C2026-21-P_Campus_Wayfinding_2026_Message_Updates.pdf

101 COLLEGE PARKWAY, ARNOLD, MARYLAND 21012-1895

REQUEST FOR PROPOSALS

PROJECT NO. C2026-21-P

CAMPUS WAYFINDING MESSAGE UPDATES

May 7, 2026

Submit Proposals To:

Heidi Frist Senior Purchasing Agent Anne Arundel Community College hmfrist@aacc.edu

Deadline for Receipt of Proposals: June 12, 2026, 11:00 AM ET mailto:hmfrist@aacc.edu

To All Interested Contractors:

Anne Arundel Community College (AACC) is requesting proposals from qualified signage contractors to modify and update existing exterior wayfinding signage on Anne Arundel Community College’s Arnold campus due to the renovation of the Florestano building to become the new Student Services Center and shall be completed in accordance with the scope of work and specifications outlined in this Request for Proposal (RFP).

A pre-proposal Microsoft Teams meeting is scheduled for Wednesday, May 13, 2026, at 10:00 a.m. ET. Contractors are strongly encouraged to attend. Refer to page 2 of the RFP for additional details.

Proposals must be submitted by email, digitally signed, with the subject line endorsed as:

“RFP: Project C2026-21-P Campus Wayfinding Message Updates” and sent to Ms. Heidi Frist, Senior Purchasing Agent, at .hmfrist@aacc.edu.

Proposals will be accepted until 11:00 a.m. ET on Friday, June 12, 2026. The time stamp used to determine timely receipt will be the College’s email time stamp, not the Contractor’s email sent time stamp. It is the responsibility of each Contractor to ensure delivery prior to the scheduled due date and time.

Copies of the Request for Proposal (RFP) may be obtained from the eMaryland Marketplace Advantage (eMMA) website. Contractors are responsible for downloading all RFP documents and any addenda from this website prior to submitting a proposal. Anne Arundel Community College assumes no liability for damages incurred directly or indirectly as a result of errors, omissions, discrepancies, unauthorized modification of electronic data, transmission errors, HTML browser incompatibilities, or other aspects of electronic communications beyond the control of the College.

Anne Arundel Community College reserves the right to reject any and all submittals and to waive any formalities, informalities, or technicalities as it deems necessary, appropriate, and in the College’s best interest. Final award of contract is subject to the availability of funding for this project.

Sincerely, Heidi Frist Senior Purchasing Agent hmfrist@aacc.edu

Notice of Nondiscrimination: Anne Arundel Community College prohibits all types of discrimination, harassment, sexual misconduct, and retaliation on the basis of race, including hair style and hair texture, color, religion or creed, ancestry or national origin, sex, age, marital status, physical or mental disability, sexual orientation, gender identity, veteran status, citizenship, and genetic information. To file a complaint of discrimination, harassment, sexual misconduct, or retaliation, please contact the chief compliance and fair practices officer/Title IX coordinator at 410-777-1239 or complianceofficer@aacc.edu. Firms/Contractors who need a reasonable accommodation should contact Disability Support Services at DSS@aacc.edu or 410-777- 1411. Requests for most accommodations must be made at least seventy-two (72) hours prior to the event or activity; however, requests for sign language interpreters, live captioning, alternate format books, or assistive technology need to be submitted at least thirty (30) days prior to the event or activity.

mailto:.hmfrist@aacc.edu https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2Fpage.aspx%2Fen%2Fbuy%2Fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2Fpage.aspx%2Fen%2Fbuy%2Fhomepage mailto:hmfrist@aacc.edu mailto:complianceofficer@aacc.edu mailto:DSS@aacc.edu

NON-SUBMITTAL RESPONSE FORM

Please complete this form only if your company will not submit a response.

Project Name: Campus Wayfinding Message Updates Project Number: C2026-21-P

NOTE TO VENDOR:

If your company’s response is a “non-submittal”, Anne Arundel Community College (AACC) is very interested in the reason for such response since AACC desires to ensure that the procurement process is fair, non-restrictive and attracts maximum participation from interested companies. We, therefore, appreciate your responses to this Non-Submittal Response Form.

Please complete and Email to: Heidi Frist, hmfrist@aacc.edu

Please indicate your reason for responding with a “non-submittal”:

□ Unable to meet the requirements for this solicitation.

□ Unable to provide the goods or services specified in this solicitation

□ Unable to meet time frame established for start and or completion of project.

□ Received too late to submit a bid. Received on:

Other (Please explain):

Your response will be reviewed and placed in the solicitation file. Your input will assist AACC in determining changes necessary to increase participation in the solicitation process.

Company name

Company address

Company telephone number

Primary company contact e-mail address

Authorized company official signature Title Date

ANNE ARUNDEL COMMUNITY COLLEGE

REQUEST FOR PROPOSALS PROJECT NO. C2026-21-P

CAMPUS WAYFINDING MESSAGE UPDATES

TABLE OF CONTENTS

RFP COMPLETION CHECKLIST ...................................................................................................................................................................... i

TENTATIVE SCHEDULE OF EVENTS

PART ONE – INSTRUCTIONS & INFORMATION FOR SUBMITTING PROPOSALS

1.1 INTRODUCTION

1.2 CONTACT POINT

1.3 PROPOSAL DOCUMENTS

1.4 PRE-PROPOSAL MICROSOFT TEAMS MEETING

1.5 SITE VISIT

1.6 INTERPRETATIONS, DISCREPANCIES AND OMISSIONS

1.7 RIGHT TO AMEND, MODIFY OR CANCEL RFP

1.8 TWO VOLUME PROPOSAL

1.9 SUBMISSION OF PROPOSALS

1.10 CONFIDENTIAL/PROPRIETARY INFORMATION

1.11 LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS

1.12 ERRORS IN PROPOSALS

1.13 EVALUATION OF PROPOSALS

1.14 INTERVIEWS

1.15 FINANCIAL STABILITY

1.16 CRITERIA FOR CONTRACTOR SELECTION AND EVALUATION OF PROPOSALS

1.17 ANNE ARUNDEL COMMUNITY COLLEGE RESERVED RIGHTS

1.18 AWARD OR REJECTION OF PROPOSAL

1.19 VENDOR INFORMATION

1.20 NOTICE TO PROCEED

1.21 DEBRIEFINGS

1.22 PROTESTS TO BID OR PROPOSAL RESULTS

PART TWO – SUBMITTAL FORMAT

2.1 INTRODUCTION

2.2 GENERAL ORGANIZATION OF CONTRACTOR’S PROPOSAL CONTENTS

2.3 SECTION 1.0 – TITLE PAGE

2.4 SECTION 2.0 – CONTRACTOR’S QUALIFICATIONS AND RELEVANT EXPERIENCE

2.5 SECTION 3.0 – DISCLOSURE OF CONDITIONS AFFECTING PERFORMANCE

2.6 SECTION 4.0 – STATEMENT OF WARRANTY/GUARANTEE

2.7 SECTION 5.0 – VALUE ADDED

2.8 SECTION 6.0 – REFERENCES

2.9 SECTION 7.0 – SUBCONTRACTORS

2.10 SECTION 8.0 – CONTRACTOR’S PRICE PROPOSAL

2.11 SECTION 9.0 – ACKNOWLEDGEMENT OF ADDENDA

2.12 SECTION 10.0 – CONFLICT OF INTEREST STATEMENT

2.13 SECTION 11.0 – PARTICIPATION IN PROCUREMENT STATEMENT

2.14 SECTION 12.0 – BID/PROPOSAL AFFADAVIT

2.15 SECTION 13.0 – PERFORMANCE AND PAYMENT BOND

2.16 SECTION 14.0 – BID/PROPOSAL SECURITY

2.17 SECTION 15.0 – SITE SAFETY REQUIREMENTS ACKNOWLEDGMENT

2.18 SECTION 16.0 – PROOF OF INSURANCE

2.19 SECTION 17.0 – MINORITY PARTICIPATION

PART THREE – GENERAL CONDITIONS OF CONTRACT

3.1 ADDITIONAL TERMS AND CONDITIONS

3.2 CONTRACT PROVISIONS FOR CONTRACTS UNDER FEDERAL AWARDS

3.3 GOVERNING LAW

3.4 RELATIONSHIP OF PROPOSAL AND FINAL CONTRACT

3.5 CONTRACT ADMINISTRATION

3.6 CONTRACT TYPE AND PAYMENT SCHEDULES

3.7 REVISIONS AND CHANGES TO CONTRACT

3.8 CONFIDENTIAL AND SENSITIVE INFORMATION (CSI)

3.9 NON-VISUAL ACCESS

3.10 ACCESSIBILITY (IF APPLICABLE)

3.11 CONFIDENTIALITY

3.12 NON-PERFORMANCE OF WORK

3.13 PRICE ADJUSTMENTS FOR ANNUAL MAINTENANCE (IF APPLICABLE)

3.14 PRICE ADJUSTMENTS FOR GOVERNMENT IMPOSED TARIFFS

3.15 INSURANCE

3.16 RETAINAGE

3.17 NEW MATERIAL

3.18 DAMAGES

3.19 LIQUIDATED DAMAGES

3.20 BACKGROUND CHECKS FOR CONTRACTOR AND SUBCONTRACTORS

3.21 COOPERATIVE PURCHASING (IF APPLICABLE)

CAMPUS WAYFINDING MESSAGE UPDATES

TABLE OF CONTENTS (continued)

PART FOUR – SCOPE OF WORK

APPENDIX A – GENERAL TERMS AND CONDITIONS OF CONSTRUCTION

APPENDIX B – AACC SIGNAGE & WAYFINDING GUIDELINES

APPENDIX C – SPECIFICATIONS & DRAWINGS

APPENDIX D – VOLUME ONE SUBMITTAL DOCUMENTS

SECTION 1.0 – TITLE PAGE

SECTION 2.0 – CONTRACTOR’S QUALIFICATIONS AND RELEVANT EXPERIENCE

SECTION 3.0 – DISCLOSURE OF CONDITIONS AFFECTING PERFORMANCE

SECTION 4.0 – STATEMENT OF WARRANTY / GUARANTEE

SECTION 5.0 – VALUE ADDED

SECTION 6.0 – REFERENCES

SECTION 7.0 – LIST OF SUBCONTRACTORS

APPENDIX E – VOLUME TWO SUBMITTAL DOCUMENTS

SECTION 8.0 – CONTRACTOR’S PRICE PROPOSAL

SECTION 9.0 – ACKNOWLEDGEMENT OF ADDENDA

SECTION 10.0 – CONFLICT OF INTEREST STATEMENT

SECTION 11.0 – PARTICIPATION IN PROCUREMENT STATEMENT

SECTION 12.0 – BID/PROPOSAL AFFIDAVIT

SECTION 13.0 – PERFORMANCE AND PAYMENT BOND

SECTION 14.0 – BID SECURITY

SECTION 15.0 – SITE SAFETY REQUIREMENTS ACKNOWLEDGMENT

SECTION 16.0 – INSURANCE

SECTION 17.0 –MINORITY PARTICIPATION

CAMPUS WAYFINDING MESSAGE UPDATES

RFP COMPLETION CHECKLIST

The checklist is a summary of some of the required components of the RFP. It is provided as a convenience to proposers, but is not intended to be all-inclusive or to imply acceptance or evidence of compliance by its use. It is the responsibility of the proposer to submit complete and compliant proposal.

Volume One Technical Proposal

____ Section 1.0, Title Page.

____ Section 2.0, Contractor’s Qualifications and Relevant Experience

____ Section 3.0, Disclosure of Conditions Affecting Performance

____ Section 4.0, Statement of Warranty/Guarantee

____ Section 5.0, Value Added

____ Section 6.0, References

____ Section 7.0, Subcontractors

Volume Two College Submittal Documents

____ Section 8.0 Contractor’s Price Proposal

____ Section 9.0 Acknowledgement of Addenda

____ Section 10.0 Conflict of Interest Statement

____ Section 11.0 Participation in Procurement Statement

____ Section 12.0 Bid/Proposal Affidavit

____ Section 13.0 Performance and Payment Bond

____ Section 14.0 Bid/Proposal Security

____ Section 15.0 Site Safety Requirements Acknowledgment

____ Section 16.0 Proof of Insurance

____ Section 17.0 Minority Participation

C2026-21-P

ANNE ARUNDEL COMMUNITY COLLEGE

REQUEST FOR PROPOSALS PROJECT NO. C2026-21-P

CAMPUS WAYFINDING MESSAGE UPDATES

TENTATIVE SCHEDULE OF EVENTS

05/07/26 RFP Advertisement posted on eMaryland.

05/13/26 Pre-Proposal TEAM Meeting, 10:00 a.m. ET. See pages 2 & 3 for details.

05/15/26 Site Visit 10:00 a.m. ET. See page 3 for details.

05/15/26 Addendum with the minutes from the PPCONF posted on eMaryland.

05/22/26 College Closed – Employee Appreciation Day

05/25/26 College Closed – Memorial Day

05/26/26 Cut-off date for questions and requests. All questions and requests must be submitted by Email to hmfrist@aacc.edu, no later than 11:00 a.m. ET.

05/29/26 Addendum posted on eMaryland, if applicable.

06/12/26 Proposals are due no later than 11:00 a.m. ET. Proposals must be submitted by Email to hmfrist@aacc.edu, no later than 11:00 a.m. ET.

Proposals may be submitted at any time prior to this date and time.

Proposals will not be publicly opened.

06/12/26 – 6/22/26 Evaluation of Proposals by College officials.

06/19/26 College Closed – Juneteenth Day

6/25/26 – 6/26/26 Interview with Qualified Contractor(s) (optional)

06/30/26 Successful Contractor notified of contract award.

07/03/26 College Closed – Independence Day

07/14/26 Purchase Order and Notice to Proceed issued

TBD Start Work

02/26/27 Substantial Completion

03/31/27 Final Completion

*Schedule is tentative and can change at any time.

END OF SECTION

PART ONE – INSTRUCTIONS & INFORMATION FOR SUBMITTING PROPOSALS

1.1 INTRODUCTION

Anne Arundel Community College (AACC) is requesting proposals from qualified signage contractors to modify and update existing exterior wayfinding signage on Anne Arundel Community College’s Arnold campus due to the renovation of the Florestano building to become the new Student Services Center and shall be completed in accordance with the scope of work and specifications outlined in this Request for Proposal (RFP).

To learn more about Anne Arundel Community College, please visit AACC Fast Facts.

1.2 CONTACT POINT

Questions concerning this Request for Proposals (RFP) must be made in writing and emailed to: Heidi Frist, Senior Purchasing Agent, Email: hmfrist@aacc.edu.

Contractors, including third-party Contractors or their staff, should not contact other College employees, faculty or any related constituency for purposes associated with the RFP. Contact includes but is not limited to obtaining or providing information regarding this RFP. Contractors failing to comply with this requirement may be disqualified.

The College may designate one or more of its employees as liaison to interested Contractors at its discretion. This designation may be made after the proposal submission deadline. Communication between the Contractor and the College would then be made through the designated liaison after that point.

1.3 PROPOSAL DOCUMENTS

Copies of the Request for Proposal (RFP) may be obtained from the eMaryland Marketplace Advantage (eMMA) website. Offerors assume the responsibility of downloading RFP documents and addendums from this website prior to submission of their proposal. Anne Arundel Community College assumes no liability for damages incurred directly or indirectly as a result of errors, omissions, discrepancies, unauthorized modification of electronic data, errors in transmission, HTML browser incompatibilities, and other aspects of electronic communications that are beyond the control of the College.

Prospective offerors are solely responsible for obtaining any addendums which are issued. All RFP addendums will be posted on eMaryland Marketplace Advantage (eMMA). Addendums to this solicitation could occur shortly prior to RFP opening (sometimes within as little as 24 hours). It is the potential Contractor’s responsibility to frequently visit eMaryland Marketplace Advantage (eMMA) website to obtain addendums.

The College does not provide solicitation documents in an alternate format from those posted on the eMaryland Marketplace Advantage (eMMA) website.

The College provides copies of the RFP on the terms stated above for the sole purpose of obtaining proposals for the work described in the RFP. The College does not grant permission for any other use of these documents.

1.4 PRE-PROPOSAL MICROSOFT TEAMS MEETING

A pre-proposal Microsoft Teams meeting is scheduled for Wednesday, May 13, 2026, at 10:00 a.m.

ET. Contractors are strongly encouraged to attend. Contractors should make sure they have audio and visual access to the meeting. To join the Teams meeting, use the following link/information:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/252779812004913?p=mNy4a9OmNSmY15Q8qd Meeting ID: 252 779 812 004 913 Passcode: Xv38F8og Need help? | System reference https://www.aacc.edu/about/fast-facts/ mailto:hmfrist@aacc.edu https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://teams.microsoft.com/meet/252779812004913?p=mNy4a9OmNSmY15Q8qd https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDMzMWQ4NzQtN2U4Ny00ZjE3LWFiOTAtM2NhMGEwMjZjOWVl%40thread.v2/0?context=%7b%22Tid%22%3a%2236597c6b-c613-484e-86f7-5b992342257a%22%2c%22Oid%22%3a%224c578458-319a-47c4-b9ac-5be76e341c1c%22%7d

Dial in by phone +1 240-491-0163,,58649627# United States, Bethesda Find a local number Phone conference ID: 586 496 27# For organizers: Meeting options | Reset dial-in PIN

1.5 SITE VISIT

A site visit will be offered at 10:00 a.m. ET on Friday, May 15, 2026. A site visit is not mandatory;

however, contractors are strongly encouraged to visit the site. Contractors will meet a college representative in the lobby of the Central Services Building (CSB) located on the Arnold Campus promptly at 9:30 a.m. Please visit AACC's Locations and Maps for directions to and around campus.

1.6 INTERPRETATIONS, DISCREPANCIES AND OMISSIONS

Contractors must carefully examine the RFP and related documents. Should any Contractor find discrepancies or omissions in this RFP or be in doubt as to the content or meaning of any aspect of this document, the Contractor should direct inquiries and/or requests for clarification of the documents, specifications or the process as a whole in writing to Heidi Frist, Senior Purchase Agent, hmfrist@aacc.edu by May 26, 2026 by 11:00 a.m. ET. The submission of a proposal will indicate that the Contractor thoroughly understands the terms of the RFP.

Contractors are advised that the College reserves the right to use its best judgment in providing or not providing a response to any question(s) received after the above cutoff date for questions.

1.7 RIGHT TO AMEND, MODIFY OR CANCEL RFP

The college reserves the right, at its sole discretion, to amend or modify any provisions of the RFP or to withdraw the procurement at any time prior to the award of a contract. This final decision will be based on the college’s best interest.

The college reserves the right to change the contents of this RFP where necessary for the proper fulfillment of the intent of this procurement. Changes will be made in the form of written addenda. All addendums will be posted on the eMaryland Marketplace website. Offerors are solely responsible for obtaining any addendums. Addendums to solicitations often occur shortly prior to proposal opening (sometimes within as little as 24 hours). It is the potential contractor’s responsibility to frequently visit the eMaryland Marketplace website to obtain addendums.

Verbal changes to the RFP are not valid unless confirmed by written addenda.

1.8 TWO VOLUME PROPOSAL

The selection procedure for this procurement requires an independent evaluation of the technical proposal and College submittal documents. This separation allows for evaluation of technical proposals on their technical merit only. Consequently, each Contractor shall submit its proposal in two separately sealed volumes. Refer to Part Two - Submittal Format, paragraph 2.2 General Organization of Submittal Contents, page 8 of the RFP.

1.9 SUBMISSION OF PROPOSALS

Respondents must be registered on eMaryland Market Place Advantage (eMMA).

Respondents must submit their proposal on the forms provided in this RFP. Both volumes must be submitted as separate PDF files, labeled appropriately, and sent in one email. Proposals must be digitally signed and endorsed in the subject line of the email “RFP C2026-21-P Campus Wayfinding Message Updates” to Ms. Heidi Frist, Senior Purchasing Agent, email: hmfrist@aacc.edu. Proposals will be received until Friday, June 12, 2026, no later than 11:00 a.m. ET. The time stamp that will be considered for the timely receipt of proposals will be the college’s email time stamp, NOT the proposer’s email sent time stamp. It is the responsibility of each Contractor to ensure that their proposal is delivered prior to the scheduled due date and time.

tel:+12404910163,,58649627 https://dialin.teams.microsoft.com/1864aad7-c956-4642-abc7-e9c66f7b728c?id=58649627 https://teams.microsoft.com/meetingOptions/?organizerId=4c578458-319a-47c4-b9ac-5be76e341c1c&tenantId=36597c6b-c613-484e-86f7-5b992342257a&threadId=19_meeting_ZDMzMWQ4NzQtN2U4Ny00ZjE3LWFiOTAtM2NhMGEwMjZjOWVl@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://www.aacc.edu/about/locations/ mailto:hmfrist@aacc.edu https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Proposals will not be accepted electronically through eMaryland Marketplace Advantage (eMMA).

All costs incurred by the responding Contractors associated with the preparation, submission, presentation of proposals and attendance at meetings, including but not limited to, costs related to transportation, meals, lodging, bonding and other related expenses, if applicable, will be the sole responsibility of the respondent(s) and will not under any circumstances be reimbursed by the college.

1.10 CONFIDENTIAL/PROPRIETARY INFORMATION

Contractors should give specific attention to the identification of those portions of their proposals which they deem to be confidential, proprietary information or trade secrets. Contractors must clearly indicate each and every section that is deemed to be confidential, proprietary or a trade secret. It is not acceptable to preface the entire proposal with a confidential or proprietary statement.

1.11 LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS

It is the Contractor’s responsibility to ensure that its proposal is received by the Senior Purchasing Agent, Heidi Frist, at hmfrist@aacc.edu no later than 11:00 a.m. ET June 12, 2026. The time stamp that will be considered for the timely receipt of proposals will be the college’s email time stamp, NOT the bidder’s email sent time stamp.

Proposals may be submitted at any time prior to this date and time. Any proposal, request for withdrawal or request for modification received after this date and time is late.

Late proposals, withdrawals, or request for modifications will not be considered unless it is received before award is made and the late proposal would have been timely but for the sole or paramount action or inaction of college personnel.

A late modification of a successful proposal that makes its terms more favorable to the College shall be considered at any time it is received and may be accepted.

1.12 ERRORS IN PROPOSALS

Contractors are responsible for the accuracy of their proposals. Respondents may withdraw or modify a proposal if notice of withdrawal or modification is received by the Senior Purchase Agent before the latest time specified for the receipt of proposal. All proposals are considered final after the date and time designated for receipt of proposal. Proposals may not be withdrawn, modified or canceled for a period of 180 days after the date and time designated for receipt of proposals. Withdrawal of a proposal after the deadline for receipt of proposals will not be permitted, except in those cases where, in the sole judgment of the College, based upon clear and demonstrable evidence, the proposing Contractor has made a bona fide error in the preparation of the proposal and such error will result in substantial loss to the Contractor. In that instance, an exception may be made by the College. Negligence on the part of the Contractor in preparing its proposal confers no right of withdrawal, modification or cancellation of the proposal after the deadline for receipt of proposals.

Contractors are responsible for the accuracy of their proposed prices. In the event of a discrepancy between the unit price and its extension, the unit price will govern. In the event of a discrepancy between written words and figures on the proposal forms, the amount stated in written words will govern.

The College may contact any and all Contractors to verify information included in a proposal and may clarify any questions regarding the information submitted in the proposal to make sure the submitted proposal is both responsive and responsible. The College may waive or permit cure of minor irregularities. The College may waive any formalities, informalities and technicalities in evaluation of the proposal as are deemed appropriate, necessary and in the College’s best interest.

1.13 EVALUATION OF PROPOSALS

Proposals must meet the proposal requirements as stated under Part Two – Submittal Format on page 8 of this RFP. Proposals that fail to meet one or more of the criteria may be ineligible for award.

The College selection and evaluation committee will utilize information submitted by the qualified Contractors to evaluate technical proposals. The qualified Contractors will be evaluated based on the following criteria:

• Company Information

• Contractor’s Qualifications and Relevant Experience

• Supplemental written information requested by the panel, if applicable.

Award will be based upon factors in addition to price and may not necessarily be made to the lowest offer. The Contractor(s) that is judged to be best qualified to render the services, price and other factors considered, will be selected. It is the College’s intent to award the contract to the Contractor(s) which, based upon the criteria for evaluation, is the most responsive and responsible Contractor for the provision of the work.

The College reserves the right to negotiate or modify any element of the proposal evaluation process to secure the best possible arrangement for achieving the stated purpose.

The College reserves the right to conduct any investigations deemed necessary to determine the ability of a Contractor to provide the work as specified herein. This includes the right to contact any current and past customer of the Contractor in order to assist with the verification of references or to determine the vendor’s degree of qualification.

The College reserves the right to clarify information submitted in a proposal to determine whether an error has been made or whether a waiver of formality, informality or technicality is appropriate.

Contractors must provide all information and data necessary for the College to determine if the proposal is responsible and responsive to the RFP’s requirements as stated herein.

1.14 INTERVIEWS

A college evaluation team will utilize the information submitted to evaluate proposals. Based on the outcome of the initial evaluation, one or more Contractors may be required to meet virtually or in person with college officials for clarification and questions. Information provided during the interview will be used to supplement the prior evaluation of the written technical proposal and the final evaluation of technical capabilities will take into account both the written technical proposal and the interview. The evaluation team will again rank the proposals and forward the recommended final technical ranking to the Purchasing Agent for further consideration.

Interviews are an option of the college and may or may not be conducted. Contractors shall not rely on the possibility of being required to virtually meet with college officials and shall submit a complete and comprehensive written response to this solicitation. If the college elects to invite a Contractor or Contractors to be interviewed, Contractors agree to be available on date(s) specified by the college (see tentative schedule of events on page 1). The Contractor’s key personnel who will be assigned to this project will be required to be in attendance and be prepared to conduct an oral review of their proposal. Failure to be available on specified dates may lead the college to elevate another proposal for further consideration.

1.15 FINANCIAL STABILITY

The College, at any time during the RFP process, before and/or after receipt of proposals and before and/or after award of contract, may require additional documentation to provide evidence of financial stability, and to reduce the risk exposure of the College. Additional documentation may include but not be limited to:

• Independently audited, reviewed or compiled financial statements for the two most recent complete years. Financial statements should include Balance Sheet, income statement and statement of cash flows, as well as notes, disclosures, and/or opinions as referenced in the auditor’s report.

• If audited, reviewed, or compiled financial statements are not available, the Contractor shall provide all the following documents to support financial stability:

a. A letter of reference from the Contractor's bank or financial institution;

b. Credit reference letters;

c. Internal financial statements;

d. The two most recent years’ tax returns.

• Complete Dun & Bradstreet report inclusive of a Dun & Bradstreet rating, interim internal financial reports, performance bond, letter of credit, or the establishment of an escrow account.

FAILURE TO PROVE FINANCIAL STABILITY MAY RENDER THE CONTRACTOR’S PROPOSAL

NON-RESPONSIVE AND INELIGIBLE FOR AWARD.

1.16 CRITERIA FOR CONTRACTOR SELECTION AND EVALUATION OF PROPOSALS

Although cost must always be taken seriously into consideration in making a determination regarding award of contract, the College will specifically evaluate Proposals on the basis of the following criteria:

Cost 60% Qualifications and Relevant Experience 30% Minority Participation 5% Overall, any other factors the College may deem appropriate 5%

1.17 ANNE ARUNDEL COMMUNITY COLLEGE RESERVED RIGHTS

Anne Arundel Community College reserves the right to:

• Adopt any or all portions of the Contractor’s proposal to best serve the needs of the College;

• Modify or waive minor irregularities and technical defects in the Contractor’s proposal to protect the best interest of the College.

• Negotiate or modify any element of the proposal evaluation process to secure the best possible arrangement for achieving the stated purpose.

• Conduct any investigations deemed necessary to determine the ability of a Contractor to provide the work as specified herein. This includes the right to contact any current and past customer of the Contractor in order to assist with the verification of references or to determine the vendor’s degree of qualification.

• Clarify information submitted in a proposal to determine whether an error has been made or whether a waiver of formality, informality or technicality is appropriate. Contractors must provide all information and data necessary for the College to determine if the proposal is responsible and responsive to the RFP’s requirements as stated herein.

1.18 AWARD OR REJECTION OF PROPOSAL

The contract will be awarded to the Contractor(s) complying with all the provisions of this RFP and the stated criteria, subject to the availability of funding and provided it is the best interest of Anne Arundel Community College to award the contract.

Anne Arundel Community College may reject any and all proposals, at any time, whenever such is in the best interest of the college. A Contractor’s proposal may be rejected for one or more, but not limited to the following reasons:

• Failure of the Contractor(s) to submit a bid within the time frames specified;

• Failure of the Contractor(s) to provide the required information;

• Failure of the Contractor(s) to respond to the request for clarification, presentation or demonstration;

• Failure of the Contractor to follow the prescribed RFP instructions, including preparation, submission and response format;

• Collusion among or between Contractors;

• Unbalanced proposals whereby the prices quoted for some work are inconsistent with prices quoted for similar work;

• Lack of responsibility on the part of the Contractor;

• Financial instability of Contractor submitting the proposal;

• Failure of the Contractor to successfully negotiate a contract;

• Submission of a proposal that does not meet the college’s requirements as outlined.

The college reserves the right to reject any proposal should the evidence submitted by the Contractor, or the college’s investigation, fail to demonstrate the Contractor’s ability to fulfill the contractual obligations herein.

Conditional Proposals will not be accepted.

If the Contractor, to whom an award is made, fails to execute the contract as specified, the award may be annulled and the contract awarded to the second most responsive and responsible Contractor. The second Contractor will be required to fulfill every stipulation included herein, as if it was the original party to whom the award was made. If the second Contractor fails to fulfill its obligations, the college may reject any and/or all of the proposals at its discretion.

1.19 VENDOR INFORMATION

Upon contract award, the successful Contractor will be required to:

• Self-register in the College’s procurement system (Unimarket)

• Have a valid Sam.gov registration.

1.20 NOTICE TO PROCEED

Upon determination of the most responsive and responsible Contractor, a notice of award will be sent to the successful Contractor. Non-award letters will also be issued. The specified contract time will begin on the date of the “Notice of Award.” Both the Contractor and the College will work diligently to process and agree to a written contractual agreement within 10 days after the notice of award has been issued.

1.21 DEBRIEFINGS

Debriefing of an unsuccessful Contractor will be conducted upon written request submitted to the purchasing agent within ten (10) days of the announcement of the recommended award. This debriefing will be oral and be limited to a discussion of the unsuccessful Contractor’s proposal only and will provide information on areas in which it was deemed weak or deficient.

1.22 PROTESTS TO BID OR PROPOSAL RESULTS

An interested party (actual bidder, offeror, or contractor) may protest an award or proposed award of a contract for goods or services to all publicly solicited items or services with a value of $50,000 or more.

The protest must be submitted in writing, addressed to the Director of Purchasing & Contracting, and be clearly marked as “Protest” on the outside of the envelope within seven days of the announcement of award.

END OF SECTION

https://sam.gov/

PART TWO – SUBMITTAL FORMAT

2.1 INTRODUCTION

All Proposals are expected to be prepared in accordance with the format listed below. Furthermore, respondents must submit their proposal on the forms provided in this RFP. Both volumes must be submitted as separate PDF files, labeled appropriately, and sent in one email. Proposals must be digitally signed and endorsed in the subject line of the Email “RFP C2026-21-P Campus Wayfinding Message Updates” to Ms. Heidi Frist, Senior Purchasing Agent, Email: hmfrist@aacc.edu. (refer to paragraph 1.9 Submission of Proposals, on pages 3 & 4). Proposals should be emailed by the due date and time as indicated.

Proposals should be clear and concise. Utilize a table of contents for ease in finding necessary information. Contractors should supply any documentation or literature that will facilitate evaluation of their qualifications. Respondents are encouraged to be as aggressive and creative as possible in their proposals. A transmittal letter should accompany the Contractor’s Proposal. The purpose of this letter is to transmit the Proposal; therefore, it should be brief, but shall list all items contained within the Proposal. The letter must be signed by an individual who is authorized to bind the Contractor to all statements contained in the Proposal.

Each Contractor’s proposal will be evaluated on the factors listed below. Proposals should address each section as outlined in order for the Selection and Evaluation Committee to make a proper and complete evaluation of the Contractor’s capabilities and response. Proposals not in conformance with or responsive to the stated requirements may be rejected at the discretion of College officials.

2.2 GENERAL ORGANIZATION OF CONTRACTOR’S PROPOSAL CONTENTS

Proposals must be organized in the following format:

Volume One Technical Proposal:

Section 1.0 Title Page Section 2.0 Contractor’s Qualifications and Relevant Experience Section 3.0 Disclosure of Conditions Affecting Performance Section 4.0 Statement of Warranty/Guarantee Section 5.0 Value Added Section 6.0 References Section 7.0 Subcontractors

Volume Two Submittal Documents:

Section 8.0 Contractor’s Price Proposal Section 9.0 Acknowledgement of Addenda Section 10.0 Conflict of Interest Statement Section 11.0 Participation in Procurement Statement Section 12.0 Bid/Proposal Affidavit Section 13.0 Performance and Payment Bond Section 14.0 Bid/Proposal Security Section 15.0 Site Safety Requirements Statement Section 16.0 Proof of Insurance Section 17.0 Minority Participation

2.3 SECTION 1.0 – TITLE PAGE

The title page must:

• Be printed on official company letterhead.

• Include:

o The name and business address of the Contractor submitting the proposal.

o The name, email address, and telephone number of the primary company representative for proposal-related inquiries.

o The date of submission.

The title page must also display the following statement:

“Proposal – Project C2026-21-P, Campus Wayfinding Message Updates.”

2.4 SECTION 2.0 – CONTRACTOR’S QUALIFICATIONS AND RELEVANT EXPERIENCE

All services furnished under this contract shall be from Maryland-certified local Campus Wayfinding Message Updates contractors and shall have a minimum of five (5) years’ experience in Campus Wayfinding Message Updates operating under the same name as the proposing Contractor, and must be currently licensed, bonded and insured in the area where the work is to be performed. Failure to provide such proof may result in the Contractor being determined to be non-responsive and not eligible for award. The Contractor and its employees and subcontractors, if any, must have all necessary current business licenses issued by the State of Maryland. Contractors are required to submit evidence of compliance by providing copies of licenses and insurance documentation.

The college reserves the right to request any other information and data it deems necessary to determine if the Contractor’s proposal is both responsive and responsible and that the Contractor is fully qualified to handle the project as specified.

An inspection of the Contractor’s business operations may be required prior to the award of contract.

Complete Section 2.0 of the submittal documents and provide all requested information. Contractors may use their own word processing software to respond to each item and must address each item in the order presented to allow the Selection and Evaluation Committee to conduct a thorough and accurate assessment of the Contractor’s capabilities. Omission of any required items may result in disqualification. When applicable, include a detailed description and supporting evidence of qualifications.

Organize qualifications and experience in the following order:

1. Experience

2. Management Information

3. Project Approach and Understanding

4. Workforce Practices and Site Identification

2.5 SECTION 3.0 – DISCLOSURE OF CONDITIONS AFFECTING PERFORMANCE

Offerors must disclose any past or current circumstances that may impact their ability to successfully perform the services described in this solicitation.

Complete Section 3.0 of the submittal documents, including detailed explanations and supporting documentation for any “Yes” responses

2.6 SECTION 4.0 – STATEMENT OF WARRANTY/GUARANTEE

The Contractor shall provide its standard statement of any and all warranties against defects in design and workmanship to be supplied by the Contractor and the terms for replacement or credit for any such items. This warranty shall be for a period of two years from the contract final completion date and cover parts and labor. Additionally, the warranty shall include the specified manufacturer’s warranty for all purchased equipment. Also included shall be a statement with regard to labor and the Contractor’s standard terms and conditions for claims for defective workmanship.

Guarantees supplied by the successful Contractor shall include a statement on protection provided to the College from personal injury, loss, clean-up, fines and damage claims resulting from any of the work performed under the final contract. Contractor shall in all respects provide the College with any and all statutory warranties and/or guarantees that are required under Federal, State and local laws as well as any additional warranties and/or guarantees which may be available.

2.7 SECTION 5.0 – VALUE ADDED

Briefly share what makes your company unique among other contractors regularly engaged in this type of work. What differentiates your company from your competitors?

Describe any additional value added services that were not previously mentioned in your response for Section 2.0 above.

2.8 SECTION 6.0 – REFERENCES

Anne Arundel Community College may contact references as it deems necessary to determine the ability of the Contractor to meet all the terms of the stated specifications.

Using the reference sheet provided under Section 6.0 of the submittal documents, submit information for three (3) references where your company has delivered services comparable in size and scope to those required by Anne Arundel Community College. At least one reference – and preferably all three – should be from an academic environment and must reflect services performed within the past three (3) years. Anne Arundel Community College may not be listed as a reference. For each reference, include the following details:

1. Name of client;

2. Address of client;

3. Name and title of person who may be contacted for the reference;

4. Telephone number and fax number, as well as e-mail address, for the contact person;

5. Value of the contract.

6. Scope of work, dates of service, and explanation of how the services that were provided are similar to the college’s requirements.

2.9 SECTION 7.0 – SUBCONTRACTORS

Using the subcontractor sheet provided in Section 7.0 of the submittal documents, submit details for all subcontractors, including their names, addresses, phone numbers, primary contacts, and the type of service they will provide. If no subcontractors are engaged, clearly state this in this section.

Subcontractors may not be changed or substituted during the contract term without prior written approval from the College.

2.10 SECTION 8.0 – CONTRACTOR’S PRICE PROPOSAL

Price proposals shall be signed by an authorized Contractor representative and shall be in accordance with the requirements of this RFP and all addenda.

By submitting a proposal, it is understood that your company agrees to provide said services as specified and that those services shall be provided or performed in accordance with the RFP specifications, stipulations and terms and conditions specified and that your company has read and agrees to the college terms, conditions, stipulations, and specifications and any college approved or authorized exceptions, and that your company will adhere to said terms and conditions in any contract resulting.

It is also understood that the proposed price will be firm for a period of one hundred and eighty (180) calendar days from the deadline for receipt of price proposals and that if the authorized signatory is notified of acceptance of this price within this time period, the Contractor shall execute a contract for the proposed compensation.

All proposals for goods and services shall be exclusive of taxes, where applicable. A copy of the college’s tax exemption certificate can be provided upon request. Contractors are not permitted to utilize the college’s tax exemption for the purchase of supplies and materials that will be incorporated into real property construction and renovation projects at the college.

Conditional Proposals will not be accepted.

Using the pricing spreadsheet provided as a separate Excel file with this RFP labeled Section

8.0 Contractor’s Price Proposal, provide the total cost for the project work. Firms must submit pricing using the Excel document. Submission of pricing in any other format or on an alternate form may result in rejection of the firm’s proposal.

2.11 SECTION 9.0 – ACKNOWLEDGEMENT OF ADDENDA

All addenda form an integral part of this RFP.

Before submitting a proposal, Contractors are responsible for ensuring they have received all issued addenda. Receipt of each addendum must be acknowledged by completing Section 9.0 of the RFP submittal documents and including it with the contractor’s proposal.

2.12 SECTION 10.0 – CONFLICT OF INTEREST STATEMENT

Contractors must certify that no current or potential conflicts of interest exist for this project. If any such facts or circumstances do exist, they must be disclosed in detail. The Conflict of Interest Statement, provided as Section 10.0 in the RFP submittal documents, must be completed and included with the Contractor’s proposal package.

Additionally, employees of the college whose responsibilities relate to or impact this contract may not, during the term of the contract and while employed by the college, become employees of the contractor or any subcontractor associated with this contract.

2.13 SECTION 11.0 – PARTICIPATION IN PROCUREMENT STATEMENT

Maryland State Finance and Procurement Code Ann. §13-212.1 Compliance To ensure fairness in the procurement process, Maryland law prohibits the following:

1. Any individual who assists the College in preparing specifications, an Invitation for Bids (IFB), or a Request for Proposals (RFP) may not submit a bid or proposal for that same procurement; and

2. That individual may not assist or represent another person – directly or indirectly – who is submitting a bid or proposal for that procurement.

This restriction also applies to any company that employs such an individual during the assistance period.

Compliance with this requirement is mandatory. This statement appears as Section 11.0 in the RFP submittal documents and must be signed by an authorized representative and included in the proposal submission.

2.14 SECTION 12.0 – BID/PROPOSAL AFFADAVIT

Contractors must complete and sign the Bid/Proposal Affidavit, as detailed in Section 12.0 of the submission documents, and include it with their proposal to demonstrate compliance with Maryland’s integrity and transparency requirements.

2.15 SECTION 13.0 – PERFORMANCE AND PAYMENT BOND

The College shall require the selected Contractor to furnish a performance bond and a payment bond covering the faithful performance of the contract and the payment of all obligations arising there under in such form and amount as specified in the specifications. The cost of furnishing performance and payment bonds shall be included in the proposal. Unless otherwise approved, bonds shall be obtained from the same surety that furnished the proposal security. The issuing surety must be licensed to write bonds in the State of Maryland. The bond shall be executed on AIA Document 312, in an amount equal to 100 percent of the contract sum.

The Contractor shall deliver the required bond to the College not later than the date of execution of the contract. If the work is commenced prior thereto, in response to a letter of intent, the Contractor shall furnish and delivery such bonds to the College, prior to the commencement of work.

The bonds shall be dated on or before the date of the contract.

The Contractor shall require the attorney-in-fact who executes the required bonds on behalf of the surety to affix thereto a certified and current copy of the power of attorney.

As part of the proposal submission, the Contractor must include a letter from a surety company licensed to issue bonds in the State of Maryland, or from an agent authorized to conduct business in Maryland. This letter must confirm the Contractor’s capability to provide both performance and payment bonds for the full value of the project, if awarded.

The letter must be included in Section 13.0 of the Contractor’s proposal. Failure to provide this documentation may result in the proposal being deemed non-responsive and rejected.

2.16 SECTION 14.0 – BID/PROPOSAL SECURITY

All Contractors submitting a proposal in response to this RFP must comply with the following requirements:

The contractor shall provide a “Bid Bond” as specified in this RFP. The bond must be underwritten by a surety company licensed to issue bonds in the State of Maryland, or the Contractor may submit one of the following alternatives: a bank certified check, bank cashier’s check, a bank treasurer’s check or an irrevocable letter of credit from a bank.

A bid security as defined above is required if the Contractor’s proposal exceeds $100,000, and must be submitted with the proposal in an amount equal to five (5) percent of the total proposed amount. Bid security must be provided at the time the proposal is submitted. By submission of a bid security, the proposing Contractor is clearly pledging that they will enter into a contract with the College on the terms stated within this RFP, and in the Contractor’s proposal, and that if selected, the Contractor will furnish performance and payment bonds for 100% of the final contract amount, thus insuring the faithful performance of the contract and the payment of all obligations arising there under. Contractors must complete the Bid Bond Form and then attach to their proposal a copy of their bid security. Contractors are advised to use the attached form for submission of a security bond. The college reserves the sole right to determine whether bonds submitted on any form other than the attached form are acceptable to the college. If satisfactory bid security is not provided, the proposal shall be rejected.

Attorneys-of-fact, who sign bid security and performance and payment bonds, must file with such a certified copy of the power-of-attorney to sign. Any and all bonds must be countersigned by a resident Maryland agent of the surety.

Security bonds/check will be returned to unsuccessful contractors upon award of the contract or the rejection of all bids but in any event no later than 180 days after the receipt of bids.

The performance and payment bonds shall be obtained from the same surety that furnished the bid security. These bonds are required in an amount equal to 100% of the total amount of the final contract amount. It shall be delivered by the successful Contractor to the college no later than the date the contract is executed. The college cannot and will not sign a contract nor issue Notice to Proceed until the Performance and Payment bonds have been received.

If, after the successful Contractor has been notified of contract award and through the Contractor’s own negligence or fault, the Contractor fails to execute the contract and/or furnish the Performance and Payment bonds within 13 days of notice of final award of contract, the College may rescind the award.

In this event the Contractor and the surety shall be liable in the full amount of the Bid guarantee to the college, as liquidated damages for the Contractor’s failure to execute the contract and furnish the required bonds and the College shall have the right to award the contract to the next most responsive and responsible Contractor.

The “Bid Bond” must be included in Section 14.0 of the…