DH-756-250-001_Pre-Proposal_Meeting_Minutes.pdf

PRE-PROPOSAL MEETING MINUTES

SOLICITATION NO. DH-756-250-001

TITLE: MARYLAND YOUTH RESIDENCE CENTER – RENOVATION

AND EXPANSION

DATE AND TIME: APRIL 2, 2025 @ 11:00 AM

LOCATION: CAFETERIA

301 W. PRESTON STREET

BALTIMORE, MD 21201

SUMMARY

The Procurement Officer, Kimberly McAllister, introduced herself and identified the Request for Proposal. She instructed that all communication regarding this solicitation should be addressed to her, in writing, with the exception of questions related to eMMA Help Desk. An attendance sheet was available, and attendees were instructed to sign-in to have a record of attendance and for interested subcontractors and prospective MBEs and VSBEs. Julissa provided her contact information which is the following:

Email: Kimberly.McAllister@maryland.gov Office Number: 410-767-5224

The Procurement Officer discussed the following solicitation information:

1. The Project Location is: 721 Woodbourne Avenue, Baltimore, MD 21212. Site visit to follow Pre-Proposal conference

2. To help us improve the quality of State solicitations, and to make our procurement process more responsive and business-friendly, please provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this solicitation, please email this completed form to the attention of the Procurement Officer.

3. MBE/VSBE GOAL FOR THIS PROJECT: 25% MBE and a 5% VSBE.

4. Questions are due no later than Monday, April 7, 2025, by 4:00 PM Local Time.

Questions should be sent to me via email. All questions are to come to me. Do not contact members of the committee or the Project Manager. Answers for questions submitted in writing will be posted in the next addendum and will become part of the contract documents.

mailto:Kimberly.McAllister@maryland.gov

Pre-Proposal Meeting Minutes Solicitation No. DH-756-250-001

5. Technical Proposal are due Monday April 21, 2025, by 3:00 PM Local Time. Only electronic submissions will be accepted - using our eMMA system – Please make sure you are registered and set up. If assistance is needed, please email the eMMA Help Desk at emma.helpdesk@maryland.gov. Do not submit any financial information with the Technical Proposal. Price Proposals are not requested at this time.

6. Failure of the Consultant to properly document Key Staff requirements in writing will result in the firm being precluded from further consideration for the Project.

7. The resumes of the key staff should be tailored to prior past professional experience relevant to the design of similar facilities. Person listed in this section must work on the project. Please note - Each person identified and for whom Maryland Registration is required, a copy of his/hers certificates of registration or registration card is to be included in the Technical Proposal immediately following their resume. Registration must be current and must be a Maryland registration. Pending registration is not acceptable.

8. Make sure to review the entire RFP for this solicitation:

● Key Information Summary Sheet: typically, page iii of the RFP provides contact information, project information, and important deadlines.

● Table of Contents: The table of contents starts on page v of the RFP and contains all Sections and Subsections. Each section and subsection are linked to the table of contents, so you may click on it, and Adobe should take you to the page.

● Section 1 “Minimum Qualifications” for this Contract. Make sure to read through this section, as firms that don’t comply with the minimum qualifications may be disqualified.

● Section 2, “Contractor Requirements: Scope of Work,” contains the project background and scope of work. A separate attachment has been uploaded to eMMA which contains the approved part I & II Facility Program dated July 11, 2024.

● Section 3, “Contractor Requirements: General,” contains general requirements and information for this project as far as invoicing, insurance requirements, substitution of personnel, MBE reports, etc.

● Section 4, “Procurement Instructions,” contains information related to the procurement process, solicitation method, proposal requirements, etc.

● Section 5, “Proposal Format,” contains information on how to prepare your technical proposal and how to complete form SF-330. This section tells you everything you will need to include in the RFP. Make sure you read this section in its entirety.

1. All firms practicing architecture, engineering, landscape architecture, or land surveying in the State of Maryland that are not a sole proprietorship must be mailto:emma.helpdesk@maryland.gov licensed by the appropriate Maryland State Board. This also applies to your sub consultants.

2. SF-330, Page 3, Item F 21-25: do not submit ten (10) projects as directed in form SF-330. Per RFP Section 5.3.2.F.4), only three projects are required. If you submit more than three projects, the Evaluation Committee will only consider the first three (3) projects.

● Section 6, “Evaluation and Selection Process,” provides all public information related to the evaluation and selection process.

● Section 7, “RFP Attachments and Appendices”. For your convenience, this section contains a table with the required attachments, sample contract, abbreviations and definitions for this project, and the link to download blank forms.

9. Pre-Proposal Summary/Sign in Sheet/Minutes and Addendums - when issued by the Procurement Officer, will be posted in the Attachments Section of eMMA and must be downloaded prior to submitting the technical proposal in eMMA. All Addendums must be acknowledged according to Section 4.13.2 of the RFP, or you may use the addendum acknowledgment form provided in eMMA.

10. Now, I would like to turn the meeting over to Ms. Lakesha Watson, MBE/VSBE/SBR Liaison, to discuss the goals and compliance. The liaison read a script during the meeting which has been included in this addendum.

11. The Procurement Officer offered additional clarifications on how to complete the MBE forms.

a. All pages in the MBE/VSBE forms must be completed accordingly and included in your technical proposal. Any incomplete submission may be a reason for rejection.

b. MBE and VSBE sub-consultants must be certified at the time of submission. To verify MBE consultants' certifications, visit the MDOT MBE directory page at:

https://marylandmdbe.mdbecert.com/

c. The VSBE certification process may take around 48 hours during business days.

Therefore, you may ask any prospective VSBE consultants to register in eMMA.

Visit the eMMA page to register as a VSBE vendor:

https://emma.maryland.gov/page.aspx/en/sup/registration_extranet_manage

d. GOSBA offers training and samples on how to complete MBE/VSBE forms. Visit the GOSBA website to learn more:

https://gomdsmallbiz.maryland.gov/Pages/About-GOMA---Outreach.aspx

e. Sample MBE forms have been included in this addendum.

12. Mr. John Acton, the Project Manager for this project, briefly discussed the scope of work for this project.

ATTENDANCE

https://marylandmdbe.mdbecert.com/ https://emma.maryland.gov/page.aspx/en/sup/registration_extranet_manage https://gomdsmallbiz.maryland.gov/Pages/About-GOMA---Outreach.aspx

Refer to list of attendees included in this Addendum.

QUESTIONS

There was a brief question and answer period. All firms were informed that all questions are to be submitted in writing to the Procurement Officer by Monday, April 7, 2025. Only questions submitted in writing will be answered by addendum and become part of the contract documents.

CONCLUSION

The Procurement Officer thanked those in attendance for their interest in the project and wished all success with their proposals.

The meeting concluded at 11:40 AM. Site visit to follow.