SMALL PROCUREMENT

REQUEST FOR PROPOSALS (RFP)

Content Development: Maryland Health Care Commission Website Design

PROCUREMENT ID NUMBER: MHCC 26-010

Issue Date: January 7, 2026

Marcia Boyle

ACTING CHAIRMAN

Douglas Jacobs, MD, MPH

EXECUTIVE DIRECTOR

STATE OF MARYLAND

MARYLAND HEALTH CARE COMMISSION

RFP KEY INFORMATION SUMMARY SHEET

Request for Proposals: Content Development: Maryland Health Care Commission Website Redesign

Solicitation Number: MHCC 26-010

RFP Issue Date: January 7, 2026

RFP Issuing Office: Maryland Health Care Commission

Procurement Officer: Andrea Allen 4160 Patterson Avenue Baltimore, Maryland 21215 Phone: 410-764-8791 E-Mail: andrea.allen@maryland.gov

Contract Monitor: Levone Ward Chief Network Operations and Administrative Systems Phone: 410-764-3486 E-Mail: levone.ward@maryland.gov

Valerie Agwale Program Manager Database and Application Development

Phone: 410-764-3583 E-Mail: Valerie.Agwale@maryland.gov

Proposals are to be sent to: Via eMMA only

Proposal Due (Closing): January 21, 2026

Contract Type: Firm Fixed Prices

Contract Term: Six (6) months mailto:andrea.allen@maryland.gov mailto:levone.ward@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 business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program 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 GOSBA 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.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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).

Title: Content Development Maryland Health Care Commission Website Redesign Solicitation No: MHCC 26-010

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 Proposal is insufficient

� Start-up time is insufficient

� Proposal requirements (other than specifications) are unreasonable or too risky (Explain in REMARKS section)

� Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section)

� 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: ________________________________________________________________

Table of Contents

SECTION 1 - GENERAL INFORMATION

SECTION 2 – EXPERIENCE AND PERSONNEL

SECTION 3 – SCOPE OF WORK

SECTION 4 – PROPOSAL FORMAT

SECTION 5 - EVALUATION AND SELECTION PROCESS

Attachment A – Contract

1. 27

2. 27

3. 28

4. 28

Attachment B – Financial Proposal

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.1.1 The Maryland Health Care Commission (MHCC or Commission) is an independent regulatory agency whose mission is to plan for health system needs, promote informed decision-making, increase accountability, and improve access in a rapidly changing health care environment by providing timely and accurate information on availability, cost, and quality of services to policy makers, purchasers, providers, and the public. The Commission's vision for Maryland is to ensure that informed consumers hold the health care system accountable and have access to affordable and appropriate health care services through programs that serve as national models.

MHCC is seeking a Contractor to revise and update its current website https://mhcc.maryland.gov/ content to align with its new wireframe and web page designs. The Contractor will also develop a content strategy for the site's future, aiming to improve, streamline, and present content in a clear and thoughtful manner that is more intuitive for visitors and the target audience.

1.1.2 The Commission intends 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 six (6) months from the day of full execution.

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

1.3 Procurement Method

This solicitation shall be made in accordance with the competitive sealed proposals (CSP) regulations described in COMAR 21.05.03.

1.4 Procurement Officer

The sole point of contact in the State for the purposes of this solicitation prior to the award of any Contract is the Procurement Officer stated on the

1.5 eMaryland Marketplace Advantage

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 Commission 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.

1.6 Verification of Registration and Tax Payment

Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://www.egov.maryland.gov/businessexpress.

It is strongly recommended that any potential Offeror complete registration prior to the Proposal due date and time. The Offeror’s failure to complete registration with SDAT may disqualify an otherwise successful Offeror from final consideration and recommendation for Contract award.

1.7 Questions

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:

(andrea.allen@maryland.gov). Please identify in the subject line the Solicitation Number and Title.

Questions are requested to be submitted at least 5 (five) days prior to the Proposal due date. 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.

1.8 Proposals Due (Closing) Date and Time

Proposals must be uploaded to eMMA, no later than 4:00 pm Local Time on Wednesday, January 21, 2026, 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 e-mail only, no phone calls will be accepted) to the Procurement Officer.

1.9 Bid/Proposal Affidavit

A Proposal submitted by the Offeror must be accompanied by a completed Bid/Proposal Affidavit. A copy of this Affidavit is included as Attachment C of this RFP.

1.10 Contract Affidavit

All Offerors are advised that if a Contract is awarded as a result of this solicitation, the successful Offeror will be required to complete a Contract Affidavit. A copy of this Affidavit is included for informational purposes as Attachment D of this RFP. This Affidavit must be provided within five (5) Business Days of notification of recommended award. For purposes of completing Section “B” of this Affidavit (Certification of Registration or Qualification with the State Department of Assessments and Taxation), a business entity that is organized outside of the State of Maryland is considered a “foreign” business.

https://www.egov.maryland.gov/businessexpress

1.11 Living Wage Affidavit

A. Maryland law requires that contractors meeting certain conditions pay a living wage to covered employees on State service contracts over $100,000. Maryland Code Ann., State Finance and Procurement Article, § 18-101 et al. The Commissioner of Labor and Industry at the Maryland Department of Labor requires that a contractor subject to the Living Wage law submit payroll records for covered employees and a signed statement indicating that it paid a living wage to covered employees; or receive a waiver from Living Wage reporting requirements. See COMAR 21.11.10.05.

B. If subject to the Living Wage law, Contractor agrees that it will abide by all Living Wage law requirements, including but not limited to reporting requirements in COMAR

21.11.10.05. Contractor understands that failure of Contractor to provide such documents is a material breach of the terms and conditions and may result in Contract termination, disqualification by the State from participating in State contracts, and other sanctions. Information pertaining to reporting obligations may be found by going to the Maryland Department of Labor website http://www.dllr.state.md.us/labor/prev/livingwage.shtml.

C. Additional information regarding the State’s living wage requirement is contained in Attachment E. Offerors must complete and submit the Maryland Living Wage Requirements Affidavit of Agreement (Attachment E-1) with their Proposals. If the Offeror fails to complete and submit the required documentation, the State may determine the Offeror to not be responsible under State law.

D. Contractors and subcontractors subject to the Living Wage Law shall pay each covered employee at least the minimum amount set by law for the applicable Tier area. The specific living wage rate is determined by whether a majority of services take place in a Tier 1 Area or a Tier 2 Area of the State. The specific Living Wage rate is determined by whether a majority of services take place in a Tier 1 Area or Tier 2 Area of the State.

1) The Tier 1 Area includes Montgomery, Prince George’s, Howard, Anne Arundel and Baltimore Counties, and Baltimore City. The Tier 2 Area includes any county in the State not included in the Tier 1 Area. In the event that the employees who perform the services are not located in the State, the head of the unit responsible for a State Contract pursuant to §18-102(d) of the State Finance and Procurement Article shall assign the tier based upon where the recipients of the services are located. If the Contractor provides more than 50% of the services from an out-of- State location, the State agency determines the wage tier based on where the majority of the service recipients are located. In this circumstance, the Contract will be determined to be a Tier (enter “1” or “2,” depending on where the majority of the service recipients are located) Contract.

2) The Contract will be determined to be a Tier 1 Contract or a Tier 2 Contract depending on the location(s) from which the Contractor provides 50% or more of the services. The Offeror must identify in its Proposal the location(s) from which services will be provided, including the location(s) from which 50% or more of the Contract services will be provided.

http://www.dllr.state.md.us/labor/prev/livingwage.shtml

3) If the Contractor provides 50% or more of the services from a location(s) in a Tier 1 jurisdiction(s) the Contract will be a Tier 1 Contract.

4) If the Contractor provides 50% or more of the services from a location(s) in a Tier 2 jurisdiction(s), the Contract will be a Tier 2 Contract.

E. If the Contractor provides more than 50% of the services from an out-of-State location, the State agency determines the wage tier based on where the majority of the service recipients are located. See COMAR 21.11.10.07.

F. The Offeror shall identify in the Proposal the location from which services will be provided.

NOTE: Whereas the Living Wage may change annually, the Contract price will not change because of a Living Wage change or a change in the State minimum wage.

SECTION 2 – EXPERIENCE AND PERSONNEL

2.1 Preferred Offeror Experience

The following experience is expected and will be evaluated as part of the Technical Proposal:

The Offeror shall have at least five (5) years of demonstrated experience providing similar work for state or federal clients within the last five (5) years.

As proof of meeting this requirement, the Offeror shall provide with its Proposal documentation demonstrating relevant experience. This should include 1-2 pages with at least three summaries of past training, along with supporting references confirming the Offeror’s experience.

2.2 Personnel

The Contractor may propose to augment or revise the following list of required personnel. The Contractor needs to demonstrate how its proposed staff model will complete the tasks in a timely fashion.

2.2.1 Project Director

The Project Director will coordinate all aspects of the work, take responsibility for meeting the schedule of deliverables, ensure timely delivery of the report, and may serve as the primary contact for the contract monitor. The individual should be able to work with MHCC senior staff, including the Executive Director, Chief of Staff, and the Chief of Government Relations and Special Projects. The Project Director may also serve in one of the other labor categories.

2.2.2 Web Content Editor/Technical Writer

The Web Content Editor/Technical Writer must possess at least three years of editing, creating and implementing a plan for producing and distributing content that aligns with a company's business goals and resonates with its target audience and proficiency in content management systems and web coding languages A bachelor's degree in English, journalism, communications, or a related technical field like computer science.

2.2.3 Graphic Design Specialist

The Graphics Design Specialist must have a minimum of three years of professional graphic design experience, with a proven track record of creating visually compelling and effective designs that support an organization’s branding, communications, and digital presence. This individual will demonstrate both creative and technical expertise in producing high-quality graphics for print, web, and social media platforms, ensuring alignment with organizational standards and accessibility requirements. A strong portfolio showcasing previous web design projects is required to demonstrate creativity and skill. Proficiency with design software such as Adobe Creative Suite is essential.

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

3.1.1 Purpose

The Maryland Health Care Commission (MHCC) is seeking a qualified contractor to design and implement a thorough content strategy for its website. The goal of this initiative is to enhance the clarity and accessibility of the site's information by improving and streamlining existing content suitable for accessibility, ADA/Section 508 compliance and general usability. The contractor will focus on organizing and presenting information in a way that is logical and user-friendly, ensuring that visitors can easily navigate the site and find the resources they need using plain language. By adopting a thoughtful approach to content presentation, MHCC aims to create a more intuitive and engaging experience for all users.

3.1.2 Background

The current MHCC website, developed in 2015, no longer meets modern web standards and the evolving technologies of today. To address this issue, MHCC has initiated a comprehensive website redesign project, which is divided into two phases. Phase 1 focused on gathering information, planning, and design. The project is now in Phase 2, which involves implementation and development. MHCC is seeking a contractor to support this phase by editing, rewriting, optimizing, and streamlining website content. The goals are to enhance the user experience and reduce bounce rates.

3.2 Statement of Work – Requirements

The Contractor shall complete the following:

1. Review of existing research and materials shall include, but is not limited to, the following:

a. Receive materials from MHCC, including research from Phase 1 and a content workbook analysis developed by the Maryland Department of Information Technology. This analysis details the current website's information architecture and hierarchy, aligning with the Maryland Digital Playbook.

b. Review the existing survey insights and review any analytics that may help better understand the target audience and behavior

2. Executing a comprehensive content strategy designed to optimize the MHCC website. A core component of this effort will involve a strategic content audit and pruning process, where obsolete, redundant, or low-value content is systematically removed to create a streamlined digital experience. This "pruning" makes way for the introduction of new, high-impact content that aligns with the MHCC's current https://digital.maryland.gov/ https://digital.maryland.gov/ https://digital.maryland.gov/ priorities and the needs of its diverse stakeholders. The following strategic objectives must guide the revision and creation of all content:

a. Streamlining and Consolidation of Content: The content architecture must be rationalized to eliminate duplication and reduce the cognitive load on the user. Information should be presented clearly, concisely, and with a logical hierarchy, ensuring that visitors can quickly locate the information they seek.

b. Emphasis on Areas of Strategic Importance: Key initiatives, priority programs, and essential data that reflect the MHCC's mission and regulatory functions must be prominently featured. The content strategy will utilize visual hierarchy, strategic placement, and persuasive copy to direct the audience to the most critical information and calls to action.

c. Audience Engagement and User-Centric Design: Content must be crafted with a deep understanding of the target audience, including consumers, providers, policymakers, and researchers. The language and presentation must be engaging, accessible, and designed to foster trust and facilitate action, moving beyond a simple repository of documents to a dynamic and interactive information hub.

d. Implementation of Plain Language Principles: All textual content must adhere to plain language guidelines in accordance with the following. This involves using common vocabulary, short sentences, active voice, and clear organizational structure to ensure that complex information is immediately understandable to the widest possible audience, regardless of their health-policy literacy level.

i. Maryland Digital Playbook

ii. Plain Language Executive Order (EO) 01.01.2024.25

iii. Plain Language Initiative

iv. Plainlanguage.gov

e. Section 508 Compliance and WGAG 2.1 Level AA: All newly created or revised content, including but not limited to documents, multimedia, and web pages, shall comply with, and where applicable exceed, the requirements of Section 508 of the Rehabilitation Act and the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, to ensure accessibility for individuals with disabilities, including users of assistive technologies. For more information, visit:

i. http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards

ii. http://www.hhs.gov/web/section-508/making-files-accessible/index.html.

iii. https://digital.maryland.gov/principles/accessibility-guidelines.html https://digital.maryland.gov/principles/plain-language-standards.html https://doit.maryland.gov/initiatives/Documents/EO-01.01.2024.25-Maryland-Plain-Language-Initiative.pdf https://doit.maryland.gov/initiatives/Pages/Plain-Language-Initiative.aspx https://www.plainlanguage.gov/

iv. https://doit.maryland.gov/policies/Accessibility/Pages/ADA-Title-II- Final-Rule-Update.aspx

f. Search Engine Optimization (SEO): Content must be strategically optimized using relevant keywords, proper metadata, descriptive alt text, and logical internal linking structures. This ensures that the MHCC website is highly visible and ranks effectively in major search engines, driving qualified organic traffic to essential resources.

3. Conduct a comprehensive content audit and strategic refinement process for the MHCC website content. This shall include but is not limited to:

a. Systematic Content Review: Collaborating with the MHCC team to review all existing content to identify gaps, inconsistencies in messaging, and redundancies.

b. Opportunity Identification: Pinpointing areas for improvement, consolidation, or deletion of outdated or irrelevant content.

c. Refinement Goal: Ensuring all MHCC digital and published content achieves a cohesive, consistent brand voice, tone, and message that accurately reflects the Commission's mission and strategic objectives.

d. Foundational Outcome: Improving the overall user experience and clarity of communication for all MHCC stakeholders.

4. Assist in transitioning existing application forms or creating new ones into fully functional, accessible, and fillable formats utilizing the applications currently available to MHCC, such as Adobe, Smartsheet, and Google Office Suites. This shall include, but not be limited to:

a. Section 508 Compliance: Ensuring all forms adhere to federal accessibility standards, which is a key requirement of the overall website redesign. This involves adding proper tagging, logical reading order, alt text for images, and ensuring keyboard navigation compatibility.

b. WCAG 2.1 Level AA Accessibility Requirements: Ensuring all web forms, fillable PDFs and any associated instructions or confirmation pages must comply with web content Accessibility Guidelines (WCAG) 2.1 Level AA and all applicable federal and state accessibility requirements, including ADA Title II and Section 508 of the Rehabilitation Act.

c. Fillable Functionality: Implementing interactive form fields that allow users to complete, save, and submit applications digitally, thereby improving the efficiency of the application process.

d. Usability Review: Applying principles of clear design and layout to the forms to improve clarity, reduce complexity, and minimize user errors.

5. The Contractor will provide expert advice and recommendations on User Experience (UX) improvements, particularly in relation to content presentation, to ensure the new MHCC website is intuitive and engaging. This advisory role includes:

a. Content Presentation: Offering suggestions on how to visually and structurally present content using formats that are easy to consume online, such as bullets, accordions, collapsible menus, cards, etc. as mentioned in the general requirements for content editing.

b. Information Architecture: Advising on the logical flow and hierarchy of information as it relates to user journeys on the new wireframes and web page designs.

c. Visual Integration: Identify content areas that would benefit from visual elements (e.g., infographics, flowcharts) to enhance comprehension and user engagement.

d. Best Practices: Applying up-to-date UX principles to ensure that the content is presented in a manner that maximizes user satisfaction and helps achieve the goal of reducing bounce rates.

6. The contractor shall edit website content with a keen focus on how users consume information online, specifically by "chunking" it to improve readability and user experience. This approach to content presentation shall utilize various formats to break up large blocks of text, including:

a. Bullets, Accordions, and Collapsible Menus: These structural elements are to be used for organizing information in scannable lists and hiding non-essential details until a user actively requests them, which helps to reduce cognitive load on the page.

b. Cards: The use of "cards" is specified to present summary information or links to related resources in a visually distinct and digestible format.

c. Clear Headings: Ensure the strategic use of clear headings to establish a logical hierarchy and organization, making it easy for users to scan the page and quickly find the content they are looking for.

d. Visuals: Identify which content areas would be most enhanced by visual elements, thereby improving comprehension and user engagement.

7. Content SEO Basic Optimization for MHCC Website Redesign

Execute the comprehensive Content SEO Basic Optimization by completing the following six essential actions:

a. Draft Page Titles and Meta Descriptions: For all pages designated and submitted by MHCC, craft compelling and SEO-friendly page titles (under 60 characters) and meta descriptions (under 160 characters) to improve CTR from SERPs.

b. Conduct Keyword Research: Perform a thorough investigation and analysis to identify high-value, high-intent keywords relevant to MHCC's content, mission, and target audience. Document and prioritize the identified keywords for implementation.

c. Apply On-Page SEO Tactics: Directly optimize the content on web pages. This includes:

i. Ensuring content quality and relevance.

ii. Structuring content using proper heading tags (H1-H6).

iii. Optimizing image file names and alt text.

iv. Strategically and naturally including target keywords in body text.

v. Enhancing the internal linking structure.

d. Implement Technical SEO Tactics: Optimize the non-content elements of the website to improve crawlability, indexability, and user experience. Address:

i. Site speed and performance.

ii. Mobile friendliness.

iii. Proper use of canonical tags.

iv. Creation and maintenance of XML sitemaps.

v. Implementation of structured data (schema markup).

e. Develop Off-Page SEO Strategy: Enhance the website's authority by focusing on activities outside the main site. This includes developing and executing strategies to strengthen the backlink profile, actively pursuing high-quality, relevant external linking opportunities, monitoring current backlinks, and analyzing the strategies of comparable websites.

f. Investigate and Implement Other SEO Opportunities: Proactively research and implement newly identified or emerging SEO best practices, adjust for algorithm changes, and investigate unique strategic opportunities (e.g., voice search, local SEO) that arise during the project to further enhance website visibility.

8. Develop Taxonomy

To significantly improve search retrieval speed, enhance website usability and navigation, ensure users can efficiently locate specific information, and maximize the value of the MHCC online presence by embedding best practices for content organization and discoverability the contractor shall perform the following task:

a. Information Architecture : Provide strategic guidance on the MHCC website’s information architecture to ensure alignment with the overall content strategy.

b. Taxonomy Development: Collaborate with MHCC staff and the existing website development contractor to create a robust, user-centric taxonomy.

c. Search Optimization: Ensure the foundational work (IA and Taxonomy) is executed to produce accurate, meaningful, and highly relevant search results.

d. Content Management Analysis: Conduct a thorough analysis of current content management practices and how metadata is applied.

e. Tagging Strategy Recommendations: Work with MHCC to develop and propose concrete recommendations for effective content tagging strategies.

9. Content Governance Documentation and Implementation

The contractor must develop and meticulously document an internal content governance strategy for the Maryland Health Care Commission's (MHCC) website.

This strategy is vital for the long-term integrity, reliability, and effectiveness of the website, ensuring it consistently supports the Commission's core mission and strategic objectives.

The governance framework must be robust and address all facets of content lifecycle management. Key areas of governance to be fully developed, documented, and outlined include:

a. Policy Development: Establishment of formal policies that dictate the overarching rules for content creation, publication, and archival. These policies will clearly define roles, responsibilities, and accountability across various MHCC departments and staff members involved in content management.

b. Procedure Creation: Detailed, step-by-step procedures must be developed to guide content contributors through every stage of the content lifecycle, from initial draft to final publication and subsequent maintenance. This includes workflows for content submission, editorial review, legal/compliance vetting, and quality assurance checks.

c. Guideline Documentation: The contractor will create comprehensive guidelines covering tone of voice, writing style, accessibility standards (e.g., WCAG conformance), search engine optimization (SEO) best practices, and the appropriate use of multimedia elements (images, videos). These guidelines are essential for maintaining a unified and professional digital presence.

d. Consistency and Brand Alignment: A core objective of the governance documentation is to enforce consistency in messaging, terminology, and visual presentation across the entire website. The strategy must include mechanisms to ensure all content accurately reflects the Commission’s established goals, legislative mandates, and official brand identity.

e. Accuracy and Compliance: The governance plan must mandate processes for regularly reviewing and validating content to ensure its factual accuracy and compliance with all relevant state and federal regulations, particularly concerning health data and public-facing information. This includes establishing a schedule for content audits and mandatory review cycles.

f. Maintenance and Archival Strategy: The documentation will specify how content is to be proactively maintained, updated, and eventually retired or archived. This ensures the site remains current and prevents the accumulation of outdated, inaccurate, or irrelevant information, thereby enhancing the user experience and reducing liability.

The final deliverable will be a comprehensive, user-friendly governance manual designed for adoption and long-term use by MHCC staff.

10. Content and Web Style Guide Development

The contractor will be responsible for creating a comprehensive, documented Website Style Guide to ensure consistency, usability, accessibility and clarity of all web content, this style guide will establish the foundational pillars of the Commission's content strategy and serve as the authoritative reference for content creation, editing, and publication. This guide will define best practices for content development, ensuring a consistent style, structure, voice, and tone across all web properties. Key components shall include but are not limited to:

a. Content Standards: Defining tone, voice, plain-language principles, and audience-appropriate writing practices

b. Content Strategy Documentation: Outlining best practices to guide the creation of content with a consistent style and structure.

c. Accessibility Requirements: Ensure consistency with WCAG 2.1 Level AA and applicable federal and state accessibility regulations, including guidance for headings, links, forms, images, tables, and multimedia content.

d. Editorial Rules for grammar, punctuation, capitalization, terminology, acronyms, and inclusive language

e. Page Template and Component Usage: Develop interior page templates and provide guidance on how to effectively use available templates and components to maximize content engagement.

f. Workflow Establishment and Content Lifecycle: Creating a defined process for content creation, review, approval, and publication. Accessibility review checkpoints prior to publication, version control and content maintenance standards.

11. Content Training

The contractor shall provide comprehensive training and documentation to Maryland Health Care Commission (MHCC) staff to ensure long-term content, maintainability and proficiency within the new system. Key components shall include but are not limited to:

a. Content Maintenance Training: The contractor will conduct in-depth training for designated MHCC staff members specifically focused on the processes and best practices for maintaining content integrity, accuracy, and relevance over time within the implemented platform. This training will empower staff to take ownership of ongoing content management post-launch.

b. Component Utilization and Strategy: A core component of the training will be dedicated to instructing staff on the effective and strategic utilization of the various system components and content types. This includes guiding staff in determining the most appropriate component structure and presentation method for different kinds of content (e.g., reports, news, policies, data visualizations) to ensure optimal user experience and accessibility.

c. Session Format and Delivery: Training will be delivered through interactive sessions, allowing for hands-on practice and Q&A to address specific staff concerns and scenarios relevant to their daily tasks.

d. Comprehensive Documentation: The contractor will develop and provide detailed, user-friendly documentation covering all aspects of content management, system administration pertinent to content, and component utilization. This documentation will serve as the primary reference guide for staff.

e. Training Session Recordings: For flexibility and future knowledge transfer, all training sessions will be recorded. These recordings will be provided to MHCC to serve as a readily accessible resource for staff to review complex concepts, refresh their knowledge, or for the efficient and consistent onboarding and training of future new staff members.

12. Quality Assurance Content before launch

The contractor will be responsible for a comprehensive quality assurance review of all content after it has been migrated and populated onto the new MHCC website platform by the MHCC staff and the website contractor. This final, critical review is essential to ensure a flawless launch. The scope of this review will include, but not be limited to, the following elements:

a. Content Styling and Input: Verify that all content is correctly styled according to the MHCC brand guidelines and the new website's style guide (e.g., proper use of headings, bulleted/numbered lists, bolding, and italics). The contractor must confirm that the content has been accurately input and rendered within the new Content Management System (CMS).

b. Proofreading and Editorial Review: Conduct a thorough proofreading of all text for grammatical errors, typos, spelling mistakes, and factual inaccuracies. This step ensures editorial consistency and maintains the professional tone of MHCC communications.

c. Content Tagging and Metadata: Ensure that all relevant content pieces— including documents, pages, news items, and events—are correctly tagged with appropriate keywords and metadata. Proper tagging is crucial for site search functionality, faceted navigation, and search engine optimization

(SEO).

d. Formatting and Layout: Confirm that the overall formatting and layout of each page are visually appealing, adhere to the established design templates, and are consistent across the site. This includes checking image placement, table integrity, and hyperlink functionality.

e. Application of Intended Components: Verify that specialized website components (e.g., accordions, call-to-action buttons, embedded forms, media players, etc.) are correctly implemented, configured, and functioning as designed for the specific piece of content.

The final quality assurance phase will be conducted in coordination with the website contractor to promptly identify and resolve any technical or content-related issues prior to the official public launch of the new MHCC website.

13. Project Management

a. The Contractor shall work closely and collaboratively with MHCC and the contractor for the web development throughout the content development process to ensure alignment with site structure, functionality, accessibility requirements, and implementation timelines. The Contractor shall

i. Coordinate regularly with the web development team during content development, review, and implementation to ensure content is technically feasible, properly structured, and compliant with accessibility, usability, and platform requirements

ii. Collaborate closely with the web development team to ensure content is developed and implemented in a manner that supports WCAG 2.1 Level AA and ADA Title II compliance, including proper semantic structure, navigation, and user interaction.

iii. Work in close coordination to ensure content is developed in alignment with Drupal templates, workflows, and publishing standards, and is ready for seamless integration in the content management system

iv. Actively engage with the web development team through scheduled meetings and review to align content development with technical implementation, accessibility standards, project milestones, and address issues promptly as they arise.

b. Maintain a detailed work plan for all tasks to be completed by the Contractor.

The work plan shall be updated bi-weekly or more frequently as requested by MHCC. At a minimum, the work plan shall include:

i. Each major step of the project with specific tasks, milestones, and begin/complete dates;

ii. Name(s) and position title(s) of staff members responsible for each task, and the number of hours assigned to each staff member to complete each task; and

iii. Resource needs and limitations.

c. Provide MHCC with progress reports bi-weekly and as requested by MHCC;

all reports shall be provided in a format acceptable by MHCC and contain, at a minimum:

i. The status of each task;

ii. A description of any problems or limitations encountered and solutions to address each problem or limitation;

iii. Updates to the work plan, as needed;

iv. Key activities accomplished since the last progress report;

v. Key activities that are delayed and for which the complete date noted in the work plan may potentially be missed; and

vi. Key activities on the horizon.

d. Meet with MHCC virtually bi-weekly or as requested by MHCC.

Proposed Project Timeline

Preliminary Workplan Week of January 12, 2026 Project Kickoff Meeting Week of January 19 Discovery, review of existing content, research and materials

January 19 – 23, 2026

Content Revision for up to 75 pages, meetings with

MHCC

Jan 26 – February 5, 2026

Content SEO basic optimization (page titles and meta descriptions) for 75 pages

February 9 - 20

Advise and develop taxonomy February 9 - 20 Style Guidelines Development Feb 23 - 27 Content design for up to 75 Level 2 Pages, six Level 3 infographics, two Level 2 graphics

Feb 27 – March 13

Stakeholder Reviews and Revisions March 1 - 31 Initial QA content March 1 - 31 Final QA content before website launch April 6 - 10 Draft Content Gouvernance Documentation April 6 - 10 Draft style guidelines Documentation April 6 - 10 Content training April 13 - 17 Finalization and delivery of Content and website style guide documentation

June 1 - 30

Project management weekly status reports and biweekly meetings

Jan 12 – June 30

*All dates are tentative and may change at the request of MHCC.

3.3 Deliverables

3.3.1 Deliverable Descriptions/Acceptance Criteria

In addition to the items identified in the table below, the Contractor may suggest other subtasks, artifacts, or deliverables to improve the quality and success of the assigned tasks.

Deliverables Summary Table*

Deliverable Description Acceptance Criteria Due Date / Frequency

Preliminary Work Plan Microsoft Project schedule demonstrating tasks, task estimates, resource assignments, and dependencies.

Initial Delivery: NTP+ fifteen

(5) Business Days

Kick-Off Meeting Virtual At least seven (7) Business Days after initial delivery of Work Plan

Status Reports Microsoft Word Document Bi-Weekly

Work Plan Updates On or before the 10th of each month

Meetings Virtual or Teleconference As requested by the Contract Monitor

Content Revision with MHCC center and staff

Microsoft Word Document and a

PDF

February 9 - 20

Contractor delivers final and approved content to be implemented in Drupal

Microsoft Word Document and a

PDF

March 1 - 31

QA content before website launch

April 6 - 10

Contractor delivers final website style guide documentation as well as Content governance documentation

Microsoft Word Document and a

PDF

June 22

*The deliverables summary table may not list every contractually required deliverable. Offerors and Contractors should read the RFP thoroughly for all Contract requirements and deliverables.

3.3.2 Minimum Deliverable Quality

The Contractor shall subject each deliverable to its internal quality-control process prior to submitting the deliverable to the State.

Each deliverable shall meet the following minimum acceptance criteria:

1) Be presented in a format appropriate for the subject matter and depth of discussion.

2) Be organized in a manner that presents a logical flow of the deliverable’s content.

3) Represent factual information reasonably expected to have been known at the time of submittal.

4) In each section of the deliverable, include only information relevant to that section of the deliverable.

5) Contain content and presentation consistent with industry best practices in terms of deliverable completeness, clarity, and quality.

6) Meets the acceptance criteria applicable to that deliverable, including any State policies, functional or non-functional requirements, or industry standards.

7) Contains no structural errors such as poor grammar, misspellings or incorrect punctuation.

8) Must contain the date, author, and page numbers. When applicable for a deliverable, a revision table must be included.

9) A draft written deliverable may contain limited structural errors such as incorrect punctuation and shall represent a significant level of completeness toward the associated final written deliverable. The draft written deliverable shall otherwise comply with minimum deliverable quality criteria above.

3.4 Data Ownership, Access, and Protection

3.4.1 Data, databases and derived data products created, collected, manipulated, or directly purchased as part of a RFP are the property of the State. The purchasing State agency is considered the custodian of the data and shall determine the use, access, distribution and other conditions based on appropriate State statutes and regulations.

3.4.2 The Contractor shall limit access to and possession of State data to only Contractor Personnel whose responsibilities reasonably require such access or possession and shall train such Contractor Personnel on the confidentiality obligations set forth herein.

3.4.3 At no time shall any data or processes – that either belong to or are intended for the use of the State or its officers, agents or employees – be copied, disclosed or retained by the Contractor or any party related to the Contractor for subsequent use in any transaction that does not include the State.

3.4.4 The Contractor shall not use any information collected in connection with the services furnished under the Contract for any purpose other than fulfilling such services.

3.4.5 Contractor shall ensure a secure environment for all State data and any hardware and software (including but not limited to servers, network and data components) provided or used in connection with the performance of the Contract and shall apply or cause application of appropriate controls so as to maintain such a secure environment (“Security Best Practices”). Such Security Best Practices shall comply with an accepted industry standard, such as the NIST cybersecurity framework.

3.4.6 Apply data encryption to protect Sensitive Data at all times, including in transit, at rest, and also when archived for backup purposes. Unless otherwise directed, the Contractor is responsible for the encryption of all Sensitive Data.

3.4.7 Data Breach Responsibilities

If the Contractor reasonably believes or has actual knowledge of a Data Breach, the Contractor shall, unless otherwise directed:

1. Notify the appropriate State-identified contact within 24 hours by telephone in accordance with the agreed upon security plan or security procedures unless a shorter time is required by applicable law;

2. Cooperate with the State to investigate and resolve the data breach;

3. Promptly implement commercially reasonable remedial measures to remedy the Data Breach; and

4. Document responsive actions taken related to the Data Breach, including any post-incident review of events and actions taken to make changes in business practices in providing the services.

3.5 Invoicing

3.5.1 All invoices for services shall be signed by the Contractor and emailed to the Contract Monitor and the designated invoice submission email MHCC.Invoice@maryland.gov at the frequency or schedule described in 3.5.3. All invoices shall include the following information:

a) Contractor name;

b) Remittance address;

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

d) Invoice period;

e) Invoice date;

f) Invoice number

g) State assigned Contract number;

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

i) Goods or services provided; and

j) Amount due.

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

3.5.2 The Commission reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Commission 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 Commission, 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.

3.5.3 Invoice Submission Schedule

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

Invoices are due by the 15th of the month following the month in which services were performed and deliverables accepted by MHCC

SECTION 4 – PROPOSAL FORMAT

4.1 Two Part Submission

Offerors shall submit Proposals in separate volumes:

▪ Volume I – TECHNICAL PROPOSAL

▪ Volume II – FINANCIAL PROPOSAL

4.2 Proposals

4.2.1 Offerors shall provide their Proposals in two separate envelopes through eMMA following the Quick Reference Guides (QRG) labelled “5 - eMMA QRG Responding to Solicitations (RFP)” for double envelope submissions.

4.2.2 Proposals delivered by facsimile and e-mail shall not be considered.

4.2.3 Provide no pricing information in the Technical Proposal. Provide no pricing information on the media submitted in the Technical Proposal.

4.2.4 The Procurement Officer must receive all electronic Proposal material by the RFP due date and time specified in the Key Information Summary Sheet. Requests for extension of this date or time will not be granted. Except as provided in COMAR 21.05.03.02F, Proposals received by the Procurement Officer after the due date will not be considered.

4.2.5 Volume I - Technical Proposal

NOTE: Omit all pricing information from the Technical Proposal (Volume I). Include pricing information only in the Financial Proposal (Volume II).

A. Transmittal Letter

A transmittal letter prepared on the Offeror’s business stationery is to accompany the original and required copies of this proposal. The letter MUST be signed by an individual who is authorized to bind his/her firm to all statements, including services and prices contained in the proposal. The transmittal letter should include the following:

1) Name and address of the Offeror;

2) Name, title, e-mail address, and telephone number of primary contact for the Offeror;

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

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

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

6) Offeror’s eMaryland Marketplace (eMM) number; and

7) Offeror’s Minority Business Enterprise (MBE) certification number (if applicable)

B. Offeror Qualifications and Capabilities

The Offeror shall include information on past experience with similar projects and services including information in support of the Offeror Experience criteria in Section 2 and shall include the following information:

1) The number of years the Offeror has provided the similar goods and services;

2) The number of clients/customers and…