MDOA-SP-27-02 Commission on Aging Strategic Planning.pdf

MDOA-SP-27-02 Maryland Commission on Aging Strategic Planning Consultation

Solicitation #: BPM058843

MDOA Small Procurement RFP Document

MARYLAND DEPARTMENT OF AGING (MDOA)

SMALL PROCUREMENT REQUEST FOR PROPOSALS (RFP)

MDOA-SP-27-02 MARYLAND COMMISSION ON AGING STRATEGIC PLANNING

CONSULTATION

EMMA RFP NUMBER BPM058843

ISSUE DATE: SEPTEMBER 29, 2026

A Prospective Offeror that has received this document from a source other than eMaryland Marketplace Advantage (eMMA) should register on eMMA at https://emma.maryland.gov/

NOTICE TO OFFERORS

SMALL BUSINESS RESERVE PROCUREMENT

This is a “Small Business Reserve” procurement for which the award will be limited to certified small businesses. Only businesses that meet the statutory requirements set forth in Annotated Code of Maryland, State Finance and Procurement Article, §§14-501 through 14-505, and that are certified by the Department of Social and Economic Mobility’s (DOSEM) Office of Small, Minority & Women Business Affairs (OSBA) Small Business Reserve Program (https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx ) are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the OSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an amendment on eMMA.

MINORITY OWNED BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND

TO THIS SOLICITATION.

https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

Solicitation #: BPM058843

MDOA Small Procurement RFP

STATE OF MARYLAND

MARYLAND DEPARTMENT OF AGING (MDOA)

KEY INFORMATION SUMMARY SHEET

Small Procurement Request for Proposals

Services - MDOA-SP-27-02 Maryland Commission on Aging Strategic Planning Consultation eMMA Solicitation Number: BPM058843

RFP Issue Date: September 29, 2026

RFP Issuing Office: Maryland Department of Aging (“MDOA” or the "Department")

Procurement Officer: Aaron Peterson 36 S. Charles St., 12th Floor, Baltimore MD 21201

Email:

Phone Number:

aaron.peterson1@maryland.gov

(410) 776-9348

Proposals are to be sent to: Submit on emma.maryland.gov under Solicitation Number BPM058843 To submit a proposal, offerors must first register on emma.maryland.gov. The Department recommends registering in advance to become acquainted with the site.

Questions Due Date and Time:

October 9, 2026, before 5:00 PM Local Time

Proposal Due (Closing) Date and Time:

October 16, 2026, before 3:00 PM Local Time

Procurement Method: Small Procurement (Category II)

Contract Type: Time and Materials with Reimbursable Direct Costs

Contract Duration: On or around October 16, 2026 – June 30, 2027

Primary Place of Performance:

Flexible Modality

SBR Designation: Yes

Solicitation #: BPM058843

MDOA Small Procurement RFP

I. Background and Purpose

The Maryland Department of Aging (“MDOA” or “Department”) seeks consultation to assist with strategic planning to aid the Maryland Commission on Aging with fulfilling its new purpose and structure following the passage of the Longevity Ready Maryland (LRM) Act House Bill(https://mgaleg.maryland.gov/mgawebsite/Legislation/Details/HB0278/?ys=2026rs/) Senate Bill(https://mgaleg.maryland.gov/mgawebsite/Legislation/Details/SB0113?ys=2026RS).

LRM is the State of Maryland’s 10-year multisector plan on aging to address the challenges to, and maximize the opportunities of, an aging society. Information about LRM and the current plan can be found online at LRM.maryland.gov.

In addition to expanding the MDOA’s role to guide State agencies in shaping Statewide policy and planning using a longevity-first approach, the LRM Act modernizes the Maryland Commission on Aging by restructuring Commission membership seats and adding responsibilities to include:

• Reviewing and advising the Department on the LRM plan and overall progress of the Department and multisector partners in implementing the recommendations of the most recently published LRM plan.

• Advising the Secretary on legislative, policy, and other systems changes that could assist with implementation of the LRM plan.

• Advising the Secretary on any update to the LRM plan, including updates to the goals, objectives, and strategies to be included in subsequent LRM plans.

Through this procurement, the consultant will work with MDOA to plan and deliver a Maryland Commission on Aging strategic planning retreat in the early months of calendar year 2027. The retreat will gather Maryland Commission on Aging members and other LRM partners to:

• Understand the vision and framework of LRM, the LRM planning process, the roles and responsibilities of relevant parties, and the foundational strategies embedded in LRM planning and implementation to create and sustain change.

• Understand the Commission on Aging’s role in informing LRM implementation through systems-level planning, policy, and evaluation.

• Develop strategic plans for the full Commission on Aging as well as LRM partners for 2027.

• Begin planning for the active engagement of Maryland organizations, businesses, universities, governments, philanthropies, and community members to implement LRM strategies.

https://mgaleg.maryland.gov/mgawebsite/Legislation/Details/HB0278/?ys=2026rs/)%20Senate https://lrm.maryland.gov/

Solicitation #: BPM058843

MDOA Small Procurement RFP

II. Scope of Work

The successful offeror will act as the Department’s expert consultant to plan and deliver the strategic planning retreat and provide ongoing strategic support regarding the Maryland Commission on Aging and LRM. Work will be assigned on an ongoing basis through June 30, 2027, utilizing an hourly rate structure up to a maximum Not-To-Exceed (NTE) contract value of $52,000. Responsibilities include:

1. Information Gathering: Gather information from MDOA, State agency leads, and existing Maryland Commission on Aging members to understand the opportunities and challenges impacting the Maryland Commission on Aging’s new role under the LRM Act.

2. Retreat Planning: Utilize gathered information to develop a plan, agenda, and materials for a highly interactive, in-person strategic planning retreat. The retreat shall take place during the early months of calendar year 2027, shall not exceed six hours in duration, and shall be open to the public.

3. Communication: Coordinate with LRM on retreat outreach communications. (MDOA will manage registration communications.)

4. Logistics and Procurement: Manage all retreat logistics, including securing the location and providing food. Prior to executing any agreements for the venue or catering, the Contractor must obtain at least two quotes and submit them to the MDOA Contract Monitor for written approval.

5. Content Design: Design retreat content to prompt Maryland Commission on Aging strategic planning around policymaking, evaluation, and coalition building.

6. Materials Development: Develop all materials for the retreat using the LRM-branded templates, including pre-reading/pre-work, meeting agenda, meeting slides, and a post-meeting survey. Deliver all materials to MDOA with at least a two-week window for feedback and recommendations from MDOA and key Maryland Commission on Aging members before the materials must be shared. Final materials shall be shared by Contractor to MDOA no later than one week in advance of the retreat.

7. Facilitation: Facilitate the retreat in person, coordinating all presentations, materials, activities, and logistics directly. (MDOA staff will assist with meeting facilitation.)

8. Post-Retreat Deliverables: Deliver any materials collected during the retreat, including meeting minutes, completed forms, and documented notes, to MDOA following the retreat.

III. Mandatory Requirements

The lead member of the successful offeror’s staff must meet the following minimum qualifications:

Solicitation #: BPM058843

MDOA Small Procurement RFP

• At least three years of experience in strategic planning with groups of volunteer professionals.

• Bachelor’s degree or higher in social sciences or a related field.

• Demonstrated knowledge and expertise in public programming and policy related to aging and longevity.

• Demonstrated experience with human-centered design methodology.

• Ability to travel, perform in-person services in Maryland, and offer remote services.

IV. Place of Work

The work under the contract will be performed under a flexible modality. The majority of work may be performed remotely; however, the Contractor shall provide in-person facilitation on the day of the retreat in Maryland.

V. Green Purchasing Requirements

The State of Maryland is committed to purchasing environmentally preferable products and services (EPPs). Offerors are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable, such as utilizing compostable/recyclable food service items for catering and recycled-content paper for retreat materials. Contractors must comply with Maryland Green Purchasing requirements.

See the https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Food.aspx, https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/OfficeSupplies.aspx, and Section 14-410 of the State Finance and Procurement Article of the Annotated Code of Maryland. The State of Maryland reserves the right to request from the Contractor quarterly sales data over the life of the contract detailing the environmental attributes of products and services sold.

VI. Billing and Contract

• Contract; Term: This procurement is conducted as a Small Procurement (Category II) in accordance with COMAR 21.05.07. A single contract will be awarded to the offeror that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation shall begin on or about October 16, 2026, and will expire on June 30, 2027. The Department will prepare a contract memorializing contractual duties and the applicable legal provisions and send it to the successful offeror.

• Invoicing Requirements: An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, monthly invoices must include the following information, without error:

1. Contractor name and address;

2. Remittance address;

https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Food.aspx https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/OfficeSupplies.aspx

Solicitation #: BPM058843

MDOA Small Procurement RFP

3. Federal taxpayer identification (FEIN) or Social Security number;

4. Invoice period (i.e., time period during which services covered by the invoice were performed);

5. Invoice date and invoice number;

6. State-assigned Contract and/or Purchase Order number(s);

7. Goods or services provided;

8. Amount due; and

9. Any additional documentation required by the Contract (e.g., consultant log [see next paragraph] and direct cost receipts).

• Consultant Log / Timesheet Reporting: All labor hour invoices must be accompanied by a consultant log (i.e., a timesheet) signed by the MDOA Contract Monitor verifying the hours worked. At a minimum, each timesheet log submitted with the monthly invoice shall show:

o Title: “Consultant Time Log for Maryland Commission on Aging – Strategic Planning for LRM.”

o Contractor’s name, address, and telephone number.

o For each Contractor employee or other agent: Name and labor category, period of work, specific tasks completed during that period of work, number of hours worked each day on those tasks, total number of hours worked during the invoice period, and total amount billed for that employee or agent (Hours x Fully Loaded Hourly Rate).

o Signature and date lines for both the Contractor and the MDOA Contract Monitor.

• Direct Costs and Reimbursables: Direct costs specific to this procurement (such as retreat venue rental, catering, and printed materials) shall be billed as pass-through reimbursable expenses at actual cost. No markup, overhead, or administrative fee may be applied to direct costs. When submitting invoices for direct costs, the Contractor must provide proof of actual cost (e.g., itemized receipts, paid invoices, zero-balance folios) verifying that the reimbursement requested matches the exact amount the Contractor was charged.

• Not-To-Exceed (NTE): The total cost of all hourly labor and direct costs combined may not exceed $52,000 for the term of the contract. Payment by the State requires a proper invoice (see the second paragraph of this Section VI above) to be submitted.

• No Subcontracting: The use of a subcontractor is not permitted for this procurement.

VII. Questions and Inquiries

• Questions shall be submitted by October 9, 2026, before 5:00 PM local time.

• All questions should be addressed in writing to the Procurement Officer via email or eMMA. If emailing questions, please put the Solicitation # BPM058843 and Title:

Solicitation #: BPM058843

MDOA Small Procurement RFP

MDOA-SP-27-02 Maryland Commission on Aging Strategic Planning Consultation in the subject line.

• All responses to questions submitted, if any, shall only be posted on eMMA as an addendum and/or Q&A after the due date for questions.

VIII. Proposal Submission Information

• Due Date: Proposals are due by October 16, 2026, before 3:00 PM local time. Late proposals shall not be accepted. Faxed or mailed proposals shall not be accepted.

• Submission Portal: Proposals are to be submitted electronically through eMaryland Marketplace Advantage (eMMA). All proposals submitted shall be identified with eMMA BPM058843 and MDoA Solicitation # MDOA-SP-27-02.

• Form of Proposal:

o A Proposal must be in writing and must fully describe how the offer will perform each task listed in the scope of work (Section II) above.

o Indicate which staff will provide the required services, detail their roles, and attach a copy of the resume of each participating staff person.

o Pricing: Offerors must complete Exhibit A, providing fully loaded hourly rates for all proposed staff.

o Include the offeror’s Tax I.D. number and a statement that the offeror is registered to do business in Maryland.

o Proposals are limited to five pages in length (excluding attachments such as

Exhibit A, resumes, and certifications).

• Required Forms: The following forms must be reviewed, completed and/or signed, and submitted with offeror’s proposal via eMMA:

o Exhibit A: Pricing Form (Provided below) o Attachment A: Bid/Proposal Affidavit (Signed) o Attachment F: Bidder/Offeror Information Sheet (Signed) o Attachment I: Conflict of Interest Affidavit and Disclosure (Signed) o Attachment L: Reference Checks o Updated W-9 (Completed and signed)

(Note: A Contract Affidavit will be required from the successful offeror upon contract execution.)

• Public Information Act (PIA) Notice:

All information submitted as part of this solicitation is subject to release under the Maryland Public Information Act, Sections 4-101 to 4-601 of the General Provisions Article of the Annotated Code of Maryland. Offerors shall identify in writing the confidential portions of their proposals, preferably by submitting a separate redacted copy of their proposals, that they deem to be confidential commercial information, Solicitation #: BPM058843

MDOA Small Procurement RFP confidential financial information, proprietary information, or trade secrets, and provide written justification why such materials, upon request, should not be disclosed by the State under the Maryland Public Information Act. A blanket statement or redacted copy declaring the entire proposal confidential is not acceptable.

Offerors are advised that, upon request for this information from a third party, the Maryland Department of Aging is required to make an independent determination as to whether the information shall be divulged to the party.

IX. Award and Evaluation Criteria

A contract will be awarded to the responsible offeror whose submission is the most advantageous offer to the State. Evaluation includes:

• Competitiveness and reasonableness of proposed fully-loaded hourly rates

• Offeror’s qualifications and experience with human-centered design methodology

• Offeror’s knowledge and expertise in public programming and policy related to aging and longevity.

• Offeror’s experience conducting strategic planning for volunteer groups

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Solicitation #: BPM058843

MDOA Small Procurement RFP

EXHIBIT A: PRICING FORM

(DO NOT ALTER OR AMEND THIS FORM.)

eMMA RFP# / MDOA Solicitation#: BPM058843/MDOA-SP-27-02 Maryland Commission on Aging Strategic Planning Consultation

Offeror Name: ____________________________________________________

Instructions to Offeror:

Please provide your fully-loaded hourly rates (inclusive of overhead, travel, and profit) for the personnel who will provide services under this procurement. The State is not requesting an estimate of hours, as work will be assigned on an as-needed basis.

The final contract will be a Time and Materials (Hourly) contract with a strict Not-To-Exceed (NTE) cap of $52,000. The total billed across the entire contract term (including both labor and direct pass-through costs) cannot exceed this amount.

Part 1: Hourly Labor Rates

Please list the labor categories and fully loaded hourly rates for all staff who may perform work under this contract.

Proposed Staff Name / Labor Category (e.g., Lead Strategist, Facilitator, Admin)

Fully Loaded Hourly Rate ($/hr)

1. $

Part 2: Acknowledgment of Direct Costs (Pass-Through)

Direct costs (e.g., retreat venue rental, catering, printed materials) will be funded out of the $52,000 contract ceiling.

When submitting invoices for direct costs, the Contractor must provide proof of actual cost (e.g., itemized receipts, paid invoices, zero-balance folios) verifying that the reimbursement requested matches the exact amount the Contractor was charged.

By signing below, the Offeror acknowledges that the State is not guaranteeing a minimum number of hours, and that all work will be billed based on actual hours worked and actual direct costs incurred, strictly adhering to COMAR

21.09.01.18 for expense reimbursements. The combined total of all labor and direct costs during the period of performance shall not exceed $52,000.

Authorized Signature: ______________________________________ Date: _______________

Printed Name & Title: ______________________________________