28632441627@umbc.webex.com

Site Visit July 30, 2026, open between 10:00 am – 2:00 pm Self-Guided Tour See Exhibit R- Campus Map

Questions Due Date & Time: August 6, 2026, 10:00 am Oral Presentations TBD Contract Type: Indefinite quantity with Firm fixed Price Term of Contract: One (1) year with five (5) additional one (1) year renewal options

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should email the Issuing Office at nmiller7@umbc.edu at least five (5) days prior to any meeting scheduled in connection with this solicitation.

https://umbc.webex.com/wbxmjs/joinservice/sites/umbc/meeting/download/f477fe9c2db546d8aac12cb391039779?MTID=mc5befcebdbfeacbd9cb8a43c798c8686

NOTICE TO BIDDER/OFFERORS

To help improve the quality of bid and proposal solicitations and to make our procurement process more responsive and "business friendly," we ask that you provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your bid, proposal or "no bid," response, as the case may be. Thank you for your assistance.

Project No. BC-21525-M

Project Title: Pest Management Service Contract

If you have responded with a “no bid” please indicate the reasons below (check applicable boxes):

Other commitments preclude our participation at this time.

The subject of the solicitation is not something we normally provide.

We are inexperienced in the work/commodities required.

The specifications are either unclear or too restrictive (explain below).

The scope of work is beyond our current capacity.

Doing business with Maryland Government Agencies is simply too complicated (explain below).

We cannot be competitive (explain below).

Time allotted for completion of the bid/proposal response is insufficient.

Start-up time is insufficient.

Bonding/insurance requirements are prohibitive (explain below).

MBE requirements (explain below).

Bid/Proposal requirements (other than specifications or scope) are unreasonable or too risky (explain below)

Prior experience with University contracts were not profitable or otherwise unsatisfactory (explain below).

Payment schedule too slow.

Other:

Explanation:

If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the remarks section below:

Remarks:

Bidder/Offeror Name:

Contact Person:

Signature: Date:

Address:

Email: Phone:

TABLE OF CONTENTS

SECTION I. SPECIFICATIONS/SCOPE OF WORK .....………………...………………………………….. 7

A. BACKGROUND

B. SUMMARY STATEMENT

C. MINIMUM QUALIFICATIONS

D. SPECIFICATIONS/SCOPE OF WORK

SECTION II. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

B. QUALIFYING PROPOSALS

C. TECHNICAL EVALUATION

D. FINANCIAL EVALUATION

E. DISCUSSIONS - BEST AND FINAL OFFERS

F. EVALUATION CRITERIA

G. FINAL RANKING AND SELECTION

H. DEBRIEFING

SECTION III. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

B. TRANSMITTAL LETTER

C. TECHNICAL PROPOSAL

D. TECHNICAL PROPOSAL CONTENTS

E. BID/PROPOSAL AFFIDAVIT

F. MBE UTILIZATION AFFIDAVIT

G. PERFORMANCE BOND

H. ADDENDA ACKNOWLEDGMENT FORM

I. CONFLICT OF INTEREST AFFIDAVIT & DISCLOSURE

J. PRIME CONTRACTOR LIST OF CONTRACTORS

SECTION IV. INFORMATION FOR OFFERORS

A. ISSUING OFFICE AND PROCUREMENT OFFICER

B. PRE-PROPOSAL CONFERENCE AND SITE VISIT

C. QUESTIONS AND INQUIRIES

D. INSURANCE

E. PROPOSAL DUE DATE

F. DURATION OF PROPOSAL OFFER

G. PROCUREMENT METHOD

H. BASIS FOR AWARD

I. ALTERNATE PROPOSALS

J. MINORITY BUSINESS ENTERPRISE UTILIZATION

K. LIQUIDATED DAMAGES PROVISION RELATED TO MBE GOAL

SECTION V. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

B. ADDENDA TO THE RFP

C. PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

E. DISCUSSIONS

F. ORAL PRESENTATIONS

G. INCURRED EXPENSES

H. ARREARAGES

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

J. ECONOMY OF PREPARATION

K. PUBLIC INFORMATION ACT NOTICE

L. EXECUTION OF PROPOSALS

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

N. ORDER OF PRECEDENCE

O. REQUIRED CONTRACT PROVISIONS

P. OFFEROR RESPONSIBILITIES

Q. FALSE STATEMENTS

R. PAYMENT TO THE CONTRACTOR; TAXES

S. PRESS RELEASES

T. RECIPROCAL PREFERENCE

U. NON-VISUAL ACCESS

V. INTERGOVERNMENTAL COOPERATIVE PURCHASING

W. PARKING

X. SMOKING

EXHIBITS

Exhibit A- PreBid/-Proposal Conference and Site Visit Response Form …….……………………..….

Exhibit B Offeror Information Sheet ……………………………………………….………….……… Exhibit C Proposal Price Instructions & Sample Form …………………………….…….…………… Exhibit D Master Building List & Cost Center Locations …….. ……………………………………… Exhibit E Proposal Affidavit ……………………………………………………………………….…..

Exhibit F Firm Profile & Experience …………………………………………………………………..

Exhibit G Reference Checks …………………………………………………………………………… Exhibit H Key Personnel ……………………………………………………………………………….

Exhibit I Financial Stability of Bidder/Offeror.………………………………………………… Exhibit J Acknowledgement of Receipt of Addenda..………………………………………………… Exhibit K Conflict of Interest Affidavit & Disclosure Form..…………………………………….…….

Exhibit L UMBC Sample Contract …………………………………………………………………….

Exhibit M Prime Contractor List of all Subcontractors ……………………………………………… Exhibit N Non-Disclosure Agreement ………………………………………………………………….

Exhibit O Performance Bond …………………………………………………………………………...

Exhibit P Pest Management Services – Indoor Specification ………………………………………….

Exhibit Q Exhibit Q - Pest Management Services – Outdoor Specification …………………………… Exhibit R Campus Map …………………………………………………………………………………

SECTION I. SPECIFICATIONS/SCOPE OF WORK

A. BACKGROUND

Established in 1966, the University of Maryland, Baltimore County (UMBC) is one of twelve institutions that, along with two regional centers, constitute the University System of Maryland. UMBC is located on 482 acres with 4.2 million gross square feet and only 15 minutes from Baltimore’s Inner Harbor and 30 minutes from Washington, D.C. and five minutes from BWI Airport.

The University of Maryland, Baltimore County (UMBC) is a dynamic public research university located in Baltimore County, Maryland, and is a member institution of the University System of Maryland. UMBC is recognized for its strong commitment to academic excellence, innovation, and inclusive excellence, serving a diverse student population across undergraduate, graduate, and professional programs.

B. SUMMARY STATEMENT

The University of Maryland, Baltimore County (UMBC), a constituent institution of the University System of Maryland and an agency of the State of Maryland (herein referred to as the "University" or "UMBC"), is seeking proposals from qualified Offerors to provide pest control management services for the University academic and residential facilities. Services shall include the inspection, treatment, control, and elimination of pests and vermin, including but not limited to rodents, insects, and nuisance wildlife, in designated campus areas. To ensure continuity of the University's existing Integrated Pest Management Program, routine services must be performed on Monday, Wednesday, and Friday of each week in accordance with the requirements outlined in the solicitation.

This solicitation shall be conducted in accordance with the University System of Maryland (USM) Board Regents Procurement Policies and Procedures.

C. MINIMUM QUALIFICATIONS

1. The Offeror shall have at least five (5) years’ experience providing comprehensive pest management services for institutional, educational, commercial, or similar facilities of comparable size and complexity. Each reference shall include the organization’s name, a brief description of the services provided, the timeframe of the engagement, and contact information (including name, title, phone number, and email address) for the individual who can verify the services rendered.

2. The Offeror shall provide evidence of financial stability (e.g., audited financial statements or Dun & Bradstreet report) to ensure long-term viability.

3. The Offeror shall agree to comply with all applicable University System of Maryland and State of Maryland procurement policies, terms, and conditions.

4. UMBC reserves the right to verify all information provided, as well as to consult any other sources available including any person or persons associated with the references provided or the project cited as a reference.

UMBC also reserves the right to request additional references or contact any known firm associated with the Offeror, as well as itself even if not provided as a reference by the Offeror. References will be held in the strictest of confidence.

D. SCOPE OF WORK/SPECIFICATIONS

1. SCOPE OF SERVICES. The work under this contract includes inspection and service for control and/or elimination of pests such as rats, mice, roaches, water bugs, ants, bees, wasps, crickets, fleas, flies, mosquitoes, spiders, pigeons, and other rodents or insects in designated areas of the University (see Exhibit D). Services must be provided on Monday, Wednesday, and Friday of each week to the Academic, Dining Services and Residential areas outlined to provide continuity to the existing Pest Control Program.

The responses to this section should be sufficient to determine if and how the vendor will accomplish the requirements.

1.1.1 The contractor shall furnish all labor and material, shall inspect for, control and/or eliminate pests, and shall maintain buildings and adjacent areas free of them.

1.1.2 Within twenty (20) days of the contract award, the contractor shall inspect all work thoroughly to locate existing infestations and their sources or causes. Intensive treatment shall be made to eliminate such infestations, sources and causes. As part of the total bid package, contractors will consult with the Manager of Contractual Services about problem areas.

1.1.3 Continuing Services--Insect and rodent service will be performed weekly on Monday, Wednesday, and Friday at Residential Life areas. Academic Buildings will have weekly service, which will be on Monday, Wednesday, and Friday. All Food Service areas weekly service will be performed after opening hours on Monday, Wednesday, and Friday. On each trip, the contractor shall check in and check out at the Facilities Management building.

1.1.4 The contractor is required to have a logbook for each of the Dining Facilities, Residential Life Office and Facilities Management Office. Each visit the contractor will check-in with the staff of the service areas and monitor the logbooks.

1.1.5 RESIDENTIAL LIFE SCHEDULE OF SERVICES

1. On a semi-monthly schedule the contractor shall fully inspect and treat three (3) complete apartment buildings: Terrance, Hillside and West Hill Apartment complexes. Also, on semi-monthly schedule, the contractor will inspect and treat as needed five (5) Residential Halls. These areas of service will include custodial closets, kitchens, mechanical rooms, vending areas and other common areas.

2. On a semi-annual basis, the contractor shall inspect for rodent and insect activity. The Contractor shall provide services to areas with pest problems discovered during inspection and provide follow up services to ensure the pest problem is resolved.

1.1.6 RESIDENTIAL LIFE RODENT CONTROL

These services will be rendered to six (6) main Resident Halls: Susquehanna, Patapsco, Chesapeake, Potomac, Erickson and Harbor Hall complexes. Contractor will install six (6) decorative exterior rodent bait stations near the perimeter of the six (6) Residential Halls. These stations shall be maintained monthly using the proper baits and monitors, using the handheld computer scanners.

1.1.7 FOOD SERVICES AREAS

Contractor shall implement the following strategies to control insect and rodent infestations in the Food Service Facilities. The following locations require weekly services at the following times:

1.1.8 INSECT CONTROL

1. Install and maintain the appropriate insect monitoring and pheromone traps in and under the equipment, sinks, dishwasher etc., where roach activity infestations are likely to occur. Apply as needed, appropriate roach gel baits in crack and crevices where infestations are likely to occur. Areas with roach activity will receive weekly follow up inspections until the roach activity is completely eliminated.

2. If any visible infestations exist in the area they shall be baited and sealed using the appropriate matching caulking material. The caulking material must have a silicone base and be labeled with wet environments.

3. Provide the proper insect growth regulators within dining room and kitchen facilities three (3) times per year. The service will be provided Summer, Winter and during Spring break in the following areas:

i. BWTech South Kitchen

ii. Main Dining Hall (True Grit’s)

iii. Commons Kitchen and Stations

iv. University Center/Chic-Fila Kitchen

1.1.9 RODENT CONTROL

Contractor will install and maintain automatic trapping devices in receiving areas, dumpster areas, and food storage areas of each food service building. These traps must be inspected and dated on a weekly basis. Install a minimum of four (4) tamper resistant exterior bait stations at all receiving and dumpster areas for each food service location. These stations must be inspected and dated twice a month. All stations should be affixed to the surfaces where they are installed by either gluing or staking each station. All multiple catch traps and tamper resistant stations must have bar codes installed in them to be scanned each time they are serviced. Each unit should be identified by a unique name and when it is scanned the activity level must be noted: no activity, mouse activity, rat activity, baits replaced. It is very important that this activity data is recorded so that the monthly reports can be examined and reviewed with UMBC’s Manager of Facilities Support Services.

True Grit's M/W/F 7am Chick-Fil-A/Starbucks M/W/F 7am Admin Bldg Coffee Shop M/W/F 7am Einsteins Bagels M/W/F 7am Commons Locations M/W/F 7am BWTech South Kitchen F After 1pm

1.1.10 DRAIN CLEANING SERVICES

Provide drain cleaning services every other month using the appropriate enzyme cleaner. These services are designed to dislodge scum build-up where insects develop and breed. The product used should be a blend of bacteria culture and free enzymes which are designed to prevent, reduce and eliminate food sources which support roach, fruit fly and drain fly infestations. Areas of service include all kitchen and serving areas of the main dining room, University Commons and the BWTech South Kitchen.

1.1.11 PIGEON CONTROL SERVICES

The university requires the Contractor to have the ability to mitigate using an appropriate baiting program to control pigeons in the following locations:

a. Biological Science Building

b. Library Building

c. Chemistry Building

d. Parking Garages

These areas should be inspected on a monthly basis for bird activity, if an application of pesticides is needed, contractor must apply for all necessary permits to the appropriate governing agency.

Contractor must remain on site during treatment to ensure that all dead birds are removed and no secondary poisoning occurs.

1.1.12 TERMITE SERVICES

Termite Service will be provided on an as needed basis by contractor. Any licensing for this service will be the responsibility of the contractor. Existing termite warranty locations will stay with current vendors of the specific locations.

1.1.13 BED BUG DETECTION AND TREATMENT

SCOPE OF WORK

1. The contractor shall furnish all labor, transportation, testing, equipment, permits, tools, supervision, insurance, demonstrations, parts, and services for and reasonably incidental to provide bed bug detection and treatment services designed to be proactive and prevent the spread of bed bug infestation. The contractor shall comply with all other requirements specified below for the UMBC campus.

2. Bed Bug detection services shall be designed to be proactive and prevent the spread of bed bugs.

Universities can provide ideal locations for bed bug infestations to exist and breed. Bed bugs can be transported into the Residence Halls by students and carried virtually anywhere in the University by way of backpacks, sport bags etc.

3. K9 Inspection Services- the K9 detection service shall follow these specifications:

a. Annually, each summer, inspect all Residential Life student rooms and common spaces throughout the Campus.

b. The K9 detection service must submit a K9 inspection preparation form to be approved by the University. Once approved, the prep sheet will be provided to residents prior to any K9 inspections.

c. All K9 detection teams must be registered and licensed through Maryland Department of Agriculture. The Contractor must provide copies of the teams’ certification as required by State of Maryland law. The canines must be certified by NESDCA, IBBMA or other approved testing group.

4. Bed Bug Treatment

a. The Contractor shall provide with their bid a detailed description of proposed bed bug treatment strategies. If bed bug activity has been confirmed in a target area, the treatment and pricing shall reflect a 3D approach to K9 inspections and/or treatment.

b. Treatments may include chemical, steam, and thermal heat chamber treatments. It is very important and necessary for the University to have bed bug treatment plans that do not require the shutting down or adjusting sprinkler heads within any University building.

c. The Contractor shall ensure that no fire alarm system be compromised during any bed bug treatment in any University building.

d. The Contractor shall provide and install monitoring devices in treatment areas if a bed bug infestation is found. Monitoring devices may include mattress encasements, volcano (moat) traps, or glue trap monitoring devices.

e. The University may request inspection and treatment for bed bugs at any time during the year in addition to summer Residential Life inspections.

Bidder shall offer pricing for inspection and treatment for such requests.

1.1.14 WILDLIFE SERVICES

The University on occasion does have wildlife issues, such as squirrels, groundhogs, raccoons, snakes, bats, and feral cats. The certified technician, the backup technician and the supervisor must all be licensed and registered with the Maryland Department of Natural Resources. Each individual must have their own permit number.

1.1.15 BWTech South

Provide twice monthly service using the appropriate baits, monitors pheromone traps and trapping devices to control ants, roaches, silverfish, mice and rats. Areas of service consist of kitchenettes, restrooms, custodial closets, mechanical rooms and other common areas.

Contractor will provide a logbook which will be kept at the reception desk area. Contractor must report to the building Maintenance Manager on each service visit.

1.1.16 ACADEMIC BUILDINGS

Contractor will provide weekly service for Academic buildings. The schedule should be set up so that each Academic building is inspected and serviced on a monthly basis. Areas of service will consist of kitchenettes, vending areas, restrooms, custodial closets, mechanical rooms and tunnels. The contractor must inspect these areas of each building; treat areas using the appropriate baits with monitoring and trapping devices.

1.1.17 EMERGENCY SERVICE POLICY

Should any unforeseen pest problems arise between the scheduled visits, the contractor shall provide emergency service on-call within a four (4) hour period, seven (7) days a week, twenty-four (24) hours a day, anywhere on campus.

1.1.18 QUALITY CONTROL

The successful contractor must have the quality control technology to scan insect and rodent activity for each exterior bait station, multi-catch trap, zone monitor or rodent snap traps. The routine service performed at the University should indicate insect activity, rodenticides applied and rodent activity. This technology must allow the Manager of Facilities Support Services access to the insect and rodent activity information, as well as access to create a user ID and access to review all services being performed on the UMBC campus, via the proposers website domain.

1.2 EXCEPTIONS. Animals, insect, plant or cell life for research in science laboratories shall not be harmed.

1.3 WORKMANSHIP AND MATERIALS. The successful contractor shall provide all necessary materials, permits, machines, equipment, technical equipment, tools and labor, etc. as may be necessary to perform the work outlined herein.

1.3.1 The contractor shall perform all work indicated here in a first-class workmanlike manner, as determined by the Manager of Contractual Services. In the event that an area has been overlooked or not managed correctly, UMBC reserves the right to request immediate correction of the condition or to adjust the invoice accordingly. Where inspections indicate that the work is not done according to specifications, the contractor shall promptly correct such deficiencies.

Failure on the part of the contractor to promptly correct any unsatisfactory performance will be grounds for withholding payment of an appropriate portion of the invoice.

1.3.2 The contractor must get prior written approval from the Manager of Contractual Services as to the type of insecticide to be used. Insecticides shall be of a type that will not be harmful to humans in its normal application. Insecticides shall be applied in such a manner as to preclude dissemination of the material through the air handling units throughout the campus.

1.3.3 Poison baits shall be used inside the buildings only after it is determined that the use of traps would be impracticable. Whenever poison baits are used, the contractor shall inform the Manager of Contractual Service in advance. Poisons that constitute an extreme harm to humans shall be placed in bait containers. Such containers shall be of the type that will protect humans from contact with poison bait. In all cases, materials used and the application thereof, must be in full compliance with Local, State and Federal rules and regulations and standards. The University will be indemnified by the contractor and held harmless from liability for misapplications or use of materials not in accordance with standards set forth by appropriate regulatory bodies.

1.3.4 Dead rodents shall be removed from the premises and destroyed in accordance with Local laws and ordinances.

1.3.5 Dead rodents in inaccessible places shall be treated with isobornyl acetate, neutroleum alpha, or similar material. Masking agents or deodorants such as oil of pine, peppermint, wintergreen, formalin, anise or activated charcoal or similar substances shall be used as required.

1.3.6 The successful contractor must have the technology to provide the University with insect, and rodent activity and materials supplied on the campus, via the internet. The University Contract Manager should be able to review any services performed on campus within a ten (10) day period of the service having been performed. This allows the University to not only monitor insects and rodent activity but also allows them to provide data for pesticide applications which may be required by other State agencies. UMBC is trying to stay ahead of the curve, so it has specific information which may be required for “green” date requirements.

1.3.7 In order to render prompt emergency call back and repair service, it is imperative that the contractor’s place of business be located within a thirty (30) mile radius of the University.

1.4 PERSONNEL REQUIREMENTS

The personnel that will be working on this contract must be identified using the Key Personnel Form for the Primary Account Representative and the Staff Form for other support staff. The forms can be found in Exhibit H.

1.4.1 The supervisor, the assigned technician and backup technician all must be certified through the Maryland Department of Agriculture. These same representatives must also have wildlife permits from the Maryland Department of Natural Resource in order to perform wildlife service on campus.

1.4.2 A list of personnel who will perform extermination under this contract must be provided showing in detail the length and type of experience of such personnel and the certifications they possess.

1.4.3 Services must be provided by the successful proposer using the personnel designated above in 1.4.1.

1.4.4 The successful contractor must be licensed through the Maryland Department of Agriculture in the following categories: basic general rodent, termite and bird. The contractor must also have a Wildlife Damage Control operators permit number from the Maryland Department of Natural Resources for each technician assigned to the University.

1.5 OTHER REQUIREMENTS

1.5.1 Offerors must adhere to Exhibit P - Maryland Green Purchasing Pest Management Services – Indoor Specification and Exhibit Q - Maryland Green Purchasing Pest Management Services – Outdoor Specification

1.6 DELIVERABLES

1.6.1 Work Orders

UMBC will provide Work Orders identifying any areas of concern. Work Reports shall be completed and submitted by the end of each day of service.

1.6.2 Service Reports

The Contractor shall provide Service Reports identifying all services performed. Service Reports shall be completed and submitted by the end of each day of service.

1.7 WARRANTY REQUIREMENTS

1.7.1 If applicable, the Contractor shall provide a warranty covering any pest control services performed under this Contract. The warranty shall clearly identify the coverage, duration, and any applicable terms, conditions, or limitations.

SECTION II. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

All technical proposals received by the closing deadline will be evaluated by a committee appointed by the Procurement Officer. The committee may request additional technical assistance from any source within the University System of Maryland, state government, or other sources deemed appropriate.

Technical and price proposals will be evaluated independently.

B. QUALIFYING PROPOSALS

Proposals shall be initially reviewed for compliance with the solicitation requirements. Failure to comply with solicitation requirements may result in a proposal being classified as not reasonably susceptible of being selected for award. Minor irregularities in proposals that are immaterial or inconsequential in nature may be cured or waived whenever it is determined to be in the University's best interest.

C. TECHNICAL EVALUATION

1. After determining compliance with the RFP’s minimum requirements, the evaluation committee will assess and rank technical merit of each proposal in accordance with the criteria below.

2. At the discretion of the Procurement Officer following recommendations by the evaluation committee, a shortlist of qualified proposals may be established during the technical evaluation.

Only shortlisted offerors would continue in the evaluation process; offerors not short-listed shall be so advised.

D. FINANCIAL EVALUATION

Price proposals will be evaluated separately from Technical Proposals. Do not submit price information in the technical proposal. Price Proposals will be requested after a shortlist has been established.

E. DISCUSSIONS - BEST AND FINAL OFFERS

1. The Procurement Officer may invite one or more qualified offerors for oral presentations of their proposals. Discussions or negotiations may be conducted with qualified offerors. With or without discussions, UMBC may determine whether the Offeror to be not responsible or the Offeror’s Proposal to be not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of Proposals and prior to Contract award.

2. When in the best interest of the University, the Procurement Officer may request that qualified offerors revise their initial proposals by submitting best and final offers.

F. EVALUATION CRITERIA

1. The evaluation criteria are listed below in descending order of importance:

a. Offeror’s Response to RFP Objectives and Requirements

b. Offeror’s Capacity and Experience

c. Cost Proposal

d. Past Performance and References

e. Proposed Management and Project Personnel

G. FINAL RANKING AND SELECTION

Following evaluation of the technical and price proposals, the evaluation committee will recommend to the Procurement Officer award to the responsible offeror whose proposal is determined to be the most advantageous to the University.

H. DEBRIEFING

Unsuccessful offerors may request a debriefing. If the offeror chooses to do so, the request shall be submitted in writing to the Procurement Officer within ten days after the offeror knows or should have known its proposal was unsuccessful. Debriefings shall be limited to discussion of the specific offeror's proposal only and shall not include a discussion of a competing offeror's proposal. Debriefings shall be conducted at the earliest feasible time.

SECTION III. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

1. The technical proposal shall be submitted electronically not later than the date and time indicated on the Key Information Summary Sheet.

2. All other correspondence should be directed to the appropriate procurement representative per the instructions contained in this document. The solicitation name and number shall appear in subject line of email along with your company name.

3. Any attachment, or cumulative attachments, at or exceeding 150MB in size will not be accepted by the University email system. Zip files will also not be accepted by the University. Bidders are permitted to separate attachments into multiple, but shall be clearly labeled.

4. If product literature and other publications are needed to supplement offeror’s response, include a reference to the document name and page in text, and insert the product literature, etc. following the last section of the response.

B. EXECUTIVE SUMMARY/TRANSMITTAL LETTER

Each technical proposal shall be covered by an executive summary/transmittal letter, prepared on the offeror’s business stationery, signed by an individual who is authorized to bind the firm to all statements, proposed services, and prices offered. Do not include price information in the transmittal letter.

C. TECHNICAL PROPOSAL

1. Ensure that it is page-numbered and prepared in a clear and concise manner that addresses each part of the RFP. Do not include price information in the technical proposal.

2. Organize the technical proposal in the same sequence as Section I of this RFP, and address each separate item herein, confirming compliance and describing in detail how offeror proposes to meet or exceed each requirement.

D. TECHNICAL PROPOSAL CONTENTS

1. Executive Summary/Transmittal Letter. A brief synopsis that demonstrates offeror’s understanding of the University’s requirements and highlighting offeror’s proposed solution/approach to the project, tax identification number and a statement attesting to all terms and conditions or contract terms that Offeror is taking exception to.

Executive Summary shall also include a statement identifying those portions of the technical proposal considered confidential, or containing proprietary information or trade secrets as detailed in Section V.K.

2. Technical Proposal. Narrative discussing all objectives and requirements as outlined in Section I of this RFP. Organize the technical response in the same sequence as Section I of this RFP, and address each separate item herein, confirming compliance and describing in detail how offeror proposes to meet or exceed each requirement.

3. Key Personnel. Using Exhibit H, provide the names of key offeror personnel proposed for the University’s project, if awarded, emphasizing specific experience on contracts similar in scope and volume to the requirements of this RFP. Note: offeror shall submit forms only for personnel reasonably expected to be committed to the University for the duration of the project.

Include, a minimum, information on the Key Personnel assigned to the University’s contract.

Provide lists names and titles of team members who will be assigned to this Project including assigned project roles and tasks.

In addition to Key Personnel Forms, resumes shall also be submitted for all individuals identified in list.

Clearly define the division of responsibility among members of Offeror’s team.

4. Company Profile. Complete the Company Profile form included with this RFP (Exhibit F), noting the website to be consulted for additional company information.

5. Subcontractors. List each subcontractor proposed for the University’s contract, with a complete description of its role and involvement. Duplicate the "Company Profile" form as necessary for this response.

6. Offeror Experience on Similar or Relevant Projects. Complete the Firm Experience Form (Exhibit G), providing not less than three comparable projects previously undertaken by offeror. Identify the similarities and differences between projects recently completed and the proposed project.

Documented success with strategic planning, higher education, research enterprise planning, and organizational and programmatic restricting to advance work culture including diversity, equity and inclusion is preferred. The University reserves the right to make such investigations, as it deems necessary to confirm the responsibility of offeror. In the absence of information clearly indicating that the offeror is responsible, the Procurement Officer shall decide of non-responsibility.

7. Additional Documentation. Furnish any additional documents that may become part of the final agreement (e.g., Software License Agreements, General Terms & Conditions, etc.).

8. References. Furnish reference data for not less than three (3) comparable projects currently underway or completed, including the name and telephone number of the project manager and/or procurement officer for each. The University reserves the right to make such investigations as it deems necessary to confirm the responsibility of offeror.

9. The University reserves the right to request offeror to furnish its most recent annual financial statements or other financial report to confirm financial capacity and stability.

E. BID/PROPOSAL AFFIDAVIT

Complete the Bid/Proposal Affidavit (Exhibit E) and submit with the technical proposal.

F. MBE UTILIZATION AFFIDAVIT

The MBE Utilization Affidavit is included in this solicitation as Exhibit D. In addition to completing the MBE Utilization Affidavit, offerors are encouraged to: 1) Identify potential MBE(s), the scope of services to be performed by the MBE(s), and the percentage(s) of the total contract price to be paid for said scope of work; and 2) Include evidence of MBE certification for each MBE prime or MBE subcontractor are required of the successful offeror.

G. PERFORMANCE BOND

The successful offeror shall be required to submit a performance bond for the full amount of the first year’s contact value and renew the bond at the beginning of each contract year. The bond shall be in the form included as Exhibit O; information regarding other forms of security allowed under the USM Procurement Policies and Procedures will be provided upon request to the Procurement Officer.

H. ADDENDA ACKNOWLEDGMENT FORM

Should one or more addenda be issued to this RFP, offerors shall acknowledge receipt of each on the Addenda Acknowledgment Form (Exhibit J). Identify each addendum by number and date, sign the form.

I. CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

Complete the Conflict of Interest Affidavit and Disclosure (Exhibit K) and enclose with the technical proposal

J. PRIME CONTRACTOR LIST OF CONTRACTORS

Complete (Exhibit M) and enclose with the technical proposal.

SECTION IV. INFORMATION FOR OFFERORS

A. ISSUING OFFICE AND PROCUREMENT OFFICER

The sole point of contact for purposes of this RFP is the Procurement Officer or his/her representative (hereinafter referred to as Procurement Officer) noted on the Key Information Summary Sheet. Only the information communicated by the Procurement Officer shall be deemed the official position of the University; no other State or University employee, official, or representative has authority to change the requirements of this solicitation. Attempts by offeror to contact members of the evaluation committee or otherwise circumvent this procedure in any manner may be grounds for disqualification.

B. MANDATORY PRE-PROPOSAL CONFERENCE AND SITE VISIT

A pre-proposal conference will be held as noted on the Key Information Summary Sheet. Offerors shall submit questions in writing to the Procurement Officer prior to the pre-proposal conference amd site visit. Attendance of both the pre-proposal conference and site visit are required for proposal acceptance.

To ensure adequate seating, all potential offerors should confirm attendance by returning the Pre- Proposal Conference Response and Site Visit Response Form (Exhibit A), not less than 48 hours in advance of the conference.

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should contact the Issuing Office at nmiller7@umbc.edu five (5) days prior to any meeting scheduled in connection with this solicitation.

C. QUESTIONS AND INQUIRIES

Offerors shall direct all communications regarding this solicitation to the Procurement Officer. Submit questions to the Procurement Officer, in writing (email preferred) not later than the date indicated on the Key Information Summary Sheet. Addenda, if required, will be furnished to all potential offerors known to have received the RFP.

D. INSURANCE

1. The Offeror shall secure, pay the premiums for, and keep in force until the expirations of the contract, and any renewal thereof, adequate insurance as provided below, such insurance to specifically include liability assumed by the Bidder under the contract. Upon award, the successful Bidder shall furnish certificates of insurance.

a. Commercial General Liability Insurance including all extensions; $2,000,000 each occurrence; $2,000,000 personal injury; $2,000,000 products/completed operations; and $2,000,000 general aggregate.

b. Workmen’s Compensation Insurance and Unemployment Insurance as required by the laws of the State of Maryland.

c. If automotive equipment is used in the operation, automobile liability insurance of $1,000,000 combined single limit, each accident.

d. If food products are used in the operation, food products liability insurance, if not included in the Comprehensive, with limits of not less than $1,000,000 for each person and $2,000,000 for each accident.

2. Each policy for liability protection, bodily injury or property damage shall specifically name, on its face, University of Maryland, Baltimore County, as an additional named insured as respects operations under the contract and premises occupied by the Contractor provided, however, with respect to the Contractor’s liability for bodily injury or property damage under items 1.a.-1.e.

above, such insurance shall cover and not exclude Contractor’s liability for injury to the property of the University and to the persons or property of employees, students, faculty members, agents, officers, regents, invitees or guests of the University.

3. Each insurance policy shall contain the following endorsements: “It is understood and agreed that the Insurance Company shall notify in writing procurement officer forty-five (45) days in advance of the effective date of any reduction in or cancellation of this policy.” A certificate of each policy of insurance shall be furnished to the procurement officer. With the exception of Workmen’s Compensation, upon the request of the procurement officer, a certified true copy of each policy of insurance, including the above endorsement, manually countersigned by an authorized representative of the insurance company, shall be furnished to the procurement officer. A certificate of insurance for Workmen’s Compensation together with a properly executed endorsement for cancellation notice shall also be furnished. Following the notice of contract award, the requested certificates and policies shall be delivered as directed by the procurement officer. Notices of policy changes shall be furnished to the procurement officer.

4. All required insurance coverages shall be acquired from insurers authorized to do business in the State of Maryland and acceptable to the University. The insurers shall have a policyholders’ rating of “A-” or better, and a financial size of “Class VII” or better in the latest edition of Best’s Insurance Reports.

E. PROPOSAL DUE DATE

Proposals shall be received at the Issuing Office by the date and time indicated in the Key Information Summary Sheet. Requests for extensions will not be granted, nor will late proposals, late requests for modification, or late requests for withdrawal be considered.

Unless specifically requested, proposals submitted by fax will not be accepted.

F. DURATION OF PROPOSAL OFFER

Proposals submitted in response to this RFP are irrevocable for 120 days following the closing date for proposals or, if requested, the due date for best and final offers (BAFO). This period may be extended by mutual written agreement between the offeror and the University.

G. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with the University System of Maryland (USM) Board of Regents Procurement Policies and Procedures. The procurement method is Competitive Sealed Proposals.

H. BASIS FOR AWARD

1. The University may classify a proposal as "not reasonably susceptible of being selected for award" if it is incomplete or does not meet minimum requirements. The University may also determine that an offeror is non-responsible, i.e., does not have the capacity in all respects to perform the work required.

Should a proposal be judged not reasonably susceptible of being selected for award, or an offeror found not responsible, the proposal will not be considered further; offeror will be notified accordingly.

2. Proposals will be evaluated by an evaluation committee. The committee will recommend award to the responsible offeror whose proposal is determined to be the most advantageous to the University, considering both technical factors and price.

3. Award pursuant to this solicitation is final only upon approval by the appropriate office of the University and/or the State of Maryland, and contract execution on behalf of the University.

I. ALTERNATE PROPOSALS

Neither multiple nor alternate proposals will be accepted.

SECTION V. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

The purpose of this solicitation is to provide information to offerors interested in preparing and submitting proposals to meet the requirements contained herein. Offerors shall familiarize themselves with each section and subsection of this document.

B. ADDENDA TO THE RFP

The University reserves the right to amend this solicitation at any time prior to the proposal due date. If it becomes necessary to amend any part of this solicitation, the Procurement Officer will furnish addenda to all prospective offerors known to the University to have received a copy of the RFP.

Each Offeror shall acknowledge the receipt of all addenda issued by completing Exhibit J, Acknowledgement of Receipt of Addenda, and enclosing it with the technical proposal.

C. PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS

Proposals may be modified or withdrawn by written notice received at the Issuing Office at any time before the proposal due date and time.

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

The University reserves the right to cancel this solicitation, to accept or reject any or all proposals, in whole or in part, received in response to this solicitation, and to waive or permit cure of minor irregularities as its best interests may require.

E. DISCUSSIONS

The University reserves the right to conduct discussions with all qualified or potentially qualified offerors, in any matter necessary to serve its best interests. The University also reserves the right to award a contract based upon written proposals received, without discussions or negotiations.

F. ORAL PRESENTATIONS

Offerors may be required to make oral presentations to University representatives. The Procurement Office will provide notice of the time and place for presentations.

G. INCURRED EXPENSES

The University assumes no responsibility for expenses incurred by offeror in preparing and submitting a proposal, making an oral presentation, or participating in discussions or any other activity in response to this RFP.

H. ARREARAGES

By submitting a response to this RFP, offeror represents that it is not in arrears in the payment of any obligation due and owing 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 award.

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

Each prospective offeror is encouraged to ensure that it is appropriately registered to do business in the State of Maryland, and in good standing with respect to taxes, personal property returns, unemployment insurance, etc., before the closing date.

Failure to complete registration with the State Department of Assessments and Taxation (SDAT) may disqualify an otherwise successful offeror from recommendation for contract award.

J. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straight-forward, concise description of the offeror's ability to fulfill the requirements of this solicitation.

K. PUBLIC INFORMATION ACT NOTICE

Offeror shall give specific attention to identification of those portions of its proposal considered confidential, or containing proprietary information or trade secrets. Upon request, offeror shall provide justification why such material should not be disclosed by the University under the Public Information Act, Title 4, Subtitle 3 of the General Provisions Article, Annotated Code of Maryland.

L. EXECUTION OF PROPOSALS

Proposals shall be typewritten or written legibly in ink, and signed in ink as follows, depending on the offeror's form of business organization:

1. Sole Proprietorship. Proprietor shall sign full name, with address.

2. Partnership and Joint Venture. Submit the proposal in the name of the partnership or joint venture.

Clearly state the partnership name and the identity of each general partner, and execute all affidavits and certificates on behalf of the partnership, or on behalf of each general partner. No provision of any agreement among partners will be binding on the University unless it is disclosed in the offeror’s proposal. Reasonable evidence satisfactory to the University of the authority of one partner to bind other purported partners is required. It is recommended that the proposal contain a copy of the partnership agreement, if one exists. If no partnership agreement exists, and if the number of general partners is reasonably small, each general partner should execute all required documents included in the proposal. At the University's option, all general partners may be required to sign the proposal. Failure to present the University with satisfactory information concerning a purported partnership or joint venture may be grounds for finding a proposal unacceptable.

3. Corporation. An officer or authorized agent of the corporation shall sign with full name, indicate title, and include the name and address of the corporation. In the case of an authorized agent, enclose a letter from an officer of the corporation authorizing said individual to act on behalf of the corporation.

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

Should offeror find discrepancies in the specifications or other provisions included in this solicitation, or be in doubt as to the meaning or intent of any section or subsection herein, offeror shall request clarification from the Procurement Officer. Failure to request clarification prior to the due date shall be a waiver of any claim by the offeror for expenses made necessary by reason of later interpretation of the contract documents, and offeror shall be bound to the University's interpretation. Request clarifications in accordance with the instructions provided in Section IV.D-Questions and Inquires.

N. ORDER OF PRECEDENCE

The contract to be entered into as a result of the RFP ("Contract") will consist of the following Contract Documents, listed in their order of precedence:

1. The contract executed by the parties and/or Purchase Order issued by the University;

2.…