IFB_No._V-HQ-25023-S._American_Sign_Language_.pdf

American Sign Language

Solicitation No. V-HQ-25023-S

IFB for MVA Page 1 of 34

INVITATION FOR BIDS (IFB)

IFB NUMBER V-HQ-25023-S

ISSUE DATE: TUESDAY, MAY 27, 2025

AMERICAN SIGN LANGUAGE (ASL)

NOTICE TO BIDDERS

NOTICE

All prospective bidders, the Maryland Department of Transportation Motor Vehicle

Administration (MDOT MVA) participate in the e-Maryland Marketplace Advantage electronic commerce system administered by the Maryland Department of General

Services (DGS). All information regarding this solicitation including amendments, pre-bid minutes, and changes to bids due dates shall be posted on e- Maryland

Marketplace Advantage. Because of instant access afforded by e-Maryland

Marketplace Advantage, it is recommended that all vendors interested in doing business with MVA and other State Agencies register on e-Maryland Marketplace

Advantage.

Information about registering, free of charge, on e-Maryland Marketplace can be obtained at the e-Maryland Marketplace Advantage website at:

https://emma.maryland.gov.

Vendors must be registered on e-Maryland Marketplace Advantage to receive contract award.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION

IFB for MVA Page 2 of 34

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for

Bids

Services – American Sign Language

Solicitation

Number:

V-HQ-25023-S

IFB Issue Date: Tuesday, May 27, 2025

IFB Issuing

Office:

Motor Vehicle Administration (MVA)

Procurement

Officer:

Gayloy Martin

6601 Richie Highway, Glen Burnie, Maryland 21062

Email:

Phone Number:

gmartin5@mdot.maryland.gov

410-768-7640

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number

V-HQ-25023-S.

To submit a bid, bidders must first register on emma.maryland.gov.

We recommend registering in advance to become acquainted with the site.

No Bid Notice

Feedback Form

If you are not submitting a bid for this solicitation, submit

Attachment Q with your reasons why.

Pre-Bid

Conference:

There will be no Pre-Bid Conference for this solicitation.

Questions Due

Date and Time:

Tuesday, June 3, 2025, at 1:00 PM Local Time

Bid Due

(Closing) Date and Time:

Friday, June 20, 2025, at 1:00 PM Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment Q - No Bid

Notice/Vendor Feedback Form).

mailto:gmartin5@mdot.maryland.gov file://///mvant1/Shared/Procurement%20&%20Contracts%202/__SERVICES/aa%20CONTRACTS/_FY2025/V-HQ-25023-S%20Language%20Interpreter%20Services-ASL/1.%20Pre-Advertisement/3.%20IFB/emma.maryland.gov file://///mvant1/Shared/Procurement%20&%20Contracts%202/__SERVICES/aa%20CONTRACTS/_FY2025/V-HQ-25023-S%20Language%20Interpreter%20Services-ASL/1.%20Pre-Advertisement/3.%20IFB/emma.maryland.gov

IFB for MVA Page 3 of 34

Primary Place of

Performance:

At MVA’s locations across the State of Maryland.

Contract Type: Indefinite quantities with fixed unit prices, based on the Contractor

Bid Sheet submitted with the bid package.

Contract

Duration:

One (1) year contract with no renewal option.

SBR

Designation:

No

Federal

Funding:

No

IFB for MVA Page 4 of 34

CONTENTS OF THIS IFB PACKAGE

Section 1 - Minimum Qualifications

Section 2 - Contractor Requirements – Scope of Work

Section 3 - Bid Submission & Instructions

Section 4 - Terms and Conditions

Attachment A – List of MVA Locations

Attachment B - Bid Form

Attachment C - Bid/Proposal Affidavit

Attachment H - Conflict of Interest Affidavit and Disclosure

Attachment M - Sample Contract

Attachment N - Contract Affidavit

Attachment Q - No Bid Notice

IFB for MVA Page 5 of 34

SECTION 1

MINIMUM QUALIFICATIONS

A. Bidder Minimum Qualifications

As part of the determination to be considered responsive, the Bidder must document in its

Bid that it satisfies the following Minimum Qualifications:

1. At the time of bid, the Bidder shall have three (3) years of continuous experience as an established business providing American Sign Language (ASL) on-site and/or video remote interpretation services.

2. This experience must be under Bidder’s legal company name from which this response has been submitted. Experience of individual personnel or firm in the company or contracted by the company shall not count toward meeting the required three (3) years of experience for the contractor as a firm or business.

3. Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid three (3) or more references from the past 3 years that collectively are able to attest to the Bidder’s required years of experience in providing ASL on-site and/or video remote interpretation services.

4. The Bidder providing these services shall be certified by the Registry of Interpreters for the Deaf (RID), or any similar, widely accepted, and nationally recognized certifying body.

5. The Bidder providing these services must ensure that their interpreters are licensed by the

State Board of Sign Language Interpreters.

B. Additional Bid package requirements:

The Bidder shall provide a statement that declares the Bidder’s ability to accomplish the work. The statement shall provide declaration of the following:

1. The Bidder has the organizational, financial resources, experience, knowledge, and equipment to properly execute the requirements of this

IFB.

2. The Bidder has adequate full-time, trained professional personnel with the necessary capabilities and experience to manage this project and provide the services required for all tasks outlined in this IFB.

3. The Bidder and its personnel are knowledgeable of and will adhere to all applicable Federal, State, and local laws, practices, and industry standards for the nature of work described in this IFB and those inherently applicable to the work, even if not explicitly stated in this IFB

(e.g., worker protection requirements).

IFB for MVA Page 6 of 34

SECTION 2

CONTRACTOR REQUIREMENTS: SCOPE OF WORK

A. Summary Statement

1. This Invitation for Bids (IFB) is issued to procure the services, as specified in this

Section 2, from a contract between the successful bidder(s) and the State of Maryland

(“State”): American Sign Language (ASL) On-site and/or Video Remote Interpretation

Services.

2. It is the State’s intention to obtain services, as specified in this IFB, from a contract between the selected Bidder(s) and the State.

3. The MVA intends to make multiple awards as a result of this IFB. See IFB Section 3(A), Award Basis and Assignment of Work for more Contract award information.

4. A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

B. Background and Purpose

The Motor Vehicle Administration (MVA) provides many programs and services that requires the expertise of American Sign Language (ASL) interpreters to support individuals that are deaf or hard of hearing. Some of these programs include Non-commercialized

Driver Licensing Knowledge and Skill Testing, including Medical Advisory Board

Interview. Other programs within the MVA may occasionally require the use of interpreters for transactions.

The MVA is issuing this solicitation for the purpose of obtaining services from interested

Bidder(s) to provide the above-mentioned interpreters for various functions and operations at the MVA facilities listed in Attachment A.

C. Project Goals

The project goals are:

1) To ensure compliance with the Americans with Disabilities Act (ADA) and other laws requiring governments, businesses, and nonprofit organizations to provide access to people who are deaf, deafblind, and hard of hearing.

2) To facilitate effective communication with deaf and hard of hearing individuals to ensure that they can fully participate in all aspects of the MVA’s services.

3) To promote inclusivity and accessibility.

D. State Staff and Roles

1. Procurement Officer – The State employee who has the primary responsibility for the management of the IFB process, for the resolution of IFB Agreement scope issues, and for authorizing any changes to the IFB.

IFB for MVA Page 7 of 34

2. Contractor – The Bidder awarded this IFB and is responsible for the performance of the Contract.

3. Contractor Manager – The personnel that will serve as primary point of contact to regularly discuss progress of tasks, upcoming tasking, historical performance, and resolution of any issues that may arise pertaining to the Contractor Personnel.

4. Contractor Personnel – Any official, employee, agent, subcontractor, or subcontractor agents of the Contractor who is involved with the task over the course of the Contract period of performance.

E. Other State Responsibilities

The State will provide normal office work facilities reasonably necessary for Contractor performance under the Contract.

F. Contractor Responsibilities and Tasks

On-Site Interpretation Services

On-site interpretation offers the significant advantage of having an interpreter present at an

MVA location, which ensures smooth and accurate communication. By providing this service, it enhances understanding and connection during interactions, facilitating a more effective exchange of information.

1. The Bidder shall provide an experienced ASL interpreter on-site. This interpreter will facilitate professional interactions between the deaf and hard-of-hearing customers who are seeking non-commercial Driver Licensing Knowledge and Skill

Testing, including Medical Advisory Board Interviews, or as needed, and the MVA employees at the MVA locations throughout the State of Maryland.

2. The Bidder shall possess an up-to-date UbiDuo communication device to allow real-time face-to-face communication when necessary. This device is essential for fostering clear dialogue and collaboration.

Video Remote Interpretation (VRI) Services

VRI means off-site interpreting services provided through video conferencing technology, equipment and a high-speed internet connection with sufficient bandwidth for ASL interpreting service.

1. The Bidder shall provide 365-days years/7-days a week/24-hours video remote interpreting for ASL and CDI through a video platform accessible to the MVA such as Microsoft Teams, Zoom or any reliable and recognizable platform for ASL and

CDI on an as needed basis for professional interaction for the deaf and hard of hearing and customers.

2. Bidder must ensure VRI provides real-time, full-motion video and audio over a dedicated high-speed, wide-bandwidth video connection or wireless connection that delivers high-quality video images that do not produce lags, choppy, blurry, or

IFB for MVA Page 8 of 34 grainy images, or irregular pauses in communication. VRI must provide a sharply delineated image that is large enough to display the interpreter’s face, arms, hands, and fingers, and the participating individual’s face, arms, hands, and fingers, regardless of their body position. VRI must also provide clear, audible transmission of voices.

3. The bidder must have all the equipment necessary to perform remote ASL and CDI interpretation services.

4. The Bidder must be equipped with all required equipment necessary for video conferencing, including but not limited to laptops/tablets with webcam, headphones, cables, amplifier, etc.

5. The Bidder will provide adequate training to users of technology and other involved individuals so that they may quickly and efficiently set up and operate the VRI.

6. The Bidder shall adhere to the RID’s Code of Professional Conduct, and Code of

Ethics, as amended from time to time, or any similar, widely accepted, and nationally recognized certifying body.

The most important tenet of the Code of Professional Conduct is the adherence to the standards of confidential communication.

The services of the CDI will be needed in situations where the agent is unable to find an interpreter who is proficient in the specific sign language requested or the deaf individual has a more challenging time understanding or expressing themselves due to language barriers, unique cultural backgrounds, complex communication needs or emotionally stressful situations.

7. The Bidder must be able to provide ASL and CDI support/services during business hours as detailed below, in person or remotely in real-time (as required) to ensure accurate and meaningful communications for all individuals who need the service.

Weekdays Time

Monday, Tuesday, Wednesday, Friday 8:30 AM to 4:30 PM

Thursday 8:30 AM to 6:30 PM

Saturday 8:00 AM to 12:00 PM

G. Schedule and Coordination

The Bidder shall provide one (1) or more than one (1) interpreters, as needed, at the locations specified in the IFB. The Bidder shall provide services during the normal work schedule of the employee requiring services. (1) The normal work schedule is

8:30AM to 4:30PM Eastern Time.

IFB for MVA Page 9 of 34

H. Requesting Services

1. The MVA will request services via email or phone. The successful Bidder shall acknowledge receipt of the request within one (1) hour.

2. The MVA anticipates requests being submitted not less than forty-eight (48) hours prior to the scheduled start time. However, the successful Bidder shall make every reasonable effort to fulfill a request made less than forty-eight (48) hours prior to the scheduled start time.

I. Routine Request

1. For routine requests, the MVA will verbally contact the awarded contractors on a rotational basis until confirmation of assignment is made or completed. If the Contractor cannot provide the services on the requested date or fails to respond within the stated timeframe on the request, the next Contractor will be assigned the work. If that

Contractor is unable to provide services, contact will continue until the request is filled.

2. If no Contractor is available in the Region, the request will go to all Contractors in all

Regions. The request will be fulfilled by the first Contractor to respond.

J. Expedited Request

For expedited request, the MVA will verbally contact all awarded Contractors in the

Region until the request is filled. The request will be fulfilled by the first Contractor to respond.

K. Cancellation and Tardiness

The MVA reserves the right to cancel assignments at its discretion throughout the life of the Contract. For more than forty-eight (48) hours written notice prior to the assignment, no cancellation fee will apply;

(1) If an assignment is cancelled within less than forty-eight (48) hour written notice, the Bidder shall be compensated for the minimum billable time referenced in its bid.

(2) If a Bidder confirms assignment but becomes unavailable, the Bidder shall notify the employee and provide the MVA with a backup interpreter(s).

(3) If the Bidder does not report to an on-site or remote assignment on time, the MVA may deduct an amount corresponding to the time missed, rounded to the next quarter, from the sum owed to the Bidder.

(4) The Bidder shall notify the employee at least thirty (30) minutes prior to any scheduled assignment of any potential tardiness.

(5) The MVA may cancel the Bidder's scheduled assignment if the Bidder fails to appear as scheduled with no charge to the MVA, unless the Bidder obtains prior approval from the Contract Manager for the delay.

IFB for MVA Page 10 of 34

(6) ASL video remote interpretation services shall have a minimum billable time of one (1) minute. Service exceeding one (1) minute shall be billed in increments of one (1) whole minute intervals.

L. Assumption

In the event, the MVA or the State implements new licensing requirements for sign language interpreters throughout the life of the contract, the Bidder shall ensure that their staff maintains licensing requirements.

M. Monitoring

The MVA Contract Manager will be responsible for managing the duration of the contract.

This includes but is not limited to member satisfaction, qualifications of interpreters, billing practices, and follow-up on potential issues or complaints.

N. Reporting Requirements

Data reporting will be required for this contract. The Contractor(s) will supply all data requested by the MVA. Examples of this information include but are not limited to reports on cancelations, no-shows, and assignments that the bidder is unable to fill.

O. Compensation/Reimbursement

This contract will be rate-based, depending on the type of assignment, the urgency/notice given to the Contractor filling the assignment, and any other scenarios that warrant a different rate. Rate will be consistent with similar interpretation rates in the Maryland market, and should be inclusive of all potential costs, including but not limited to mileage, parking, tolls, and any other “out-of-pocket” expenses that might be incurred to fulfill an assignment.

Payments are contingent upon submission of accurate monthly billing and other required information.

P. Billing and Invoicing

1. ASL on-site interpretation services shall have a minimum billable time of two (2) hours.

Service exceeding two (2) hours shall be billed in pro-rated fifteen (15) minute increments, rounded up to the next applicable fifteen (15) minute interval.

2. ASL remote video interpretation services shall have a minimum billable time of one (1) minute. Service exceeding one (1) minute shall be billed in increments of one (1) whole minute intervals.

Q. Security Requirements

The following requirements are applicable to the Contract:

1. Employee Identification

a) Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of

IFB for MVA Page 11 of 34 authorized State personnel, each Contractor Personnel shall provide additional photo identification.

b) Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

c) Contractor shall remove any Contractor Personnel from working on the

Contract where the State determines, in its sole discretion, that

Contractor Personnel has not adhered to the Security requirements specified herein.

d) The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the Contract.

IFB for MVA Page 12 of 34

SECTION 3

BID SUBMISSION INFORMATION AND INSTRUCTIONS

A. Award Basis and Assignment of Work

1. The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.05.02.13. All

Bids will be ranked from the lowest (most favorable) to the highest (least favorable) price based on the Total Bid Price per region as submitted in its Bid.

2. A Contract shall be awarded to the responsible Bidder(s) submitting a responsive Bid with the most favorable Bid Price or most favorable evaluated Bid Price for providing the goods and services per region as specified in this IFB.

3. Up to two (2) additional awards will be made to the next lowest Bidder(s) per region. For multiple contract awards, the Contractor with the lowest Bid price will be given the right of first refusal to provide the requested services. If that Contractor is unwilling or unable to perform the requested services, the Contractor with the next lowest Bid price will be asked to provide the requested services. Each Contractor will have 48 hours to respond to a service request before a request is made to the next subsequent Contractor.

4. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation. Bid responses will be evaluated based on the information supplied to meet the bid submittal requirements to ensure all the minimum requirements/ specifications set forth in this solicitation and all attachment requirements were completed and submitted.

5. Multiple and/or alternate Bids will not be accepted.

6. Tie bids will be decided pursuant to COMAR 21.05.02.14.

7. Award of this contract will not be final and complete until after: (1) the Contractor submits complete and satisfactory documentation required under the Contract and/or documentation required by the Procurement Officer; and (2) the Contract is signed by the

MVA following any approvals of the Contract required by law or regulation.

B. Bid Submittal

1. All bid responses must be submitted through eMaryland Marketplace Advantage

(eMMA), the State of Maryland’s procurement website, located at https://emma.maryland.gov/. Bids will not be accepted by email, fax, U.S. Mail, or hand delivery. You must be registered and logged in to submit a bid on eMMA.

2. If you are new to eMMA, it is recommended that you download the User’s Guide available on the first page (desktop) after logging into the system. Additional assistance is available between the hours of 8:00 a.m. and 4:00 p.m., Monday thru Friday at the eMMA Help Desk (410) 767-1492 or at eMMA.helpdesk@maryland.gov.

https://emma.maryland.gov/ mailto:eMMA.helpdesk@maryland.gov?subject=than%20the%20combined%20increase%20of%202.9%25%20reflected%20in%20the%20Consumer%20Price%20Index%20for%20All%20Urban%20Consumers%20(CPI-U),%20

IFB for MVA Page 13 of 34

3. When submitting your completed bid, the following documents must be submitted:

➢ All Addenda Acknowledgement Pages (if applicable)

➢ Completed Bid Form

➢ Conflict of Interest Affidavit

➢ Bid Affidavit

4. Requests for extension of this time or date will not be granted. Except as provided in

COMAR 21.05.02.10, Bids received after the due date and time listed in this IFB will not be considered.

5. Bids may be modified or withdrawn by written notice received by the Procurement

Officer before the time and date set for the opening.

6. Vendors not responding to this solicitation are requested to submit the “Notice to

Vendors” form, which includes company information and the reason for not responding

(e.g., too busy, cannot meet mandatory requirements, etc.).

7. The completed and tallied Contractor Bid Sheet (Attachment B) must be submitted with the Bid package.

8. Prices submitted in response to this solicitation are irrevocable for one hundred twenty

(120) days following the bid due date. The Procurement Administrator may; however, request vendors to extend the time during which the MVA may accept their bids. Once a bid is accepted, all prices, terms and conditions shall remain unchanged.

C. Questions And Inquires

1. All questions or issues pertaining to this solicitation must be submitted via email to the

Procurement Officer. Questions will not be accepted by telephone or fax. See the IFB

KEY INFORMATION SUMMARY SHEET for the due date for submitting questions.

Only information communicated by the Procurement Officer, or their authorized representative will be the official position of the State on an issue.

D. Exceptions / Terms And Conditions:

1. The published specifications are meant to describe goods and services suitable for the intended application and are not meant to be restrictive in any way. All specifications determined by the bidder to be restrictive should be addressed in writing via email to the Procurement Officer by the Questions & Answers (Q & A) deadline indicated on the IFB KEY INFORMATION SUMMARY SHEET.

2. By submitting a Bid in response to this IFB, the Bidder, if selected for award, shall be deemed to have accepted the Terms and Conditions, Section 4, of this IFB and

Attachment M, the Contract. Any exceptions to the Terms and Conditions should be

IFB for MVA Page 14 of 34 raised prior to Bid submission. If applicable, the Bidder must present its company’s

Supplemental Terms and Conditions for the State’s review prior to the Q&A deadline.

3. Changes to the solicitation or the Terms and Conditions made by the Bidder may result in Bid rejection.

4. After Bid Opening, any exceptions to the bid specifications may not be accepted or considered.

E. Invoices:

1. Payment will be made by Electronic Funds Transfers within thirty (30) days following proper receipt of an approved invoice from the Vendor.

2. The Contractor shall e-mail the original of each invoice and signed authorization to invoice to the Project Manager, Joseph Hargrove at e-mail address:

jhargrove1@mdot.maryland.gov. All invoices for services shall be verified by the

Contractor as accurate at the time of submission.

3. The Contractor shall issue an invoice as a Lump Sum project. The invoice shall be issued after the provision of service. All services provided under this Contract shall be billed within thirty (30) days from date of service and in accordance with the bid prices, the submitted Bid Sheet.

4. All invoices shall include the following information:

• Company name, address, and telephone number

• Contact Person information

• Federal taxpayer identification number

• Delivery date

• Invoice date

• Invoice number

• State assigned Purchase Order number

• Description of goods or services provided; and

• Amount due

IFB for MVA Page 15 of 34

SECTION 4

TERMS AND CONDITIONS

IN ADDITION TO THOSE IN SAMPLE CONTRACT – ATTACHMENT M

A. Additions and Deletions. The MVA’s Procurement Officer, upon five (5) days written notice to the Contractor, may add or delete any item covered under this IFB. When a unit is added or deleted, a rate adjustment shall be made proportionately.

B. Liability. The Contractor agrees to assume full responsibility for any and all damage to the property of the MVA, both real and person, which results from or arises in connection with the performance of this Contract.

C. Tax Exemption. The MVA is generally exempt from Federal Excise Taxes, Maryland

Sales and Use Taxes, District of Columbia Sales Tax and Transportation Taxes.

Exemption certificates shall be completed upon request. Where a Contractor is required to furnish and install material in the construction or improvement of real property in the performance of a contract the Contractor shall pay the Maryland Sales Tax and the exemption does not apply.

D. Minority Business Notice. The MVA hereby notifies bidders that in regard to any contract entered into pursuant to this advertisement, certified, disadvantaged businesses will be afforded full opportunity to submit bids in response to this notice and will not be subjected to discrimination in the basis of race, color, sex, or national origin in consideration for an award.

E. Toll Free Passage. The Contractor shall not be permitted toll free passage in the performance of this work.

F. Contract Administration. All work associated with this contract shall be at the direction of the Contract Monitor, Procurement Officer, or their designee.

IFB for MVA Page 16 of 34

LIST OF ATTACHMENTS

This Section contains the following attachments:

Attachment A – MVA locations

Attachment B – Bid Form

Attachment C – Bid/Proposal Affidavit

Attachment H – Conflict of Interest Affidavit and Disclosure

Attachment M – Sample Contract

Attachment N – Contract Affidavit

Attachment Q – No Bid Notice

IFB for MVA Page 17 of 34

Attachment A

MVA Locations

COUNTY MVA BRANCH

GROUP 1

ANNE ARUNDEL COUNTY Annapolis Branch

160 Harry S. Truman Parkway

Annapolis, MD 21401

Glen Burnie HQ

6601 Ritchie Hwy

Glen Burnie, MD 21062

BALTIMORE CITY Baltimore City Branch

5425 Reisterstown Road

Baltimore, MD 21215

BALTIMORE COUNTY Essex Branch

1338A Eastern Blvd

Baltimore, MD 21221

Loch Raven/Parkville Branch

8966 Waltham Woods Road

Parkville, MD 21234

CECIL COUNTY Elkton Branch

105 Chesapeake Blvd., Suite A, Elkton, MD 21921

GARRETT COUNTY Oakland Branch

400 Weber Road

Oakland, MD 21550

HARFORD COUNTY

WASHINGTON COUNTY Hagerstown Branch

18306 Col. Henry K. Douglas Dr. Hagerstown, MD 21740

GROUP 2

CALVERT COUNTY Prince Frederick Branch

200 Duke Street

Prince Frederick, MD 20678

CHARLES COUNTY Waldorf Branch

11 Industrial Park Dr.

Waldorf, MD 20602

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MONTGOMERY COUNTY Kemp Mill Branch

1327 Lamberton Dr

Silver Spring, MD 20902

Gaithersburg Branch

15 Metropolitan Grove Road

Gaithersburg, MD 20878

Walnut Hill Branch

16520 South Westland Dr.

Gaithersburg, MD 20877

White Oak Branch

2131 Industrial Branch

Silver Spring, MD 20904

ST. MARY’S COUNTY Loveville Branch

27351 Point Lookout Road

Leonardtown, MD 20650

TALBOT COUNTY Easton Branch

9148 Centreville Road

Easton, MD 21601

WICOMICO COUNTY Salisbury Branch

251 Tilghman Road

Salisbury, MD 21804

PRINCE GEORGES COUNTY Beltsville Branch

11760 Baltimore Avenue

Beltsville, MD 20705

Largo Branch

10251 Central Avenue

Upper Marlboro, MD 20772

GROUP 3

CARROLL COUNTY Westminster Branch

1106 Baltimore Boulevard

Westminster, MD 21157

FREDERICK COUNTY Frederick Branch

1601 Bowman’s Farm Road

Frederick, MD 21701

GROUP 4

ALLEGANY COUNTY Cumberland Branch

13300 Winchester Road

Cumberland, MD 21502

GROUP 5

HOWARD COUNTY Columbia Branch

6490 Dobbin Road

Columbia, MD 21045

IFB for MVA Page 19 of 34

Attachment B - Bid Form

Complete the Bid Form only as provided in the Bid Form Instructions. Do not amend, alter or leave blank any items on the Bid f.

See separate Excel Bid Form attached.

Attachment C – Bid Proposal Affidavit https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-

Proposal-Affidavit.pdf

Attachment H – Conflict of Interest Affidavit & Disclosure https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf

Attachment N – Contract Affidavit https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-

Contract-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-A.-Bid-Proposal-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-I.-Conflict-of-Interest-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-U.-Contract-Affidavit.pdf

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Attachment M – Sample Contract

MARYLAND MOTOR VEHICLE ADMINISTRATION CONTRACT FOR

PROCUREMENTS LESS THAN $100,000.00

V-HQ-25023-S

THIS CONTRACT (the “Contract”) is made by and between _____________ (the “Contractor”) whose Federal Employer Identification Number or Social Security Number is enter FEIN/SS No.

and the STATE OF MARYLAND, acting through the MARYLAND MOTOR VEHICLE

ADMINISTRATION (MVA) as of the date as executed by the State below.

In consideration of the promises and the covenants herein contained, the adequacy and sufficiency of which are hereby acknowledged by the parties, the parties agree as follows:

1. Scope of Contract

The Contractor agrees to provide American Sign Language (ASL) On-site and/or Video Remote

Interpretation Services as outlined in the IFB and incorporated by reference.

2. Consideration and Payment

In consideration of the satisfactory performance of the work set forth in this Contract, the MVA shall pay the Contractor in accordance with the terms of this Contract and at the prices quoted in the Bid. Unless properly modified, payment to the Contractor pursuant to this Contract shall not exceed the Contracted amount of $___________.

3. Period of Performance

The Contractor’s performance under the Contract shall commence as of the date on the Notice to

Proceed and shall continue for a term of one (1) year on an “as needed” basis.

4. Procurement Officer

The Procurement Officer for this Contract is Gayloy Martin. The Procurement Officer is the only

State representative who can authorize changes to the Contract. The Administration may change the Procurement Officer at any time by written notice to the Contractor.

5. Contract Clauses

The Contractor agrees to comply with the provisions of the State Finance and Procurement

Article, Title 19 of the Annotated Code of Maryland, as well as any specific provisions, terms, or conditions detailed below or in related contractual documents. The following Terms and

Conditions apply:

A. Termination for non-appropriation. "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."

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B. Maryland Law Prevails. "The law of Maryland shall govern the interpretation and enforcement of this Contract."

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

D. Changes. "This Contract may be amended only with the written consent of both parties.

Amendments may not significantly change the scope of the Contract (including the

Contract price)."

E. Termination for Default. "If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the State 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 damage caused to the State. Termination here under, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B."

F. Nondiscrimination. "The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law."

G. Anti-Bribery. "The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the

State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States."

H. Termination for Convenience. "The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up 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 here under, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2)."

I. Prompt Payment of Subcontractors.

(a) This contract and all subcontracts issued under this contract at any tier are subject to the provisions of State Finance and Procurement Article, §15-226, Annotated

Code of Maryland, and COMAR 21.10.08. In §G(9)(a)—(d) of this regulation, the terms “undisputed amount”, “prime contractor”, “contractor”, and “subcontractor” have the meanings stated in COMAR 21.10.08.01.

(b) A contractor shall promptly pay its subcontractors an undisputed amount to which a subcontractor is entitled for work performed under this contract within 10 days after the contractor receives a progress payment or final payment for work under this contract.

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(c) If a contractor fails to make payment within the period prescribed in §G(9)(b) of this regulation, a subcontractor may request a remedy in accordance with COMAR

21.10.08.

(d) A contractor shall include in its subcontracts at any tier for work under this contract, wording that incorporates the provisions, duties, and obligations of

§G(9)(a)—(d) of this regulation, State Finance and Procurement Article, §15-226, Annotated Code of Maryland, and COMAR 21.10.08.

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

Contractor State of Maryland

MARYLAND MOTOR VEHICLE

ADMINISTRATION (MVA)

Print Name:__________________ Print Name: _________________

Title: _______________________ Title: _______________________

Date: _______________________ Date: _______________________

PARENT COMPANY (GUARANTOR) (if applicable)

By:___________________________________

Date: _________________________________

Witness/Attest: _________________________

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ATTACHMENT Q - NO BID/PROPOSAL NOTICE/VENDOR FEEDBACK FORM

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 or fax this completed form to the attention of the Procurement Officer (see Key Information

Summary Sheet below for contact information).

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

Other commitments preclude our participation at this time

The subject of the solicitation is not something we ordinarily provide

We are inexperienced in the work/commodities required

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

The scope of work is beyond our present capacity

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

We cannot be competitive. (Explain in REMARKS section)

Time allotted for completion of the Bid/Proposal is insufficient

Start-up time is insufficient

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

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

REMARKS section)

MBE or VSBE requirements (Explain in REMARKS section)

Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

Payment schedule too slow

Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: __________________________________

Contact Person: _________________________________ Phone (____) _____ ___________________

Address: ____________________________________________________________________________

E-mail Address: ______________________________________________________________________

Solicitation Title:

Solicitation Number:

Name of Company/Firm

(Bidder/Offeror):