BCCC-FY27-FA-015.pdf

SOLICITATION NO:

BCCC-FY27-FA-015

EMMA NO. BPM059576

ISSUE DATE: October 30, 2026

Multi-Step Invitation For Bid Comprehensive Inventory Assessment and Property

Control Management Improvement Services

SMALL BUSINESS RESERVE DESIGNATED

Minority Business Enterprises, Small Businesses, and Veteran Businesses Are Encouraged to Respond to this

Solicitation.

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve procurement for which award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501 —14-505, Annotated Code of Maryland, and certified in eMaryland Marketplace Advantage for the Small Business Reserve Program are eligible for award of a contract.

For the purposes of a Small Business Reserve Procurement, a small business is a for-profit business, other than a broker, that meets the following criteria:

A. It is independently owned and operated;

B. It is not a subsidiary of another business;

C. It is not dominant in its field of operation;

AND

D. Either:

(1) With respect to employees:

(a) Its wholesale operations did not employ more than 50 persons in its most recently completed 3 fiscal years;

(b) Its retail operations did not employ more than 25 persons in its most recently completed 3 fiscal years;

(c) Its manufacturing operations did not employ more than 100 persons in its most recently completed 3 fiscal years;

(d) Its service operations did not employ more than 100 persons in its most recently completed 3 fiscal years;

(e) Its construction operations did not employ more than 50 persons in its most recently completed 3 fiscal years; and

(f) The architectural and engineering services of the business did not employ more than 100 persons in its most recently completed 3 fiscal years;

OR

(2) With respect to gross sales:

(a) The gross sales of its wholesale operations did not exceed an average of $4,000,000 in its most recently completed 3 fiscal years;

(b) The gross sales of its retail operations did not exceed an average of $3,000,000 in its most recently completed 3 fiscal years;

(c) The gross sales of its manufacturing operations did not exceed an average of $2,000,000 in its most recently completed 3 fiscal years;

(d) The gross sales of its service operations did not exceed an average of $10,000,000 in its most recently completed 3 fiscal years;

(e) The gross sales of its construction operations did not exceed an average of $7,000,000 in its most recently completed 3 fiscal years; and

(f) The gross sales of its architectural and engineering operations did not exceed an average of $4,500,000 in its most recently completed 3 fiscal years.

Note: If a business has not existed for 3 years, the employment and gross sales average or averages shall be the average for each year or part of a year during which the business has been in existence.

Further information on the certification process is available at eMaryland Marketplace Advantage.

NO BID NOTICE

In order to help us improve the quality of the College’s 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 Contract, please email this completed form to the attention of the Procurement Officer (see the Key Information Sheet below for contact information).

Title: Comprehensive Inventory Assessment and Property Control Management Improvement Services Solicitation No: BCCC-FY27-FA-015

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

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we ordinarily provide.

( ) We are inexperienced in the work/commodities required.

( ) Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)

( ) The scope of work is beyond our present capacity.

( ) Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)

( ) We cannot be competitive. (Explain in REMARKS section.)

( ) Time allotted for completion of the Bid/Proposal is insufficient.

( ) Start-up time is insufficient.

( ) Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)

( ) Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in REMARKS section.)

( ) MBE or VSBE requirements. (Explain in REMARKS section.)

( ) Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section.)

( ) Payment schedule too slow.

( ) 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: ________________________________________________________________

ATTENTION: PLEASE EMAIL THE COMPLETED FORM ONLY

STATE OF MARYLAND

BALTIMORE CITY COMMUNITY COLLEGE

KEY INFORMATION SUMMARY SHEET

Contract Title: Comprehensive Inventory Assessment and Property Control Management Improvement Services

Solicitation Number: BCCC-FY27-FA-015

Solicitation Issue Date: October 30, 2026

Issuing Office: Baltimore City Community College

Procurement Officer: Anna Lansaw

Baltimore City Community College 2901 Liberty Heights Avenue Baltimore, MD 21215

Phone: (410) 209-2378 e-mail: alansaw@bccc.edu

Pre-Bid Meeting: November 11, 2026 / 1:00 PM Administrative Conference Room 239B Baltimore City Community College 2901 Liberty Heights Avenue Baltimore, 21215

Closing Date and Time: December 4, 2026 / 4:00 PM EST

Term of Service: 60 Calendar Days from Notice to Proceed.

MBE Subcontracting Goal: 0 %

Small Business Reserve: Yes

Federally Funded: No

TABLE OF CONTENTS

SECTION 1 – GENERAL INFORMATION

1.0 PURPOSE

1.1 BACKGROUND

1.2 OBJECTIVES

1.3 AWARD BASIS

1.4 BID SUBMITTAL INFORMATION

1.5 PRE-BID MEETING

SECTION 2 – MINIMUM QUALIFICATIONS

2.0 MINIMUM QUALIFICATIONS

SECTION 3 – SCOPE OF SERVICES

3.0 SCOPE OF SERVICES (SOS)

3.1 STANDARDS AND COMPLIANCE REQUIREMENTS

3.2 PHASE I – PROPERTY CONTROL AND INVENTORY ANALYSIS AND ASSESSMENT

3.3 PHASE II – GAP ANALYSIS AND RISK ASSESSMENT

3.4 PHASE III – STRUCTURED MITIGATION PLAN DEVELOPMENT

3.5 PHASE IV – INVENTORY MANAGEMENT SYSTEM ASSESSMENT AND RECOMMENDATION .. 11

3.6 PHASE V – TRAINING AND KNOWLEDGE TRANSFER

3.7 OPTIONAL PROJECT MANAGEMENT AND IMPLEMENTATION OVERSIGHT SERVICES

3.8 WORKING HOURS AND POINT OF CONTACT(S)

3.9 BACKGROUND CHECKS

SECTION 4 – PROPOSAL FORMAT AND EVALUATION PROCESS

4.0 PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS

4.1 EVALUATION PROCESS

SECTION 5 – STANDARD TERMS AND CONDITIONS

5.0 INVOICING AND PAYMENTS

5.1 INSURANCE REQUIREMENTS

5.2 PROMPT PAYMENT POLICY

5.3 ADDITIONAL TERMS AND CONDITIONS

5.4 ACCEPTANCE OF TERMS AND CONDITIONS

ATTACHMENT A: BID INFORMATION SHEET

ATTACHMENT B: BID/PROPOSAL AFFIDAVIT

ATTACHMENT C: CONTRACT AFFIDAVIT

APPENDIX 1: TERMS AND CONDITIONS

SECTION 1 – GENERAL INFORMATION

1.0 PURPOSE

1.0.1 Baltimore City Community College ("College" or "BCCC") is soliciting bids from qualified consulting firms to conduct a comprehensive assessment of the College's Property Control Program and lifecycle management practices. The assessment shall evaluate the effectiveness of policies, procedures, internal controls, governance, staffing, technology, records, accountability measures, and compliance processes associated with the management of College-owned property.

1.0.2 The selected Contractor shall utilize a Phased Analysis and Structured Mitigation Plan approach to evaluate the College's current inventory environment, identify operational and control gaps, develop corrective action recommendations, and provide an implementation roadmap for achieving sustainable property control accountability and compliance. The consultant shall also evaluate the College's current tagging and tracking technology environment and provide independent recommendations regarding inventory management system requirements and potential solutions.

1.0.3 This engagement is limited to professional consulting services and does not include the acquisition, implementation, or resale of, software, hardware, or inventory management products.

1.1 BACKGROUND

1.1.1 The College is responsible for managing and tracking property and maintaining inventory and assets across multiple departments, locations, and operational areas. BCCC seeks to strengthen inventory accountability, enhance inventory tracking and reporting capabilities, establish effective inventory governance, and implement best practices to support inventory management and stewardship.

1.1.2 The College requires an independent assessment to evaluate current property control governance, systems, and structure, and related inventory processes. Results of the assessment will provide a structured roadmap for corrective actions and future inventory management improvements.

1.2 OBJECTIVES

1.2.1 The objectives of these services are to:

• Assess current property control structure and inventory management practices, procedures, and controls.

• Evaluate inventory governance and accountability.

• Review inventory records and supporting documentation.

• Conduct targeted physical inventory verification activities.

• Identify risks, deficiencies, inefficiencies, and process gaps.

• Evaluate staffing, training, and operational needs.

• Develop inventory management policies and procedures.

• Develop a Structured Mitigation Plan with prioritized corrective actions.

• Evaluate current inventory technology and management tools.

• Define requirements and recommend inventory management system solutions.

• Develop an implementation roadmap for sustainable inventory management.

1.3 AWARD BASIS

1.3.1 The contract shall be awarded to the lowest responsive and responsible bidder whose Technical Bid has been determined acceptable and whose Price Bid conforms to all requirements of this solicitation.

1.3.2 In determining responsibility, the College may consider factors including:

• Financial capability;

• Experience and past performance;

• Technical competence;

• Availability of personnel and resources;

• Record of contract compliance;

• References from previous clients.

1.3.3 The College reserves the right to:

• Reject any or all bids;

• Waive minor informalities or technical irregularities;

• Request clarification of technical submissions;

• Conduct reference checks;

• Cancel the solicitation when determined to be in the best interest of the College;

• Make no award if it is determined that no bid is in the best interest of the College.

1.3.4 Award shall not be based solely on technical superiority, as technical acceptability will be determined during Step One. Once technical acceptability is established, award will be made to the lowest responsive and responsible bidder meeting all requirements of the solicitation.

1.4 BID SUBMITTAL INFORMATION

All bids, affidavits, and/or responses to attachments shall be submitted through eMaryland Marketplace Advantage (eMMA) under the eMMA solicitation number listed on the Key Information Sheet. Bids must be uploaded into eMMA by the due date and time for consideration. No late bids will be accepted.

Multiple or alternate bids will not be accepted unless otherwise stated in the solicitation documents.

1.5 PRE-BID MEETING

1.5.1 A pre-bid meeting will be held as stated in the key information sheet. This will be an on-site pre-bid meeting to be held at the College in the Administration Building. Prospective Bidders are requested to RSVP to the Procurement Officer noted on the key information sheet.

1.5.2 Each Bidder shall be permitted to, familiarize themselves with the full nature and extent of the work, ask questions, obtain answers to the scope of services (SOS), and obtain clarifications of the Contract. It is the Bidder’s sole responsibility to familiarize themselves thoroughly with the location of the work and the surrounding area as well as the contents of the SOS. Failure to do so does not relieve the successful Bidder from its obligations to comply with all aspects of this solicitation package for the amount they specify as their Bid Price.

1.5.3 All questions concerning this solicitation shall be directed to the Procurement Officer listed on the key information summary sheet.

1.5.4 All work shall begin within thirty (30) calendar days of Notice to Award unless a different date is approved by the Procurement Officer.

SECTION 2 – MINIMUM QUALIFICATIONS

2.0 MINIMUM QUALIFICATIONS

2.1 The Contractor shall have a minimum of five (5) years of experience conducting assessment of property control systems, inventory assessments, operational reviews, and/or similar projects.

2.2 The Contractor should have:

2.2.1 demonstrated experience in conducting assessment and strategic mitigation plans for property control management and systems, and for developing inventory control programs that address corrective action plans,

2.2.2 knowledge of inventory management best practices, internal controls, asset accountability, and compliance requirements,

2.2.3 demonstrated experience in evaluating inventory management technologies and software solutions,

2.2.4 experience supporting higher education institutions, governmental entities, or other public organizations similar in size in scope to BCCC.

2.3 The Contractor shall submit a minimum of three (3) references of similar projects that the College can contact to verify this information with its bid. All references must include the following:

• Company Name

• Company address

• Company phone number

• Name of a contact person

• Email address for the contact person

• Date(s) and scope of services that was completed

SECTION 3 – SCOPE OF SERVICES

3.0 SCOPE OF SERVICES (SOS)

3.0.1 The Consultant shall perform the required services using a Phased Analysis and Structured Mitigation Plan approach designed to provide the College with a comprehensive assessment of its inventory management environment, identification of risks and control deficiencies, and a practical roadmap for corrective action and long-term inventory accountability. The phased approach will allow for a systematic evaluation of the College's inventory records, processes, controls, staffing, training, and technology while ensuring that findings and recommendations are developed in a logical and prioritized manner.

3.0.2 The project shall be executed through sequential phases that include: (1) Inventory Analysis and

Assessment, (2) Gap Analysis and Risk Assessment, (3) Structured Mitigation Plan Development,

(4) Inventory Management System Assessment and Recommendation, and (5) Training and Knowledge Transfer. Each phase is intended to build upon the results of the preceding phase, enabling the Consultant to identify current-state conditions, evaluate operational and compliance risks, develop corrective action strategies, recommend process and technology improvements, and establish an implementation roadmap to support sustainable inventory management practices.

3.0.3 The Consultant shall provide all personnel, expertise, methodologies, and resources necessary to complete the services and deliverables described herein and shall work collaboratively with college stakeholders throughout the duration of the engagement. Findings, recommendations, and corrective actions shall be documented and prioritized based on risk, operational impact, resource requirements, and the College's inventory management objectives.

3.0.4 The Consultant's role under this solicitation is limited to providing the professional consulting services specifically identified in this Scope of Services. Recommendations regarding inventory management systems, software applications, equipment, staffing, or other operational improvements shall be advisory in nature. The College shall retain sole discretion regarding the adoption of any recommendations and shall be under no obligation to purchase, license, implement, or otherwise acquire any software, hardware, products, subscriptions, implementation services, maintenance agreements, or other services recommended by the Consultant that are outside the scope of this solicitation and resulting contract. Any future procurement of products or services identified through this assessment shall be subject to the College's applicable procurement policies, procedures, and approval requirements and may require a separate competitive procurement process.

3.0.5 The Consultant shall maintain independence and objectivity throughout the engagement and shall disclose any actual or potential conflicts of interest related to products, software vendors, implementation services, or other solutions being evaluated as part of this assessment. The recommendations provided shall be based solely on the College's operational requirements, inventory management needs, and best practices.

3.1 STANDARDS AND COMPLIANCE REQUIREMENTS

3.1.1 The Contractor shall perform all services in accordance with applicable industry best practices and inventory management standards. In conducting the Inventory Analysis and Assessment, Gap Analysis and Risk Assessment, Structured Mitigation Plan Development, Inventory Management System Assessment and Recommendation, and Training and Knowledge Transfer activities, the Contractor shall utilize the current Maryland Department of General Services (DGS) Inventory

Control Manual as a primary reference resource for evaluating inventory controls, recordkeeping requirements, physical inventory procedures, accountability, reconciliation practices, reporting requirements, inventory governance, and property management responsibilities.

3.1.2 The Contractor shall assess the College's inventory management practices against the principles, internal control standards, and inventory accountability requirements established within the DGS Inventory Control Manual and identify any gaps, deficiencies, or opportunities for improvement.

Where applicable, the Contractor shall incorporate these standards into its recommendations, corrective action strategies, and Structured Mitigation Plan.

3.1.3 The Contractor shall also consider the College's operational environment, organizational structure, inventory types, and business requirements when developing recommendations. Any recommendations for process improvements, inventory controls, inventory governance, reporting procedures, or inventory management systems shall be aligned with applicable Maryland inventory policies, management principles, and recognized best practices.

3.2 PHASE I – PROPERTY CONTROL AND INVENTORY ANALYSIS AND ASSESSMENT

3.2.1 The Contractor shall conduct a comprehensive assessment of the College's property control and inventory management environment to establish a baseline of current inventory practices, controls, recordkeeping, organizational structure, responsibilities, and supporting systems. The assessment shall identify strengths, weaknesses, risks, inefficiencies, and opportunities for improvement using benchmarks of industry standards, and shall serve as the foundation for subsequent phases of the engagement.

3.2.2 At a minimum, the Contractor shall:

• Assess property control policies, staffing and governance and determine benchmarks and best practices aligned

• Review existing inventory policies, procedures, and internal controls.

• Review inventory governance, accountability, and organizational responsibilities, inventory records, tracking methods, and reconciliation processes, inventory acquisition, storage, transfer, and disposal practices, and current inventory management systems and tools.

• Conduct interviews with key stakeholders and inventory custodians.

• Perform sample-based physical verification of inventory items.

• Identify discrepancies, control weaknesses, risks, and process gaps.

• Evaluate staffing, training needs, and oversight practices.

• Assess inventory reporting and monitoring capabilities.

3.2.3 The Contractor shall also review the College’s inventory management practices and controls against the requirements and guidance contained in the current DGS Inventory Control Manual and identify areas of compliance, noncompliance, deficiencies, and opportunities for improvement.

3.2.4 Deliverable: The Contractor shall submit an Inventory Analysis and Assessment Report summarizing current practices, key findings, identified risks and deficiencies, physical verification results, and preliminary recommendations for corrective action and process improvement. This report shall provide the basis for the Gap Analysis, Risk Assessment, and Structured Mitigation Plan.

3.3 PHASE II – GAP ANALYSIS AND RISK ASSESSMENT

3.3.1 The Contractor shall analyze the information gathered during Phase I to identify inventory management deficiencies, operational risks, control weaknesses, and areas requiring corrective action. The Contractor shall evaluate the impact of identified gaps on inventory accountability, reporting accuracy, compliance, and operational effectiveness and prioritize risks based on significance and potential impact to the College. Corrective action recommendations and inventory management procedures should align, where applicable, with the standards and inventory control requirements established by the DGS Inventory Control Manual

3.3.2 At a minimum, the Contractor shall:

• Perform a gap analysis of current inventory practices and controls.

• Identify inventory control deficiencies and operational weaknesses.

• Assess risks related to inventory loss, theft, misuse, inaccurate records, and inadequate oversight.

• Evaluate compliance with applicable policies and procedures.

• Determine root causes contributing to identified deficiencies.

• Prioritize findings based on risk, impact, and complexity.

3.3.3 Deliverable: The Contractor shall submit a Gap Analysis and Risk Assessment Report identifying deficiencies, risks, root causes, and prioritized areas requiring corrective action.

3.4 PHASE III – STRUCTURED MITIGATION PLAN DEVELOPMENT

3.4.1 The Contractor shall develop a Structured Mitigation Plan that provides a practical roadmap for addressing the deficiencies and risks identified during the assessment. The plan shall include corrective actions, implementation priorities, resource needs, and measures necessary to improve inventory accountability and management practices.

3.4.2 At a minimum, the Contractor shall:

• Develop corrective action recommendations for identified deficiencies.

• Recommend improvements to inventory policies, procedures, and controls.

• Identify staffing, training, and resource requirements.

• Establish implementation priorities and timelines.

• Define responsible parties for implementation activities.

• Develop monitoring and performance measures to track progress and effectiveness.

3.4.3 Deliverable: The Contractor shall submit a Structured Mitigation Plan outlining corrective actions, implementation priorities, resource requirements, timelines, responsible parties, and performance measures.

3.5 PHASE IV – INVENTORY MANAGEMENT SYSTEM ASSESSMENT AND RECOMMENDATION

3.5.1 The Contractor shall evaluate the College's current inventory management tools and technology environment and recommend inventory management system requirements and potential solutions that support the College's operational and reporting needs.

3.5.2 At a minimum, the Contractor shall:

• Assess current inventory tracking systems and technology.

• Identify business and functional requirements for inventory management.

• Evaluate available inventory management system options.

• Assess integration requirements with existing College systems.

• Evaluate inventory management capabilities, reporting functionality, audit trails, user security, and asset tracking features.

• Provide independent recommendations for inventory management system solutions and implementation considerations.

• Provide recommendation to mitigate known discrepancies.

3.5.3 Deliverable: The Contractor shall submit a Property Control and Inventory Management System

Assessment and Recommendation Report that includes system requirements, evaluation criteria, comparative analysis of potential solutions, and recommendations and timelines to address corrective actions.

3.6 PHASE V – TRAINING AND KNOWLEDGE TRANSFER

3.6.1 The Contractor shall provide guidance and knowledge transfer to support the College's implementation of recommended inventory management practices and controls. Training shall focus on strengthening inventory accountability, compliance, monitoring, and oversight responsibilities.

3.6.2 At a minimum, the Contractor shall:

• Develop inventory management procedures and guidance documentation.

• Provide training for designated College personnel.

• Review recommended inventory control and monitoring practices.

• Provide guidance on sustaining inventory accountability and compliance.

• Transfer knowledge necessary to support implementation of recommendations.

3.6.3 Deliverable: The Contractor shall provide Training Materials, Procedures Documentation, and a

Knowledge Transfer Summary documenting the training conducted, materials provided, and recommendations for ongoing inventory management and oversight.

3.7 OPTIONAL PROJECT MANAGEMENT AND IMPLEMENTATION OVERSIGHT SERVICES

3.7.1 At the College's sole discretion, the Contractor may be engaged to provide consulting services to oversee and monitor the implementation of recommendations, corrective actions, process improvements, asset management system enhancements, and property control initiatives resulting from this Contract.

3.7.2 The Contractor shall serve as the College's implementation advisor and provide project management oversight to ensure implementation activities are completed in accordance with the approved project plan, established milestones, and industry best practices.

3.7.3 Services shall include:

• Monitoring implementation progress, schedules, and deliverables.

• Reviewing implementation activities for consistency with approved recommendations.

• Identifying project risks, issues, and corrective actions.

• Providing oversight of physical inventory, asset verification, reconciliation, and asset tagging activities.

• Monitoring asset management system implementation, testing, data migration, and deployment activities.

• Facilitating project status meetings and providing progress reports.

• Advising College leadership on implementation challenges, risks, and improvement opportunities.

• Conducting quality assurance reviews and recommending corrective actions as necessary.

3.7.4 Deliverables - The Contractor shall provide:

• Implementation Oversight Plan.

• Periodic Status Reports.

• Risk and Issue Log.

• Implementation Assessment Reports.

• Final Implementation Evaluation and Recommendations Report.

3.7.5 These services are optional and may be awarded separately from the Base Contract at the

College's discretion.

3.8 WORKING HOURS AND POINT OF CONTACT(S)

3.8.1 Working Hours will be from 8:00 am to 5:00 pm, Monday through Friday. The College is closed on holidays or due inclement weather or other reasons.

3.8.2 Point of Contact(s) for the College:

Dr. Janet Wormack, Vice President of Finance & Administration or Designee Email: jwormack@bccc.edu

Anna Lansaw, Director of Procurement Email: alansaw@bccc.edu Phone: (410) 209-2378

3.9 BACKGROUND CHECKS

3.9.1 Prior to commencing any work under this Contract, the Contractor shall provide the College with a complete list of all personnel who will be assigned to or have access to the work site. The

Contractor shall ensure that all assigned personnel have successfully completed a criminal background check conducted in accordance with applicable federal, state, and local laws.

3.9.2 The Contractor shall provide documentation, in a form acceptable to the College, certifying that each assigned individual has passed the required background check. No personnel shall be permitted to perform work or access the project site until the required documentation has been submitted and approved by the College.

3.9.3 The Contractor shall promptly notify the College of any changes in project personnel and shall provide the same background check documentation for any replacement or additional personnel prior to their assignment to the project.

SECTION 4 – PROPOSAL FORMAT and EVALUATION PROCESS

4.0 PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS

4.0.1 To facilitate a uniform review process, Offerors shall organize their Technical Proposal in the format outlined below. Proposals should be concise yet sufficiently detailed to demonstrate the Offeror's qualifications, experience, understanding of the requirements, and ability to successfully perform the services described in this IFB.

4.0.2 Cover Letter (Maximum 2 pages)

4.0.2.1 The Cover Letter shall include:

• Name and address of the Offeror.

• Primary point of contact, telephone number, and email address.

• A statement committing to provide the services described in the IFB.

• Acknowledgment of any addenda issued.

• Signature of an individual authorized to bind the Offeror contractually.

• Bid/ Proposal Affidavit

4.0.3 Executive Summary (Maximum 3 pages)

4.0.3.1 The Executive Summary shall provide:

• An overview of the Offeror's understanding of the project.

• Summary of the proposed approach.

• Description of the Offeror's qualifications and experience relevant to the engagement.

4.0.4 Company’s Qualifications and Experience (Maximum 5 pages)

4.0.4.1 The Bidder shall provide:

• Company background and organizational history.

• Description of experience providing inventory assessment and inventory control consulting services.

• Experience conducting similar engagements for governmental, educational, or public-sector entities.

• Summary of relevant projects completed within the last five (5) years.

4.0.5 Technical Approach and Methodology (Maximum 15 Pages)

4.0.5.1 The Offeror shall describe its approach to performing the Scope of Services, including:

• Phase I – Inventory Analysis and Assessment.

• Phase II – Gap Analysis and Risk Assessment.

• Phase III – Structured Mitigation Plan Development.

• Phase IV – Inventory Management System Assessment and Recommendation.

• Phase V – Training and Knowledge Transfer.

• Approach to evaluating inventory controls using the Maryland Department of General Services

Inventory Control Manual.

• Project management approach and quality assurance procedures.

• Methodology for conducting interviews, reviews, physical inventory validation, and reporting.

4.0.6 Project Team and Staffing Plan (Maximum 5 Pages)

4.0.6.1 The Offeror shall provide:

• Organizational chart.

• Identification of key personnel assigned to the engagement.

• Description of roles and responsibilities.

• Estimated level of effort by key staff.

4.0.7 Resumes of Key Personnel (Maximum 2 Pages Per Resume)

4.0.7.1 Include resumes for all proposed key personnel highlighting:

• Relevant experience.

• Professional certifications.

• Education and qualifications.

• Similar project experience.

4.0.8 Project Schedule and Deliverables (Maximum 3 Pages)

4.0.8.1 Provide:

• Proposed project schedule.

• Milestones for each phase.

• Deliverable submission timeline.

• Expected project completion date.

4.0.9 References (Maximum 3 Pages)

4.0.9.1 Provide a minimum of three (3) client references for similar projects completed within the last five

(5) years. Include:

• Client name.

• Organization.

• Contact person.

• Telephone number and email address.

• Brief project description.

4.0.10 Required Forms and Certifications

4.0.10.1 Provide all forms, affidavits, certifications, and acknowledgments required by the solicitation.

4.0.11 Formatting Requirements

4.0.11.1 The Technical Proposal shall:

• Be prepared on 8.5" x 11" paper.

• Use a minimum 11-point font size (Times New Roman, Arial, Calibri, or equivalent).

• Use minimum one-inch margins.

• Be consecutively page numbered.

• Include a table of contents.

• Clearly identify each section and subsection as outlined above.

4.0.11.2 Financial Bid Submission

A. The Financial Bid shall be submitted separately from the Technical Proposal and shall include:

• Lump-sum fixed price for all services.

• Detailed cost breakdown by phase.

• Hourly rates for key personnel.

• Any reimbursable expenses, if applicable.

• Pricing validity period of not less than 120 days.

B. The Financial Bid will be uploaded into eMMA as a separately from the financial in the remain sealed until completion of the Technical Evaluation phase and will only be opened for Offerors whose Technical Proposal has been determined acceptable in accordance with the Multi-Step IFB process.

4.0.12 Proposals shall only be accepted via the State’s internet-based electronic procurement system, eMMA.

4.0.13 The Procurement Officer must receive all electronic Proposal materials by the RFP due date and time specified in the Key Information Summary Sheet. Requests for extension of this date or time will not be granted. Proposals received by the Procurement Officer after the due date will not be considered.

4.0.14 Offerors shall provide their Proposals in two separate envelopes through eMMA following the Quick

Reference Guides (QRG) labeled “5 - eMMA QRG Responding to Solicitations (RFP)” for double envelope submissions.

4.0.15 Two Part (Double Envelope) Submission:

A. Technical Proposal consisting of:

1. Technical Proposal in searchable Adobe PDF format, and

2. a second searchable Adobe copy of the Technical Proposal, with confidential and proprietary information redacted (see Section 4.7), and

B. Financial Proposal consisting of:

1. Financial Proposal entered into the price form spreadsheet within eMMA and all supporting material in excel format,

2. Financial Proposal in searchable Adobe PDF format,

3. a second searchable Adobe copy of the Financial Proposal, with confidential and proprietary information removed (see Section 4.7).

4.1 EVALUATION PROCESS

4.1.1 The College will utilize a Multi-Step Invitation for Bids (IFB) procurement process consisting of a Technical Evaluation Phase and a Price Evaluation Phase. The purpose of the multi-step process is to determine which bidders are capable of providing the required services and meeting all mandatory requirements before opening and evaluating price bids.

4.1.2 Step One – Technical Evaluation:

4.1.2.1 During Step One, the College will evaluate each Technical Bid to determine compliance with the requirements of this solicitation. Price bids will remain sealed and will not be opened during this phase.

4.1.2.2 Technical bids will be evaluated on a pass/fail basis and must demonstrate the bidder's ability to perform the required services.

4.1.2.3 Technical Evaluation Criteria

The bidder shall provide evidence demonstrating the following:

A. Experience and Qualifications

• Minimum five (5) years of experience conducting inventory assessments, inventory control reviews, operational assessments, or similar consulting engagements.

• Experience with higher education institutions, governmental entities, or comparable organizations.

• Experience evaluating inventory management practices and inventory management systems.

B. Project Understanding and Methodology

• Demonstrated understanding of inventory management processes and controls.

• Demonstrated understanding of conducting a Phased Analysis and Structured Mitigation

Plan.

• Ability to perform inventory validation, risk assessments, and gap analyses.

C. Personnel Qualifications

• Qualifications and experience of proposed project manager and key personnel.

• Relevant certifications, licenses, and professional credentials.

D. Project Approach

• Ability to perform all services identified in the Scope of Work.

• Ability to meet the required project schedule and deliverables.

• Ability to provide the required reports, recommendations, and training services.

E. References and Past Performance

• Successful completion of similar engagements.

• Quality of references and demonstrated performance.

4.1.2.4 Technical Determination

A. At the conclusion of the technical evaluation, each bidder shall be classified as:

• Acceptable

• Reasonably Susceptible of Being Made Acceptable

• Unacceptable

B. The College may request clarifications from bidders whose submissions are determined to be reasonably susceptible of being made acceptable.

C. Only bidders determined to be Acceptable shall proceed to Step Two.

4.1.3 Step Two – Price Bid Evaluation

4.1.3.1 Price bids shall be opened only for bidders whose technical submissions have been determined acceptable during Step One. Notifications will be sent to bidders’ classification and bid opening date.

4.1.3.2 Price bids will be reviewed to ensure:

• Submission of all required pricing documents;

• Mathematical accuracy;

• Compliance with all pricing requirements contained in the IFB.

4.1.3.3 Following verification, prices shall be ranked from lowest to highest.

SECTION 5 – STANDARD TERMS AND CONDITIONS

5.0 INVOICING AND PAYMENTS

5.0.1 Upon completion and acceptance of the completed work by the State, the Contractor shall submit a proper invoice for payment. This is a firm fixed price contract and single invoice is to be submitted upon completion and acceptance by the College.

5.0.2 According to BCCC’s Procurement Policies and Procedures Section 6.6, a proper invoice must include, without error, the Contractor's federal employer identification number or Social Security number, the Purchase Order Number, and any documentation required by regulation or the procurement contract. The College requires the Contractor's address, phone number, and the address where the work was provided to be included. All invoices must be submitted to the Accounts Payable Department’s email address:

AccountsPayableDept@bccc.edu

Note: Failure to provide a proper invoice may result in a delay in payment.

5.0.3 Unless a payment is unauthorized, deferred, delayed, or set-off under BCCC’s Procurement Policies and

Procedures Section 7.3.7.3, payments to the Contractor will be made no later than 30 days after the State's receipt of a proper invoice from the Contractor. Payment will be considered to be made on the settlement date for an electronic funds transfer payment, or the mailing date of the check for a check payment.

5.0.4 Contractors are entitled to interest on late payments at the rate of 9 percent per annum per COMAR

21.06.09.06 (A) if an invoice is submitted within 30 days after the date of payment and a contract claim has not been filed. The State is not liable for interest accruing more than one year after the 31st day after the agency receives a proper invoice or on unpaid interest.

5.0.5 The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes, and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

5.0.6 Payment of an invoice by the College is not evidence that services were rendered as required under this

Contract.

5.1 INSURANCE REQUIREMENTS

5.1.1 The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised.

5.1.1.1 The following type(s) of insurance and minimum amount(s) of coverage are required:

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under

Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

mailto:AccountsPayableDept@bccc.edu

5.1.2 The College shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

5.1.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

5.1.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the College.

5.1.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

5.1.6 Subcontractor Insurance - The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

5.2 PROMPT PAYMENT POLICY

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract,. Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

5.3 ADDITIONAL TERMS AND CONDITIONS

The remaining terms and conditions are outlined in Appendix No. 1 of the solicitation.

5.4 ACCEPTANCE OF TERMS AND CONDITIONS

5.4.1 By submitting a Proposal in response to this IFB, the Bidder, if selected for award, shall be deemed to have accepted the terms and conditions of this solicitation. Any exceptions to this IFB shall be clearly identified in the Executive Summary of the Technical Proposal. All exceptions will be taken into consideration when evaluating the Bidder’s Proposal. The College reserves the right to accept or reject any exceptions.

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf

ATTACHMENT A: BID INFORMATION SHEET

Contractor is instructed to submit their prices on this Attachment A – Bid Information Sheet via eMMA (www.emma.maryland.gov) in accordance with the terms, conditions, and Scope of Work.

The Bidder shall provide a firm fixed-price bid for all services required under this IFB. Prices shall include all labor, materials, supervision, overhead, travel, meetings, reporting, training, administrative costs, and all incidentals necessary to perform the required services.

The awarded contract shall be based on the total bid amount for all phases. The prices listed on the Bid Information Sheet shall constitute the Contractor's total compensation for the services performed.

Lump Sum Pricing

Item Description Lump Sum Price

1 Phase I – Property Control & Inventory Analysis and Assessment $_____________

2 Phase II – Gap Analysis and Risk Assessment $_____________

3 Phase III – Structured Mitigation Plan Development $_____________

4 Phase IV – Inventory Management System Assessment and Recommendation $_____________

5 Phase V – Training and Knowledge Transfer $_____________

TOTAL $

Estimated Hours by Phase (Informational Only)

Phase Estimated Hours

Phase I – Inventory Analysis and Assessment

Phase II – Gap Analysis and Risk Assessment __________

Phase III – Structured Mitigation Plan Development

Phase IV – Inventory Management System Assessment and Recommendation

Phase V – Training and Knowledge Transfer __________

Total Estimated Hours

Pricing Proposal Requirements – Optional Services

Pricing for Optional Project Management and Implementation Oversight Services shall be proposed separately from the Base Bid and shall not be included in the evaluation of the Base Contract unless specifically identified by the College.

The Contractor shall provide the following pricing information:

Optional Services Pricing Schedule

Position/Service Unit of Measure Fully Burdened Hourly Rate

Project Manager Hour $_________

Senior Property Control Consultant Hour $_________

Asset Management System Consultant Hour $_________

Inventory and Asset Verification Consultant Hour $_________

Executive Advisory Services Hour $_________

In addition, the Contractor shall provide:

Optional Service Fixed Fee (Optional)

Monthly Project Oversight Services $_________ per month

Quarterly Executive Review and Assessment $_________

Final Implementation Assessment Report $_________

All rates shall be fully burdened and shall include all labor, supervision, administrative costs, overhead, travel, materials, and profit necessary to perform the services described herein. No additional compensation shall be paid beyond the rates and prices proposed unless expressly authorized by the College through a written contract modification.

The College reserves the right to utilize any, all, or none of the Optional Services and makes no guarantee regarding the quantity, duration, or value of work that may be assigned under this section.

These bid sheets needs to be uploaded into the eMMA to be considered responsive.

Certification

The undersigned certifies that:

The prices submitted herein are firm and shall remain valid for a period of one hundred twenty (120) calendar days following the bid opening.

The Bidder has reviewed the solicitation documents and understands the requirements of the IFB.

The Bidder agrees to provide all services necessary to complete the Scope of Services for the prices stated herein.

The Bidder acknowledges that Baltimore City Community College is under no obligation to purchase any software, hardware, products, subscriptions, implementation services, maintenance agreements, or additional services that are outside the scope of this IFB.

Signature: _____________________________

Print Name and Title: ________________________________________

Federal ID #_______________________ Date: _______________

Company Name______________________________

Address: ________________________________________

Email Address: ____________________________________

Phone Number: _______________( office) _______________ (cell)

MBE MDOT Cert # (if applicable) _____________ VSBE ____________ SBR _____________

By submitting this bid pricing, the Contractor understands and agrees to comply with all specifications, terms and conditions, and all applicable state and federal laws and regulations. The prices quoted shall be valid for 90 days.

Multiple or alternate pricing are not acceptable unless otherwise stated in solicitation documents.

ATTACHMENT B: BID/PROPOSAL AFFIDAVIT

A. AUTHORITY

I hereby affirm that I, _____________________ (name of affiant) am the ______________ (title) and duly authorized representative of _________________ (name of business entity) and that I possess the legal authority to make this affidavit on behalf of the business for which I am acting.

B. CERTIFICATION REGARDING COMMERCIAL NONDISCRIMINATION

The undersigned Contractor/Offeror hereby certifies and agrees that the following information is correct: In preparing its Bid/proposal on this project, the Contractor/Offeror has considered all Bid/proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in "discrimination" as defined in § 19-103 of the State Finance and Procurement Article of the Annotated Code of Maryland. "Discrimination" means any disadvantage, difference, distinction, or preference in the solicitation, selection, hiring, or commercial treatment of a vendor, subcontractor, or commercial customer on the basis of race, color, religion, ancestry, or national origin, sex, age, marital status, sexual orientation, sexual identity, genetic information or an individual's refusal to submit to a genetic test or make available the results of a genetic test, disability, or any otherwise unlawful use of characteristics regarding the vendor's, supplier's, or commercial customer's employees or owners. "Discrimination" also includes retaliating against any person or other entity for reporting any incident of "discrimination". Without limiting any other provision of the solicitation on this project, it is understood that, if the certification is false, such false certification constitutes grounds for the State to reject the Bid/proposal submitted by the Contractor/Offeror on this project, and terminate any contract awarded based on the Bid/proposal.