MDH_RESOLICITATION_Dietary Services FinanCtr_OCMP#26-25264_Appendix #1_Abbreviations&Definitions_Final.pdf

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

Appendix 1. Abbreviations and Definitions

For purposes of this RFP, the following abbreviations or terms have the meanings indicated below:

A. Americans with Disabilities Act (ADA) – A comprehensive civil rights law that prohibits discrimination based on disability in several areas, including employment, state and local government services, public accommodations, transportation, and telecommunications.

B. Best and Final Offer (BAFO) - A term used in business and government procurement processes, particularly during negotiations or competitive bidding, to indicate the final opportunity for vendors to submit their most competitive proposal.

C. Bid/Proposal – The Bidder’s Bid or, as appropriate, either or both of the Offeror’s Technical or Financial Proposal.

D. Bid Package - The Bidder’s Bid or the Offeror’s Proposal and all required Attachments as identified in IFB/RFP Table A (Attachments and Documents Required with the

Bid/Attachments and Documents Required with Proposal). Any attachments not required will be labeled “Not Applicable” or “N/A” in Table A.

E. Bid/Proposal Price Form or Price Form - The Attachment B The Price Form that contains the prices bid by the Bidder or proposed by the Offeror.

F. Bidder/Offeror – An entity that submits a Bid or Proposal in response to this IFB/RFP.

G. Business Day(s) – The official working days of the week to include Monday through Friday.

Official working days excluding State Holidays (see definition of “Normal State Business

Hours” below).

H. Cafeteria style service meals – A dining concept where customers serve themselves from a variety of pre-prepared dishes displayed on a counter or buffet.

I. Center – Thomas B. Finan Center.

J. Commission on Dietetic Registration (CDR) - The credentialing agency for the Academy of

Nutrition and Dietetics

K. COMAR – Code of Maryland Regulations available on-line at https://dsd.maryland.gov/Pages/COMARSearch.aspx

L. Chief Executive Officer (CEO) – The highest-ranking person in a company or other institution, ultimately responsible for making managerial decisions.

M. Chief Operating Officer (COO) - A senior executive in an organization who is responsible for overseeing the company's day-to-day operations and ensuring that the company's strategic goals are being met

N. Child Nutrition Program – Federal programs help ensure that children receive nutritious meals and snacks that promote their health and educational readiness. The child nutrition programs are administered by USDA's Food and Nutrition Service (FNS).

O. Clinical Dietician - A healthcare professional specializing in medical nutrition therapy, providing evidence-based dietary guidance to individuals with various health conditions

P. COT/GAD - Comptroller's Office of Treasury/General Accounting Division.

Q. CSP – Competitive Sealed Proposal.

https://dsd.maryland.gov/Pages/COMARSearch.aspx

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

R. Contract – The Contract, in the form of Exhibit 2 hereto, to be awarded to the successful

Bidder pursuant to this IFB/RFP.

S. Contract Monitor – The State representative, or their documented designee, for this Contract who is primarily responsible for Contract administration functions, including, but not limited to, issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the Contract, monitoring MBE and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The Contract

Monitor may authorize in writing one or more State representatives to act on behalf of the

Contract Monitor in the performance of the Contract Monitor’s responsibilities. The Contract

Monitor may be changed at any time by written notice to the Contractor.

T. Contractor – The selected Bidder/Offeror awarded a Contract by the State.

U. Contractor Personnel – Employees, agents and subcontractor’s employees and agents performing work for or at the direction of the Contractor under the terms of the Contract.

V. Data Breach – The unauthorized acquisition, use, modification or disclosure of State data, or other Sensitive Data.

W. DHS – Department of Human Services.

X. Diet Manual - A reference guide that provides information and instructions on various diets, including regular and therapeutic diets.

Y. Dietetic Department Director - Responsible for overseeing the daily operations of the dietetics and food service programs within a specific setting, such as a hospital or healthcare facility.

Z. Department of Juvenile Services Wellness Policy - The Department of Juvenile Services

(DJS) in Maryland has a Wellness and Nutrition Service Policy (HC-337-22) that aims to promote the health, well-being, and ability to learn for youth in their care.

AA. Emergency Menu Plan – A plan that ensures meal availability during and after an emergency, weather-related emergency, or natural disaster.

BB. Emergency Preparedness Plan - a documented, comprehensive approach to identifying potential hazards and establishing procedures to protect health, safety, property, and operations during natural or human-caused disasters

CC. eMMA – eMaryland Marketplace Advantage; the State’s eProcurement system.

DD. EFT – Electronic Funds Transfer.

EE. ESHC – Eastern Shore Hospital Center.

FF. FEIN – Federal Employer Identification Number.

GG. Food and Nutrition Board, National Academy of Sciences, National Research Council – A unit within the Health and Medicine Division of the National Academies of Sciences, Engineering, and Medicine

HH. Go-Live Date - The specific date when a project, system, or service becomes fully operational and available for use, marking the start of its intended function and triggering key contractual obligations.

II. Governor’s Office of Small, Minority & Women Business Affairs - Serves the entire small business community, including firms owned by minorities, women, and veterans.

JJ. Grade AA or A - Grade AA is typically the highest quality available. Grade A is lower in quality but similar to Grade AA.

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

KK. Hazard Analysis Critical Control Points (HACCP) – A systematic preventative approach to food safety.

LL. Healthcare Delivery System - The organization of people, institutions, and resources to deliver health services to meet the needs of a target population

MM. HIPAA – Health Insurance Portability and Accountability Act.

NN. Institutional Meat Purchase Summary (IMPS) - A set of standardized specifications for various meat products used by government agencies, schools, and other food service entities.

OO. International Unit (IU) - A unit of activity or potency for vitamins, hormones, or other substances, defined individually for each substance in terms of the activity of a standard quantity or preparation.

PP. Joint Commission – A non-profit organization that accredits and certifies healthcare organizations in the United States.

QQ. Key Personnel – All Contractor Personnel identified in the solicitation as such that are essential to the work being performed under the Contract.

RR. Licensed Dietitian/Nutritionist – An individual who is legally authorized to practice dietetics and nutrition within a specific state, as they have met the state's licensing requirements.

SS. Local Time – Time in the Eastern Time Zone as observed by the State of Maryland. Unless otherwise specified, all stated times shall be Local Time, even if not expressly designated as such.

TT. MDOT – Maryland Department of Transportation.

UU. Maryland Department of Health or (MDH or the “Department”).

VV. Minority Business Enterprise (MBE) – Any legal entity certified as defined at COMAR

21.01.02.01B (54) which is certified by the Maryland Department of Transportation under

COMAR 21.11.03.

WW. National Food Service Management Institute Manual - Provides various resources and training materials to support child nutrition programs, including a "National Food Service

Management Institute Manual".

XX. Non-Disclosure Agreement (NDA) - A legally binding contract between two or more parties that outlines confidential information and restricts its disclosure to third parties.

YY. Normal State Business Hours - Normal State business hours are 8:00 a.m. – 5:00 p.m. Monday through Friday except State Holidays, which can be found at: www.dbm.maryland.gov – keyword: State Holidays.

ZZ. Notice to Proceed (NTP) – A written notice from the Procurement Officer that work under the

Contract, project, Task Order or Work Order (as applicable) is to begin as of a specified date.

The NTP Date is the start date of work under the Contract, project, Task Order or Work Order.

Additional NTPs may be issued by either the Procurement Officer or the Contract Monitor regarding the start date for any service included within this solicitation with a delayed or non-specified implementation date.

AAA. NTP Date – The date specified in a NTP for work on Contract, project, Task Order, or

Work Order to begin.

BBB. OCMP – Office of Contract Management & Procurement.

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

CCC. Personal Information (PI) or Personally Identifiable Information (PII) – As defined by statute under the State Government Article, Annotated Code of Maryland, Section 10-1301(c):

1) “Personal information” means an individual's first name or first initial and last name, personal mark, or unique biometric or genetic print or image, in combination with one or more of the following data elements:

i) a Social Security number;

ii) a driver's license number, state identification card number, or other individual identification number issued by a unit;

iii) a passport number or other identification number issued by the United

States government;

iv) an Individual Taxpayer Identification Number; or

v) a financial or other account number, a credit card number, or a debit card number that, in combination with any required security code, access code, or password, would permit access to an individual's account.

2) “Personal information” does not include a voter registration number.

DDD. PEP – Problem Escalation Procedure.

EEE. Procurement Officer – As defined in COMAR21.01.02.01B.(67) and prior to the award of any Contract, the sole point of contact in the State for purposes of this solicitation. After a

Contract award, the Procurement Officer has responsibilities as detailed in the Contract and is the only State representative who can authorize changes to the Contract. The Procurement

Officer may be changed at any time by written notice to the Contractor.

FFF. Protected Health Information (PHI) – Information that relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; or the past, present, or future payment for the provision of health care to an individual; and (i) that identifies the individual; or (ii) with respect to which there is a reasonable basis to believe the information can be used to identify the individual.

GGG. QRG – Quick Reference Guide.

HHH. Quality Assessment and Improvement/Quality Control Committee - A group responsible for overseeing and driving continuous improvement in the quality of services or products provided by an organization.

III. Recommended Dietary Allowances (RDAs) - The daily intake levels of essential nutrients considered sufficient to meet the nutritional needs of nearly all healthy individuals within a specific age and gender group.

JJJ. Registered Dietitian Dietician - A food and nutrition expert who has met rigorous educational and professional standards

KKK. Request for Proposals (RFP) – This Request for Proposals issued by the Maryland Department of Health (Department), with the Solicitation Number and date of issuance indicated in the

Key Information Summary Sheet, including any amendments and attachments thereto.

LLL. Security Incident – A violation or imminent threat of violation of computer security policies, Security Measures, acceptable use policies, or standard security practices. “Imminent threat of violation” is a situation in which the organization has a factual basis for believing that a specific incident is about to occur.

Appendix 1. Abbreviations and Definitions Effective Date: July 2024

MMM. Security or Security Measures – The technology, policy, and procedures that a) protects and b) controls access to networks, systems, and data.

NNN. Sensitive Data - Means PII; PHI; other proprietary or confidential data as defined by the State, including but not limited to “personal information” under Md. Code Ann., Commercial Law §

14-3501(e) and Md. Code Ann., St. Govt. § 10-1301(c) and information not subject to disclosure under the Public Information Act, Title 4 of the General Provisions Article; and information about an individual that (1) can be used to distinguish or trace an individual‘s identity, such as name, social security number, date and place of birth, mother‘s maiden name, or biometric records; or (2) is linked or linkable to an individual, such as medical, educational, financial, and employment information.

OOO. SBR - Small Business Reserve Program.

PPP. SDAT – State Department of Assessment and Taxation.

QQQ. Standard Operating Procedures - A detailed, step-by-step set of instructions that outlines how to perform a routine task or process within an organization.

RRR. State – The State of Maryland, including the agency that is issuing this solicitation and executing the awarded contract.

SSS. Total Bid/Proposal Price - The Bidder’s bid price or evaluated bid price for goods and services in response to this solicitation or the Offeror’s financial proposal price or evaluated financial proposal price, included in Attachment B – Price Form Instructions.

TTT. USDA - U.S. Department of Agriculture. - The United States Department of Agriculture, a federal executive agency responsible for U.S. government policy on farming, food, forestry, rural economic development, and nutrition, working to support farmers, ensure food safety, end hunger, and protect natural resources.

UUU. Veteran-owned Small Business Enterprise (VSBE) – A business that is verified by the Center for Verification and Evaluation (CVE) of the United States Department of Veterans Affairs as a veteran-owned small business. See Code of Maryland Regulations (COMAR) 21.11.13.