EXHIBIT A

REQUEST FOR PROPOSALS (RFP)

PROCUREMENT ID NUMBER – PHPA 3687/BPM054043

Issue Date: 11/07/25

Conference Planning for an Annual Maryland Early Hearing Detection and Intervention (EHDI) Stakeholders Conference

NOTICE

A Prospective Offeror that has received this document from the Maryland Department of Health’s website or https://procurement.maryland.gov , or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFP, should immediately contact the Procurement Officer and provide the

Prospective Offeror’s name and mailing address so that addenda to the RFP or other communications can be sent to the Prospective Offeror.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

Small Business Reserve Are Encouraged to Respond to this Solicitation

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL

PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07

https://procurement.maryland.gov/

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH

RFP KEY INFORMATION SUMMARY SHEET

Request for Proposals:

Solicitation Number:

RFP Issue Date:

RFP Issuing Office:

Procurement Officer:

Contract Monitor:

Conference Planning for an Annual Maryland Early Hearing Detection and Intervention (EHDI) Stakeholders Conference

PHPA 3687/BPM054043

November 07, 2025

Maryland Department of Health Office of Children and Youth with Specific Health Care Needs

Nikita Real PHPA Operations Manager Maryland Department Of Health 201 W. Preston Street Baltimore MD 21201 E-mail: Nikita.Real@maryland.gov

Noadya Legrand CYSHCN Coordinator Maryland Early Hearing Detection Intervention Office of Children and Youth with Specific Health Care Needs (OCYSHCN) 201 W. Preston St, Room 423H Baltimore, MD 21201

Proposals are to be submitted to: eMaryland Marketplace Advantage -

Pre-Proposal Conference:

Questions Due Date:

Closing Date and Time:

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2f page.aspx%2fen%2fbuy%2fhomepage - Additional information can be found in the Frequently Asked Questions and Quick Reference Guides. Any questions please contact the eMMA Help Desk at eMMA.helpdesk@maryland.gov.

There will not be a Pre-Proposal Conference for this RFP

November 28, 2025 at 2:00PM

December 05, 2025 at 2:00PM 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://mdprocurement.freshdesk.com/support/home https://mdprocurement.freshdesk.com/support/home https://mdprocurement.freshdesk.com/support/home mailto:eMMA.helpdesk@maryland.gov

SECTION 1 - GENERAL INFORMATION

1.1.1 The Maryland Department of Health (MDH or the Department), Office of Children and Youth with Specific Health Care Needs (OCYSHCN), is issuing this Request for Proposals (RFP) to provide conference planning and implementation services for an annual virtual statewide conference.

1.1.2 It is the State’s intention to obtain services, as specified in this RFP, from a Contract between the selected Offeror and the State. The anticipated duration of services to be provided under this Contract is December 31, 2025 to June 30, 2027 with one two-year option period from July 1, 2027 to June 30, 2029.

1.1.3 The Department intends to make a single award as a result of this RFP.

1.1.4 Offerors, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

The Contract resulting from this solicitation shall be a firm fixed price as defined in COMAR 21.06.03.02.

This solicitation shall be made in accordance with the small procurement regulations described in COMAR 21.05.07.

The sole point of contact in the State for purposes of this solicitation prior to the award of any Contract is the Procurement Officer at the address listed below:

Nikita Real PHPA Operations Manager Maryland Department of Health (MDH) 201 West Preston Street Baltimore, MD 21201 Email: nikita.real@maryland.gov

The Department may change the Contract Officer at any time by written notice.

The Contract Monitor is:

Noadya Legrand CYSHCN Coordinator Maryland Department of Health Office of Children and Youth with Specific Health Care Needs 201 W. Preston St, Room 423H mailto:nikita.real@maryland.gov

Baltimore, MD 21201

The Department may change the Contract Monitor at any time by written notice.

Each Offeror is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Transmittal Letter (cover letter) submitted at the time of its Proposal submission to this RFP.

eMMA is an electronic commerce system administered by the Maryland Department of General Services. The RFP and associated materials, the solicitation and summary of the Pre-Proposal Conference, Offeror questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA.

In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to https://procurement.maryland.gov/, click on “Register” to begin the process, and then follow the prompts.

Written questions from prospective Offerors will be accepted by the Procurement Officer. Questions to the Procurement Officer shall be submitted via e-mail to the following e-mail address: Nikita.Real@maryland.gov Please identify in the subject line the Solicitation Number and Title.

Questions are requested to be submitted by the date indicated on the Key Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Proposal due date.

There will not be a Pre-Proposal Conference for this RFP.

Proposals, in the number and form set forth in Section 4.2 “Proposals' ' must be received in eMMA no later than 2:00PM EST Local Time on December 5, 2025 indicated on the Key Information Summary Sheet In order to be considered.

Requests for extension of this time or date will not be granted. Proposals received after the due date and time listed in this section will not be considered. Questions regarding this solicitation should be directed (By email only, no phone calls will be accepted) to the PROCUREMENT OFFICER.

Proposals may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in this section for receipt of Proposals. Multiple and/or alternate Proposals will not be accepted.

Proposals may not be submitted by email, mail, hand delivery or facsimile.

https://procurement.maryland.gov/ mailto:Nikita.Real@maryland.gov

The Contract shall be awarded to the responsible Offeror submitting the Proposal that has been determined to be the most advantageous to the State, considering price and evaluation factors set forth in this RFP, for providing the goods and services as specified in this RFP. See RFP Section 5 for further award information.

If it becomes necessary to revise this RFP before the due date for Proposals, the Department shall endeavor to provide addenda to all prospective Offerors that were sent this RFP or which are otherwise known by the Procurement Officer to have obtained this RFP. In addition, addenda to the RFP will be posted on eMMA. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals.

Addenda made after the due date for Proposals will be sent only to those Offerors that submitted a timely Proposal and that remain under award consideration as of the issuance date of the addenda.

Acknowledgment of the receipt of all addenda to this RFP issued before the Proposal due date shall be included in the Transmittal Letter accompanying the Offeror’s Technical Proposal. Acknowledgement of the receipt of addenda to the RFP issued after the Proposal due date shall be in the manner specified in the addendum notice. Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with the terms, additions, deletions, or corrections set forth in the addendum.

The State reserves the right to cancel this RFP, accept or reject any and all Proposals, in whole or in part, received in response to this RFP, waive or permit the cure of minor irregularities, and conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of the State. The State reserves the right, in its sole discretion, to award a Contract based upon the written Proposals received without discussions or negotiations. In the event a government entity proposes and receives the recommendation for award, the procurement may be canceled and the award processed in accordance with COMAR 21.01.03.01.A(4). If the services that are the subject of the RFP are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the RFP may be canceled in accordance with Md. Code Ann., State Finance and Procurement Art., § 3- 207(b)(2).

SECTION 2 – MINIMUM QUALIFICATIONS

The Offeror must provide proof with its Proposal that the following Minimum Qualifications have been met:

2.1.1 The Offeror shall provide proof of at least two years of experience planning conferences for a minimum of 75 attendees

REQUIRED DOCUMENTATION: As proof of meeting this requirement, the Offeror shall provide a list of conference titles, name and address of venue, number of attendees, and contact information (name, phone number and email address) of the individual associated with the organization for which the conference was coordinated.

2.1.2 The Offeror shall provide proof of experience engaging and collaborating with deaf or hard of hearing individuals in Maryland.

REQUIRED DOCUMENTATION: As proof of meeting this requirement, the Offeror shall provide a list of conferences, trainings or other outreach activities conducted by the offeror which demonstrate the offeror’s inclusion of and accommodations for deaf or hard of hearing individuals.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 3 – SCOPE OF WORK

The Maryland Department of Health (MDH) Early Hearing Detection and Intervention (EHDI) Program is issuing this solicitation for the purpose of providing conference planning and implementation services for an annual virtual statewide conference. Anticipated virtual attendance is 200+. Attendees will include adults who are deaf or hard of hearing, families of infants and children who are deaf or hard of hearing, administrators, educators and health care professionals who work with or on behalf of individuals who are deaf or hard of hearing. American Sign Language (ASL) interpreters and other appropriate accommodations for deaf or hard of hearing individuals will be needed for this event.

Early Hearing Detection and Intervention The Maryland Early Hearing Detection and Intervention (MD EHDI) Program’s primary goal is to ensure that all infants in Maryland receive a newborn hearing screen and appropriate follow up services. To meet this goal, the MD EHDI Program follows the 1-3-6 Early Hearing Detection and Intervention (EHDI) guidelines established by the Joint Committee on Infant Hearing. These guidelines recommend that all babies receive a newborn hearing screen by 1 month of age, hearing status is determined by 3 months of age and if appropriate, early intervention services are initiated by 6 months of age.

Purpose The State is issuing this solicitation for the purpose of enhancing the implementation of the statewide EHDI system by promoting knowledge and awareness of successful strategies and by increasing attendees’ ability to provide culturally competent services to children engaged in the screening/diagnostic process, those who are deaf or hard of hearing, and their families. The MD EHDI Program hosts an annual stakeholders’ conference to promote awareness of the program, share programmatic goals and progress, and to provide a family and professional engagement opportunity for EHDI stakeholders in Maryland. The anticipated duration of services to be provided under this Contract is December 1, 2025 to June 30, 2027 with one 2-year option period from July 1, 2027 to June 30, 2029.The exact date(s) of the conferences will be determined in collaboration between the Offeror and MD EHDI, however it is the intent of the State that conferences should take place in May of each year of this agreement.

The Offeror will work in consultation with the MD EHDI Program throughout the conference planning process to establish the theme and to select speakers. The conference shall be offered virtually. There is to be no charge for attendees, however pre-registration is to be required. Advanced registrations shall be obtained electronically.

Attendees shall be eligible for American Speech- Language-Hearing Association (ASHA) continuing education units.

The Offeror, in conjunction with the MDH EHDI Program Manager, is responsible for securing the web-based conference platform, presentation logistics, securing speakers and speaker bios, managing conference marketing, creating conference electronic and print materials including registrations and agenda, applying for American Speech-Language-Hearing Association (ASHA) continuing education units, and designing and disseminating evaluations. The Offeror is responsible for scheduling and facilitating bi-weekly update meetings as needed with the MDH EHDI Program Manager.

In addition to an MD EHDI Program update, the conference format usually consists of one or two keynote speakers and two to three additional speakers. The chairperson of the MD EHDI Advisory Council is typically asked to provide opening remarks inclusive of the welcome, virtual conference participant etiquette and housekeeping items.

Individuals are selected to introduce each speaker. Certificates of attendance and ASHA continuing education units are made available. The Offeror is responsible for managing logistics leading up to and on the day of the conference, including coordinating the virtual platform through the virtual platform provider, registrations, schedule, A/V equipment, speakers, ASL interpreters, materials, supplies, dissemination and collection of evaluations, and certificates of attendance.

No later than two weeks after the conference, a debrief meeting is to be held with the MD EHDI Program. Evaluations are compiled into an evaluation summary along with attendance numbers and shared with the Program. Debrief notes, attendance information and the evaluation summary are compiled into a final report, which is the responsibility of the Offeror. The original evaluations are to be submitted to the Program to the extent possible.

The Contractor shall:

3.2.1 General Requirements

3.2.1.1 The Americans with Disabilities Act: The Americans with Disabilities Act (https:www.ada.gov/) protects qualified individuals with disabilities from discrimination on the basis of disability in services, programs, and activities. Accessibility and inclusion of diverse populations are essential to reduce health disparities for vulnerable populations. Contractors must comply with all ADA requirements in their work to ensure the needs of persons with disabilities and other vulnerable populations are met. This includes, but is not limited to:

● facilities and any venues used for meetings/conferences are accessible;

● requested accommodations are provided in a timely manner; and

● written and printed materials developed in accessible formats (easy to read, large print, etc.), or providing access to alternative formats.

● For contracts which include direct patient care or service delivery through a program, the ADA requires entities provide full and equal access for people with disabilities. This includes, but is not limited to:

● reasonable modifications of policies, practices, and procedures;

● effective communication; and

● accessible facilities.

3.2.2Collaboration

3.2.2.1 Provide updates to and seek input from the EHDI Program Manager (EHDI PM) on an ongoing basis through pre-scheduled bi-weekly planning meetings to be scheduled within two weeks of award notification.

Meetings shall occur through the duration of the contract unless otherwise determined by the EHDI PM. The exact schedule of meetings will be determined based upon mutual convenience of the Offeror and the EHDI PM, with final approval of the EHDI PM.

3.2.3 Planning

3.2.3.1 Determine the optimal virtual platform to host the conference event to span two (2) 3-hour virtual sessions.

Review the terms of any required agreements with the platform provider, and enter into the contract to engage the virtual platform to host the conference event on the selected dates (amount to come from contract award budget).

Exact dates will be determined in consultation with and upon approval from the EHDI PM; sessions are tentatively planned for May of the initial contract year and each subsequent option year.

3.2.3.2 The virtual platform shall be secured at least three (3) months prior to the conference. Expenses related to virtual platforms shall come from the contract award budget.

3.2.3.3 Secure American Sign Language interpreters for meeting participants accessing presentations virtually.

Interpreter compensation shall come from the contract award budget.

http://www.ada.gov/)

3.2.3.4 Monitor the conference budget throughout the conference planning process in consultation with the MDH Contract Monitor and comply with all invoicing requirements as set forth in Section 3.3.

3.2.3.5 Be the primary point of contact with prospective and selected subcontractors and vendors (virtual platform vendor, speakers, printer, and others).

3.2.6.7 In consultation with and upon approval of the EHDI PM, determine subject matter area(s) of focus, number of keynote speakers and number of guest speakers and identify potential keynote speakers and guest speakers.

Pursue and secure conference keynote and guest speaker(s) as identified in consultation with the EHDI PM and with the following considerations:

A. Typically, the conference consists of one or two keynote speakers and two or three guest speakers, but final determination shall be made in consultation with and with the approval of the EHDI PM

B. In addition to keynote speaker(s) and guest speaker(s), several stakeholders are typically asked to provide remarks and/or introduce keynote and guest speakers.

C. The MD EHDI Program Manager shall provide a Program update D. The Chair of the MD EHDI Advisory Council shall be invited to provide opening remarks E. Keynote and Guest speakers are paid a speaker fee or stipend from the contract award budget.

F. The MD EHDI Program Manager, the Chair of the MD EHDI Advisory Council (or their designee) and those introducing keynote and guest speakers are unpaid.

G. Speakers shall be secured at least four (4) months prior to the conference.

H. Speakers and their presentations must meet the standards for American Speech-Language-Hearing

Association (ASHA) continuing education approval as noted on the ASHA website at https://www.asha.org/

3.2.6.8 In consultation with and upon approval of the EHDI PM determine optimal scheduling slots for keynote and guest speakers, as well as MD EHDI Program updates and remarks from the Chair of the MD EHDI Advisory Council. The Offeror shall draft a schedule for each of the two (2) conference sessions and an agenda for each individual session, to be approved by the EHDI PM and shall confirm availability of selected speakers and coordinate schedules with selected speakers.

3.2.6.9 Apply for American Speech-Language-Hearing Association (ASHA) continuing education units for conference attendees at no cost to the attendees in accordance with all requirements and timeliness set forth by ASHA, which can be found at https://www.asha.org/

3.2.6.10 The Offeror is expected to respond to any communication from prospective and actual registrants, speakers, and vendors within 48 hours of their contact.

3.2.4Implementation

3.2.4.1 The Offeror shall manage all meeting logistics leading up to and on the day of the conference, including but not limited to: coordinating the virtual platform through the virtual platform provider, registrations, schedule, A/V equipment, speakers, ASL interpreters, materials, supplies, dissemination and collection of evaluations, and certificates of attendance.

3.2.5Outreach

3.2.5.1 In consultation with and upon approval of the EHDI PM, create and disseminate appropriate publicity materials including

A. A “save the date” flyer and a final flyer with registration form (to be made available electronically and printed format). The ‘save the date’ flyer shall be disseminated at least four (4) months prior to the conference. The final flyer containing registration information shall be disseminated at least two (2) months prior to the conference, with repeat dissemination to ensure awareness of as many stakeholders as possible.

3.2.5.2 In consultation with and upon final approval of the EHDI PM, design and create conference evaluation materials at least one (1) month prior to the conference to be disseminated after each conference day and/or after the conference in its entirety. The exact schedule of dissemination shall be determined in consultation with and upon final approval of the EHDI PM.

3.2.5.3 Prepare all materials needed for the day(s) of the conference, including, but not limited to, an overall (2-day) agenda, agendas for each individual conference day, presentation or other materials as requested by speakers, certificates of attendance for all attendees, and evaluation forms. Initial drafts of all conference-day materials shall be submitted to the EHDI PM no later than one (1) month prior to the date needed. Any requested edits from the EHDI PM shall be returned within 72 hours of their receipt.

3.2.5.4 Coordinate and confirm schedules and work locations for ASL interpretation, troubleshooting logistical or technical issues on the date(s) of the conference related to ASL interpretation, and including interpretation services on the conference evaluation.

3.2.5.5 No later than one (1) week after the full conference, the Offeror shall transmit Certificates of Attendance to each attendee confirming the appropriate level of attendance.

3.2.6Reporting

3.2.6.1 Provide informal progress reports to the EHDI PM via pre-scheduled virtual meetings.

3.2.6.2 Submit reports to the MD EHDI Program providing specific data and updates including summary notes resulting from the ‘debrief’ meeting, a final attendance report, and a summary of evaluation results. Original evaluation forms shall be submitted to the contract monitor to the extent practicable given their submission format (in consideration of electronic submission and platform used for electronic submission).

3.2.6.3 No later than two (2) weeks after the full conference, the Offeror shall meet with the MD EHDI Program Manager at a mutually agreed upon day and time to engage in a ‘debrief’ meeting, specifically addressing perceived successes and challenges from the planning process and from the conference itself, verbally reviewing attendance reports and evaluation results, and discussing any suggested modifications to future events.

3.3.1 General

(a) All invoices for services shall be signed by the Contractor and submitted to the Contract Monitor. All invoices shall include the following information:

● Contractor name;

● Remittance address;

● Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

● Invoice period;

● Invoice date;

● Invoice number

● State assigned Contract number;

● State assigned (Blanket) Purchase Order number(s);

● Goods or services provided; and

● Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

(b) The Department reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the Contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract. Any action on the part of the Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.02.

3.3.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

Due Date Payment Amount

Initial Invoice Due April 15th DOCUMENTED ACTUAL

EXPENDITURES ACCOMPANIED BY

ADEQUATE DOCUMENTATION

Final Invoice Due June 15th

Remaining Contract Balance

SECTION 4 – PROPOSAL FORMAT

Offerors shall submit Proposals in separate volumes:

▪ Volume I – TECHNICAL PROPOSAL

▪ Volume II – FINANCIAL PROPOSAL

4.2.1 Proposals must be submitted to eMMA by the due date indicated on Key Information Summary Sheet. The Procurement Officer will not accept submission after the date and exact time stated in the Key Information Summary Sheet.

4.2.1.1 The eMMA submission subject line shall state the RFP Title and number and either Technical Proposal or Budget Narrative.

4.2.1.2 Two Part Submission:

A.Technical Proposal (See 4.3.)

B.Financial Proposal (See 4.4)

4.2.2 Proposals will be shown only to State employees, members of the Evaluation Committee, or other persons deemed by the Department to have a legitimate interest in them.

*All information submitted as part of this proposal is subject to release under the Public Information Act (PIA). If you would like the Maryland Department of Health (MDH) to consider redactions in the event that your proposal is subject to a PIA request, submit a proposed PIA copy including justifications for each redaction and under what statute that justification is qualified for redaction.

Note: No pricing information is to be included in the Technical Proposal (Volume 1). Pricing information is to be included only in the Financial Proposal (Volume II).

4.3.1 The Technical Proposal shall include the following documents and information in the order specified as follows:

4.3.1.1 Transmittal Letter:

● Offeror;

● Solicitation Title and Solicitation Number that the Proposal is in response to;

● Signature, typed name, and title of an individual authorized to commit the Offeror to its Proposal;

● Federal Employer Identification Number (FEIN) of the Offeror, or if a single individual, that individual’s Social Security Number (SSN);

● Offeror’s eMMA number;

● Offeror’s MBE certification number (if applicable);

● Offeror’s SBR number (if applicable) – please contact eMMA at 410-767-1492 if you don’t know your number.

4.3.1.2 Minimum Qualifications Documentation

The Offeror shall submit any Minimum Qualifications documentation that may be required, as set forth in Section 2 “Offeror Minimum Qualifications.”

4.3.1.3Offeror Technical Response to RFP Requirements and Proposed Work Plan:

a. The Offeror shall address each Scope of Work requirement (Section 3.2) in its Technical Proposal and describe how its proposed services, including the services of any proposed subcontractor(s), will meet or exceed the requirement(s). If the State is seeking Offeror agreement to any requirement(s), the Offeror shall state its agreement or disagreement. Any paragraph in the Technical Proposal that responds to a Scope of Work (Section 3.2) requirement shall include an explanation of how the work will be done. Any exception to a requirement, term, or condition may result in having the Proposal classified as not reasonably susceptible of being selected for award or the Offeror deemed not responsible.

b. The Offeror shall give a definitive description of the proposed plan to meet the requirements of the RFP, i.e., a Work Plan. The Work Plan shall include the specific methodology and techniques to be used by the Offeror in providing the required services as outlined in RFP Section 3, Scope of Work. The description shall include an outline of the overall management concepts employed by the Offeror and a project management plan, including project control mechanisms and overall timelines. Project deadlines considered contract deliverables must be recognized in the Work Plan.

Under a separate file from the Technical Proposal and clearly identified in the format identified in Section 4.2 “Proposals,” the Offeror shall submit their Financial Proposal. The Financial Proposal shall contain all price information in the format specified in Exhibit B. The Offeror shall complete the Financial Proposal Form only as provided in the RFP.

SECTION 5 – EVALUATION COMMITTEE, EVALUATION CRITERIA, AND

SELECTION PROCEDURE

Evaluation of Proposals will be performed in accordance with COMAR 21.05.03 by a committee established for that purpose and based on the evaluation criteria set forth below. The Evaluation Committee will review Proposals, participate in Offeror oral presentations and discussions, and provide input to the Procurement Officer. The Department reserves the right to utilize the services of individuals outside of the established Evaluation Committee for advice and assistance, as deemed appropriate.

The criteria to be used to evaluate each Technical Proposal are listed below in descending order of importance.

Unless stated otherwise, any sub-criteria within each criterion has equal weight.

5.2.1 General Requirements as described in section 3.2.1

5.2.2 Collaboration as described in section 3.2.2

5.2.3 Planning as described in section 3.2.3

5.2.4 Implementation as described in section 3.2.4

5.2.5 Outreach as described in section 3.2.5

5.2.6 Reporting as described in section 3.2.6

All Qualified Offerors will be ranked from most advantageous to the least advantageous price based on the Total Proposal Price within the stated guidelines set forth in this RFP and as submitted on Exhibit B - Financial Proposal Form. In cases where the financial cost is fixed, then only the technical proposals are ranked.

5.4.1 General

The Contract will be awarded in accordance with the Competitive Sealed Proposals (CSP) method found at COMAR

21.05.03. The Competitive Sealed Proposals method allows for the conducting of discussions and the revision of Proposals during these discussions. Therefore, the State may conduct discussions with all Offerors that have submitted Proposals that are determined to be reasonably susceptible of being selected for contract award or potentially so. However, the State reserves the right to make an award without holding discussions.

In either case (i.e., with or without discussions), the State may determine an Offeror to be not responsible and/or an Offeror’s Proposal to be not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of Proposals and prior to Contract award. If the State finds an Offeror to be not responsible and/or an Offeror’s Technical Proposal to be not reasonably susceptible of being selected for award, that Offeror’s Financial Proposal will be returned if the Financial Proposal is unopened at the time of the determination.

5.4.2 Award Determination

Upon completion of the Technical Proposal and Financial Proposal evaluations and rankings, each Offeror will receive an overall ranking. The Procurement Officer will recommend award of the Contract to the responsible Offeror that submitted the Proposal determined to be the most advantageous to the State. In making this most advantageous Proposal determination, technical factors will receive equal weight with financial factors.

RFP ATTACHMENTS

EXHIBIT B – Financial Proposal Form This must be completed and submitted with the Technical Proposal in a separate envelope.

ATTACHMENT A – Contract This is the sample contract used by the Department. It is provided with the RFP for informational purposes and is not required to be submitted at Proposal submission time. Upon notification of recommendation for award, a completed contract will be sent to the recommended awardee for signature. The recommended awardee must return to the Procurement Officer three (3) executed copies if submission is required by mail within five (5) Business Days after receipt. Upon Contract award, a fully-executed copy will be sent to the Contractor.

ATTACHMENT B – Proposal Affidavit This must be completed and submitted with the Technical Proposal.

FINANCIAL PROPOSAL FORM

The Financial Proposal shall contain all price information in the format specified on these pages. Complete the Financial Proposal Form only as provided in the Financial Proposal Form format. Do not amend, alter or leave blank any items on the Financial Proposal Form. If option years are included, Offerors must submit costs for each option year. Failure to adhere to any of these instructions may result in the financial proposal being determined nonresponsive and rejected by the Department.

Price is based on a Total Cost of: $ .

Item Qty Unit Cost Total Cost

A. Salary

B. Fringe

C. Indirect Costs

E. Other: (Specify)

TOTAL Cost (A+B+C+D+E)

* Indirect Costs not to exceed 10% of Total Direct Costs Submitted By:

Authorized Signature: Date:

Printed Name and Title:

Company Name:

Company Address:

Location(s) from which services will be performed (City/State):

FEIN:

E-mail:

STATE OF MARYLAND

DEPARTMENT OF HEALTH

SMALL PROCUREMENT CONTRACT

THIS CONTRACT (the “Contract”), is made as of the day of

, 20 by and between the STATE OF MARYLAND, acting through the DEPARTMENT OF HEALTH (“Department”), and

(“Contractor”) whose principal office in Maryland is and whose principal business address is

(Please note that this template provides to you the clauses that are necessary for all small procurements. Your particular procurement may need additional clauses or provisions, such as those that are typically found in the standard solicitation templates and contracts (e.g., security provisions, rights in records, intellectual property, designation of the contract monitor, etc.)

The parties agree as follows:

1. Scope of Contract.

(a) The Contractor shall provide the following goods or services:

(Insert Contract Specifications here. Any product or service deliverables, milestones, or deadlines must be identified.

The specifications must clearly articulate what the State will be purchasing via this contract. Readers should understand exactly what the State is buying. The specifications need to be clearly written so that payment can be made appropriately, work (un)performed can be identified, and the contractual rights of the State can be enforced. I there is a written scope of work/solicitation, you can refer to it here.)

The scope of work or solicitation dated is attached and incorporated by reference as Exhibit

. The

Contractor’s bid or proposal dated is attached and incorporated by references as Exhibit

. If ther

Is any conflict between this Contract and any exhibits incorporated by reference, the terms of this contract shall govern. If there is any conflict among the Exhibits, the following order of precedence shall determine the prevailing provision:

Exhibit A – the scope of work or solicitation and Exhibit B – the Contractor’s bid or proposal.

(b) Changes. This Contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract (including the Contract price).

2. Term of Contract. The term of this Contract shall be for the period of , 20 through , 20 .

3. Compensation and Method of Payment.

(a) Compensation. The total compensation for services to be rendered by the Contractor shall not exceed $ . (Insert the appropriate dollar amount for this Contract. )

(b) Method of Payment. The Department shall pay the Contractor no later than thirty (30) days after the Department receives a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, State Finance and Procurement Article, Maryland Code, are prohibited.

(c) Tax Identification Number. The Contractor’s Federal Tax Identification Number is . The Contractor’s Social Security Number is (Individual Contractor Only). Contractor’s Federal Tax Identification Number (o Social Security Number - Individual Contractor Only) shall appear on all invoices submitted by the

Contractor to the Department for payment.

(d) Invoicing. All invoices for services shall be signed by the Contractor and submitted to the Procurement Officer. All invoices shall be submitted in triplicate no later than the 15th of the month for the preceding calendar month. (The invoice schedule may be adjusted to meet your particular needs. The 15th of the month billing cycle is fairly typical, but not required.) All invoices shall include the following information:

● Contractor name;

● Remittance address;

● Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

● Invoice period;

● Invoice date;

● Invoice number

● State assigned Contract number;

● State assigned (Blanket) Purchase Order number(s);

● Goods or services provided; and

● Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

4. Procurement Officer. The Department designates to serve as Procurement Officer for this Contract. All contact between the Department and the Contractor regarding all matters relative to this Contract shall be coordinated through the Procurement Officer.

5. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies.

Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

6. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notification to the Contractor specifying the extent and the effective date of the termination. The State will pay all reasonable costs associated with this Contract that the Contractor has incurred up r to the date of termination, and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12(A)(2).

7. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the Department may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

8. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

9. Non-Discrimination in Employment. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law, including, but not limited to, the employment provisions of §13-219 of the State Finance and Procurement Article, Maryland Code and Code of Maryland Regulations 21.07.01.08, and the commercial nondiscrimination provisions of Title 19, Subtitle 1, State Finance and Procurement Article, Maryland Code.

10. Maryland Law Prevails. The laws of Maryland shall govern the interpretation and enforcement of this Contract. The Maryland Uniform Computer Information Transactions Act (Commercial Law Article, Title 22 of the Annotated Code of Maryland) does not apply to this Contract or any software license acquired hereunder.

11. Anti-Bribery. The Contractor certifies that, to the Contractor’s best knowledge, neither the Contractor; nor ( the Contractor is a corporation or partnership) any of its officers, directors, partners, or controlling stockholders; nor any employee of the Contractor who is directly involved in the business’s contracting activities, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

12. Commercial Non-Discrimination Policy. The Contractor shall comply with the provisions of State Finance and Procurement Article. Title 19, Annotated Code of Maryland.

IN WITNESS THEREOF, the parties have executed this Contract as of the date hereinabove set forth.

CONTRACTOR STATE OF MARYLAND

DEPARTMENT OF HEALTH

(Seal)

By: By:

(Printed Name and Title) (Printed Name and Title) f

Date Date

Attachments: Exhibit A: Scope of Work or Solicitation Exhibit B: Bid or Proposal

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 Bidder/Offeror hereby certifies and agrees that the following information is correct: In preparing its Bid/proposal on this project, the Bidder/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 Bidder/Offeror on this project, and terminate any contract awarded based on the Bid/proposal. As part of its Bid/proposal, the Bidder/Offeror herewith submits a list of all instances within the past four (4) years where there has been a final adjudicated determination in a legal or administrative proceeding in the State of Maryland that the Bidder/Offeror discriminated against subcontractors, vendors, suppliers, or commercial customers, and a description of the status or resolution of that determination, including any remedial action taken. Bidder/Offeror agrees to comply in all respects with the State’s Commercial Nondiscrimination Policy as described under Title 19 of the State Finance and Procurement Article of the Annotated Code of Maryland.

B-1. CERTIFICATION REGARDING MINORITY BUSINESS ENTERPRISES.

The undersigned Bidder/Offeror hereby certifies and agrees that it has fully complied with the State Minority Business Enterprise Law, State Finance and Procurement Article, § 14-308(a)(2), Annotated Code of Maryland, which provides that, except as otherwise provided by law, a contractor may not identify a certified minority business enterprise in a Bid/proposal and:

(1) Fail to request, receive, or otherwise obtain authorization from the certified minority business enterprise to identify the certified minority bid/proposal;

(2) Fail to notify the certified minority business enterprise before execution of the contract of its inclusion in the Bid/proposal;

(3) Fail to use the certified minority business enterprise in the performance of the contract; or

(4) Pay the certified minority business enterprise solely for the use of its name in the Bid/proposal.

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 Bidder/Offeror on this project, and terminate any contract awarded based on the Bid/proposal.

B-2. CERTIFICATION REGARDING VETERAN-OWNED SMALL BUSINESS ENTERPRISES.

The undersigned Bidder/Offeror hereby certifies and agrees that it has fully complied with the State veteran-owned small business enterprise law, State Finance and Procurement Article, § 14-605, Annotated Code of Maryland, which provides that a person may not:

(1) Knowingly and with intent to defraud, fraudulently obtain, attempt to obtain, or aid another person in fraudulently obtaining or attempting to obtain public money, procurement contracts, or funds expended under a procurement contract to which the person is not entitled under this title;

(2) Knowingly and with intent to defraud, fraudulently represent participation of a veteran-owned small business enterprise in order to obtain or retain a Bid/proposal preference or a procurement contract;

(3) Willfully and knowingly make or subscribe to any statement, declaration, or other document that is fraudulent or false as to any material matter, whether or not that falsity or fraud is committed with the knowledge or consent of the person authorized or required to present the declaration, statement, or document;

(4) Willfully and knowingly aid, assist in, procure, counsel, or advise the preparation or presentation of a declaration, statement, or other document that is fraudulent or false as to any material matter, regardless of whether that falsity or fraud is committed with the knowledge or consent of the person authorized or required to present the declaration, statement, or document;

(5) Willfully and knowingly fail to file any declaration or notice with the unit that is required by COMAR 21.11.13; or

(6) Establish, knowingly aid in the establishment of, or exercise control over a business found to have violated a provision of § B-2(1) -(5) of this regulation.

C. AFFIRMATION REGARDING BRIBERY CONVICTIONS

I FURTHER AFFIRM THAT:

Neither I, nor to the best of my knowledge, information, and belief, the above business (as is defined in Section 16- 101(b) of the State Finance and Procurement Article of the Annotated Code of Maryland), or any of its officers, directors, partners, controlling stockholders, or any of its employees directly involved in the business’s contracting activities including obtaining or performing contracts with public bodies has been convicted of, or has had probation before judgment imposed pursuant to Criminal Procedure Article, § 6-220, Annotated Code of Maryland, or has pleaded nolo contendere to a charge of, bribery, attempted bribery, or conspiracy to bribe in violation of Maryland law, or of the law of any other state or federal law, except as follows (indicate the reasons why the affirmation cannot be given and list any conviction, plea, or imposition of probation before judgment with the date, court, official or administrative body, the sentence or disposition, the name(s) of person(s) involved, and their current positions and responsibilities with the business):

D. AFFIRMATION REGARDING OTHER CONVICTIONS

I FURTHER AFFIRM THAT:

Neither I, nor to the best of my knowledge, information, and belief, the above business, or any of its officers, directors, partners, controlling stockholders, or any of its employees directly involved in the business’s contracting activities including obtaining or performing contracts with public bodies, has:

(1) Been convicted under state or federal statute of:

(a) A criminal offense incident to obtaining, attempting to obtain, or performing a public or private contract; or

(b) Fraud, embezzlement, theft, forgery, falsification or destruction of records or receiving stolen property;

(2) Been convicted of any criminal violation of a state or federal antitrust statute;

(3) Been convicted under the provisions of Title 18 of the United States Code for violation of the Racketeer Influenced and Corrupt Organization Act, 18 U.S.C. § 1961 et seq., or the Mail Fraud Act, 18 U.S.C. § 1341 et seq., for acts in connection with the submission of Bids/Proposals for a public or private contract;

(4) Been convicted of a violation of the State Minority Business Enterprise Law, § 14-308 of the State Finance and Procurement Article of the Annotated Code of Maryland;

(5) Been convicted of a violation of § 11-205.1 of the State Finance and Procurement Article of the Annotated Code of Maryland;

(6) Been convicted of conspiracy to commit any act or omission that would constitute grounds for conviction or liability under any law or statute described in subsections (1)— (5) above;

(7) Been found civilly liable under a state or federal antitrust statute for acts or omissions in connection with the submission of Bids/Proposals for a public or private contract;

(8) Been found in a final adjudicated decision to have violated the Commercial Nondiscrimination Policy under Title 19 of the State Finance and Procurement Article of the…