PHPA 3661_Firefighters_Cancer_Screening SFY26 _RFA_10102025.pdf

REQUEST FOR APPLICATIONS (RFA)

STANDARD GRANT AGREEMENT (SGA)

(COMPETITIVE)

PROCUREMENT ID NUMBER –PHPA 3661 /BPM053557

Issue Date: October 10, 2025

Maryland Professional and Volunteer

Firefighter Innovative Cancer Screening

Technologies

NOTICE

A Prospective Applicant that has received this document from the Maryland Department of Health, or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFA, should immediately contact the

Procurement Officer and provide the Prospective Applicant’s name and mailing address so that addenda to the RFA or other communications can be sent to the Prospective Applicant.

09/2024

STATE OF MARYLAND

DEPARTMENT OF HEALTH

RFA KEY INFORMATION SUMMARY SHEET

Request for Applications: MARYLAND PROFESSIONAL AND VOLUNTEER

FIREFIGHTER INNOVATIVE CANCER SCREENING

TECHNOLOGIES

Solicitation Number: PHPA 3661/BPM053557

RFA Issue Date: October 10, 2025

RFA Issuing Office: Maryland Department of Health

Prevention and Health Promotion Administration

Cancer and Chronic Disease Bureau

Center for Cancer Prevention and Control

Procurement Officer: Li’Chelle Lindsey

Prevention and Health Promotion Administration

Maryland Department of Health

201 West Preston Street

Baltimore, MD 21201

Phone: 410-767-5621 e-mail: LiChelle.Lindsey@Maryland.gov

Grant Monitor: Sadie Peters, MA, MD, MHS

Center for Cancer Prevention and Control

201 West Preston Street, 302B

Baltimore, MD 21201

Pre-application conference : October 24, 2025, TIME 1 : 0 0 PM EST Local Time

Questions due date and time: October 31, 2025, Time: 9:00 am EST Local Time

Applications are to be sent to: eMaryland Marketplace Advantage (eMMA)

(https://emma.maryland.gov/page.aspx/en/usr/login?Return

Url=%2fpage.aspx%2fen%2fbuy%2fhomepage). For questions and/or technical assistance, please contact emma.helpdesk@maryland.gov. In addition, you may visit https://procurement.maryland.gov for additional information.

Closing Date and Time: November 07, 2025, Time: 2:00pm EST Loal Time mailto:LiChelle.Lindsey@Maryland.gov https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage mailto:emma.helpdesk@maryland.gov https://procurement.maryland.gov/

SECTION 1 - GENERAL INFORMATION

1.1.1 The Maryland Department of Health (MDH or the Department), Center for Cancer Prevention and Control, is issuing this Request for Applications (RFA) to provide grants that enable local fire departments and volunteer fire companies and departments to procure and administer innovative cancer screening tests not commonly offered during routine physical examinations or covered by insurance.

1.1.2 It is the State’s intention to obtain services, as specified in this RFA, from an Agreement between the selected Applicant(s) and the State. The anticipated duration of services to be provided under this Agreement is February 2, 2026, to June 30, 2026, with no option period.

The Department intends to make several awards through this RFA not to exceed a total of

$480,000. Applicants are encouraged to apply for the amount of funding desired to carry out the cancer screening project with their firefighters. If the Department receives applications for grants totaling more than the amount of grant funds available for this fiscal year, the

Department shall award grants to eligible Applicants on a pro rata basis according to the criteria set by the Evaluation Committee.

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

Examples of services for which applicants may subcontract include administrative assistance, clinical counseling, and phlebotomy.

1.1.4 The county in which a volunteer fire company or department is located shall assist volunteer fire companies or departments in filing applications for this program.

1.2.1 The Agreement resulting from this solicitation shall be a Fixed Price Contract.

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1.1 Summary Statement

1.2 Contract Type

1.3.1 The sole point of contact in the State for purposes of this solicitation prior to the award of any

Agreement is the Procurement Officer at the address listed below:

Li’Chelle Lindsey

Prevention and Health Promotion Administration

Maryland Department of Health

201 West Preston Street

Baltimore, MD 21201

Phone: 410-767-5621 e-mail: LiChelle.Lindsey@Maryland.gov

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

1.4.1 The Grant Monitor is:

Sadie Peters, MA, MD, MHS

Center for Cancer Prevention and Control

201 West Preston Street, 302B

Baltimore, MD 21201

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

1.5.1 Each Applicant is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Transmittal Letter (cover letter) submitted at the time of its application submission to this RFA.

1.5.2 eMMA is an electronic commerce system administered by the Maryland Department of General

Services. The RFA and associated materials, the solicitation and summary of the Pre-Proposal

Conference, Applicant questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA.

1.5.3 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.

1.6.1 Written questions from prospective Applicants will be accepted by the Procurement Officer.

Questions to the Procurement Officer shall be submitted via e-mail to the following e-mail address: LiChelle.Lindsey@maryland.gov. Please identify in the subject line the Solicitation

Number and Title.

1.4 Grant Monitor

1.3 Procurement Officer

1.5 eMaryland Marketplace Advantage

1.6 Questions

mailto:LiChelle.Lindsey@Maryland.gov https://procurement.maryland.gov/ mailto:LiChelle.Lindsey@maryland.gov

1.6.2 Questions are requested to be submitted no later than the due date indicated on the RFA Key

Information Summary Sheet. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the

Application due date.

1.7.1 Applications, in the number and form set forth in Section 4.2 “Applications' ' must be received by the Procurement Officer, in eMaryland Marketplace (eMMA) or the RFA email address

RFA.PHPA@maryland.gov, no later than 2:00 pm EST Local Time on November 07, 2025 in order to be considered. If emailing, please identify in the subject line the Solicitation Number and

Title.

1.7.2 Requests for an extension of this time or date will not be granted. Applications 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.

1.7.3 Applications may be modified or withdrawn by written notice received by the Procurement

Officer before the time and date set forth in this section for receipt of Application. Multiple and/or alternate Applications will not be accepted.

1.8.1 Grants shall be awarded to responsible Applicants submitting Applications that have been determined to be the most advantageous to the State, considering price and evaluation factors set forth in this RFA, for providing the activities as specified in this RFA. See RFA Section 5 for further award information.

1.9.1 If it becomes necessary to revise this RFA before the due date for Applications, the Department shall endeavor to provide addenda to all prospective Applicants that were sent this RFA, or which are otherwise known by the Procurement Officer to have obtained this RFA.

1.9.2 Acknowledgment of the receipt of all addenda to this RFA issued before the Application due date shall be included in the Transmittal Letter accompanying the Applicant’s Project Narrative.

Acknowledgement of the receipt of addenda to the RFA issued after the Application due date shall be in the manner specified in the addendum notice. Failure to acknowledge receipt of an addendum does not relieve the Applicant from complying with the terms, additions, deletions, or corrections set forth in the addendum.

1.10.1 The State reserves the right to cancel this RFA, accept or reject any and all Applications, in whole or in part, received in response to this RFA, waive or permit the cure of minor irregularities, and conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of the State. The State reserves the right, in its sole discretion, to award a

1.7 Application Due (Closing) Date and Time

1.8 Award Basis

1.9 Revisions to the RFA

1.10 Cancellations

mailto:RFA.PHPA@maryland.gov

Grant based upon the written Applications received without discussion or negotiations.

1.10.2 In the event a government entity proposes and receives the recommendation for award, the procurement may be canceled, and the award processed in accordance with COMAR

21.01.03.01.A(4). If the services that are the subject of the RFA are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the RFA may be canceled in accordance with Md. Code Ann., State

Finance and Procurement Art., § 3- 207(b)(2).

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SECTION 2 – MANDATORY REQUIREMENTS

The Applicant must provide proof with its application that the following Mandatory Requirements have been met:

2.1.1 The Applicant shall be a social organization as defined per Section 7-402 of the State Finance and

Procurement Article of the Annotated Code of Maryland or a local, state government agency, public college or state university.

2.1.2 For social organization Applicants (not local, state government agency, public college, or state university), the Applicant must be a nonprofit organization, classified by the IRS as tax-exempt under section 501(c)(3) or section 501(c)(4) of the Internal Revenue Code. Applications must include attachments of the following documentation from the applicant:

REQUIRED DOCUMENTATION: Documentation of tax-exempt status of the Applicant or the Applicant’s fiscal sponsor (i.e., IRS tax exempt status determination letter)

2.1.3 A fire department applying independent of its local or county government shall be certified as a local fire department, or a volunteer fire company, or a volunteer fire department in the State of

Maryland.

REQUIRED DOCUMENTATION: As proof of meeting this requirement, the Applicant shall provide with its Application a letter from an authorized individual in the county or local government (e.g. municipality, township) on county or local government letterhead providing evidence of current status as a local fire department, volunteer fire company, or volunteer fire department. This letter should include the name and physical location/address of the Applicant.

2.1.4 If the Applicant is a county or local government authorized by a local fire department, volunteer fire company, or volunteer fire department to assist the fire protection agency to file the application, the Applicant County or local government must submit a letter from an authorized individual in the local fire department, volunteer fire company, or volunteer fire department attesting to this representation.

REQUIRED DOCUMENTATION: A letter from an authorized individual in the local fire department, volunteer fire company, or volunteer fire department attesting that the county or local government has been authorized to file the application on behalf of the named fire service.

2.1.5 A volunteer firefighter association applying on behalf of member volunteer fire departments or volunteer fire companies shall submit with its Application a letter from an authorized individual on their Board of Trustees or other similar board on their association’s letterhead providing evidence of current status as a volunteer firefighter association.

REQUIRED DOCUMENTATION: Letter from an authorized individual on the fire association’s Board of Trustees, or other similar board, on their association’s letterhead providing evidence of current status as a volunteer firefighter association. The letter should include the names and physical locations/addresses of member volunteer fire departments or volunteer fire companies on whose behalf the Applicant is applying.

2.1 Applicant Mandatory Requirements

SECTION 3 – SCOPE OF WORK

According to the National Institute for Occupational Safety and Health (NIOSH), firefighters have a 9% higher risk of developing cancer and a 14% higher risk of dying from cancer compared to the general

United States population.1 However, even with such known occupational exposures, firefighters may have difficulty receiving early cancer screenings because standard cancer screening guidance provides no specific indications for early screening based on this occupation.2, 3 Cancers found late are often expensive to treat and can cause significant economic hardship for affected families and communities.

Cancer screening tests are designed to find cancer in an individual who does not yet present with cancer signs or symptoms. If the screening test result is abnormal, additional tests are needed for diagnosis to make sure the findings are indeed cancer. Screening tests can decrease an individual’s chance of dying from cancer.4

Cancer screening tests are tests designed to find cancer in an individual who does not yet present with cancer signs or symptoms. These may include, but are not limited to:

• A laboratory test,

• An imaging procedure (like mammography)

• A medical procedure (like colonoscopy), and

• A genetic test (like a blood test to detect markers for kidney or colon cancer).

The State is issuing this solicitation for the purposes of providing local fire departments, volunteer fire companies, and volunteer fire departments with grant funding to facilitate innovative cancer screening for

Maryland professional and volunteer firefighters. The grants are provided through the Maryland

Professional and Volunteer Firefighter Innovative Cancer Screening Technologies Program (Program), which is administered by the Maryland Department of Health (MDH). The Program is established under the authority of Health-General Article §§13-4001 – 13-4007, Annotated Code of Maryland and regulated by Maryland COMAR 10.04.08 (See Attachment G). The goal of the Program is to reduce cancer mortality among professional and volunteer firefighters while advancing the adoption of novel technologies that may also benefit the health of Marylanders and the economy of the State. The funds are to be used to cover costs associated with innovative tests not offered during routine physical examinations or not covered by insurance. Definitive cancer diagnostic testing and treatment are outside the scope of this project.

For this innovative cancer testing program, regional or county-based fire department collaborations may reach greater numbers of firefighters, reduce barriers to screening, and thus increase both the impact and efficiency of project activities. Additionally, partnerships with local, regional, and national firefighter associations may improve outreach to firefighters and enhance program participation.

Pinkerton L, Bertke SJ, Yiin J, et al. Mortality in a cohort of US firefighters from San Francisco, Chicago and Philadelphia: an update. Occupational and Environmental Medicine 2020;77:84-93.

https://www.cancer.org/cancer/risk-prevention/chemicals/firefighting.html, Retrieved September 6, 2024

3https://www.uspreventiveservicestaskforce.org/uspstf/topic_search_results?topic_status=P&category%5B%5D=15&searchterm=; Retrieved

September 6, 2024 https://www.cancer.gov/about-cancer/screening/patient-screening-overview-pdq#_17; Retrieved September 6, 2024

3.1 Background and Purpose

https://www.cancer.org/cancer/risk-prevention/chemicals/firefighting.html https://www.uspreventiveservicestaskforce.org/uspstf/topic_search_results?topic_status=P&category%5B%5D=15&searchterm https://www.cancer.gov/about-cancer/screening/patient-screening-overview-pdq#_17

3.2.1 Identification of a Valid Innovative Cancer Screening Test

3.2.1.1 The Applicant shall identify the innovative cancer screening test(s) chosen for this project and provide brief written documentation of research conducted to compare available cancer screening tests. For the chosen innovative cancer screening test researched, this documentation must include:

a. the claimed accuracy and reliability of the proposed test;

b. the scientific and clinical evidence supporting the claimed accuracy and reliability of the screening test;

c. whether the test employs innovative or novel technologies such as DNA sequencing, genomics, proteomics, metabolomics, machine learning, artificial intelligence, big data analytics, and other state-of-the-art technology.

d. whether the test can simultaneously screen for two or more cancer types for which firefighters have a higher incidence or death rate;

e. the cost of the test; and

f. whether the test is developed, manufactured, or commercialized by a business entity located in Maryland.

3.2.1.2 The Applicant shall provide verifiable information about the chosen cancer screening test in the form of web links or written materials from the company. If more than one innovative cancer screening test will be used, describe the additional test(s) using the criteria listed in section 3.2.1.1 a-f.

3.2.2 Work Plan and Description of Project Implementation Activities

3.2.2.1 Applicants, either directly or through their subcontractor(s), must be able to provide all services and meet all the requirements requested in this solicitation. Successful Applicants shall remain responsible for performance regardless of subcontractor participation in the work.

• Examples of services for which applicants may subcontract include administrative assistance, clinical counseling, and phlebotomy.

3.2.2.2 Explain the plan to implement the project. Use the Work Plan Template (See Attachment

I) to complement this required description and to add additional details, including data to be collected, time frames for assessing progress, measures of effectiveness, and team member/partners.

a. Describe activities to recruit participants (i.e. firefighters) during the grant period.

b. Describe how the Applicant will procure the identified cancer screening test(s).

c. Describe how informed consent will be managed and the procedures planned for administering the screening test to the participants.

d. Describe the plan to ensure follow up testing and treatment for participants who have positive screening test results.

e. Describe how summary/aggregate results will be obtained from testing company for grant reporting purposes.

3.2.3 Identification of Healthcare Team and Roles in Implementation Preparation

3.2 Scope of Work - Requirements

3.2.3.1 Use the Implementation Preparation Checklist (ATTACHMENT H) to detail the names and qualifications of the health care professionals who have agreed to be responsible for major project activities and roles.

a. Advise the Applicant on the selection and administration of the innovative cancer screening tests.

b. Identify the licensed health care professional who will lead clinical decision-making throughout the project period.

c. Identify the health care professional(s) who will ensure appropriate pre- and post-screening procedures and protocols (development of informed consent forms, development of pre-and post-screening counseling protocols, and training of other personnel to deliver these vital services during the project period).

d. Identify the licensed health care professional(s) who will lead blood draws at each screening session, if applicable.

e. Identify the health care personnel who will manage sample processing (e.g., centrifuge and other necessary handling), if applicable.

f. Identify personnel who will lead coordination of test kit delivery before screening sessions and sample transport to the testing company’s site for lab processing, if applicable.

3.2.3.2 Use the Implementation Preparation Checklist (ATTACHMENT H) to identify who will be responsible for key implementation planning activities and note the specific team members who will also be accountable, consulted, and informed for each activity/task.

a. Ensure use of a valid cancer screening test and availability of all necessary testing materials.

b. Prepare a detailed informed consent form.

c. Prepare a list of health insurance and financial resources that would be available to individuals whose screening tests are positive and need further testing or clinical consultation to obtain a diagnosis.

d. Prepare comprehensive pre-and post-screening counseling protocols and materials.

i. These should include primary care and mental health services available.

e. Train at least two other team members to deliver pre- and post-screening counseling in a standardized manner, including assisting with interpretation of test results.

f. Ensure the availability of experienced phlebotomists (if needed) for each screening session.

3.2.4 Identification of Firefighters to be Screened

3.2.4.1 Identify and describe the number of firefighters employed by, or serving with, the

Applicant who may be eligible to be screened with the innovative cancer screening tests.

3.2.4.2 Determine and describe the criteria used to prioritize firefighters at the highest cancer risk (among all who are eligible for screening) based on the latest scientific and medical research.

3.2.5 Background and Description of Organizational Capacity

3.2.5.1 Clearly identify the county, municipality, volunteer fire association, local fire department, volunteer fire company, or volunteer fire department that will be the recipient of the grant.

a. If two or more fire departments or fire companies are collaborating to procure and administer tests, clearly indicate which one is the Applicant that will be responsible for receiving and administering the funding and submitting required reports on behalf of the other agencies.

b. Describe the local fire department(s) or volunteer fire company(ies) or volunteer fire department(s) that will be served by this grant, including demographic information of the firefighters serving in the local fire department(s) or volunteer fire company(ies) or volunteer fire department(s).

3.2.5.2 Describe the organizational capacity of the Applicant and partners to carry out the project as described in Section 3.2.2 (Work Plan and Description of Project Implementation Activities), including relevant experience and description of key staff, their role, and time commitment.

3.2.5.3 Describe the capacity of any subgrantees or partners with which the Applicant intends to work to implement the activities of this grant, including local health departments, local hospitals or clinics, and firefighter associations or organizations assisting in project-related coalition building and application development.

3.2.6 List of Innovative Cancer Screening Services and Additional Testing Materials

The Applicant will provide a list of all services provided by the chosen test company (e.g., transportation to testing site, online appointment service, personalized reports and consultation from clinical personnel, delivery of test kits, personnel who will help support each screening session; transport of blood samples) and additional materials the test company will provide during the project (e.g., syringes and needles, tourniquets, gauze, collection vials, band aids, centrifuge, and coolers for temporary sample storage).

3.2.7 Required Cancer Screenings Records Retention

3.2.7.1 Procure and administer the innovative cancer screening tests solely for the firefighters identified by the Applicant.

3.2.7.2 Verify the administration of the innovative cancer screening tests by health care providers or a clinical service.

3.2.7.3 Maintain an inventory of the innovative cancer screening tests or services purchased by the

Applicant and maintain a record of the innovative cancer screening tests administered by health care providers.

3.2.7.4 Retain all records pertaining to the grant for 3 years from the date the final report is submitted to MDH or longer in case of an audit or litigation until the completion of the audit or litigation.

3.2.7.5 Participate in audits as required by MDH.

3.2.8 Reporting Requirements

3.2.8.1 Maintain and submit financial reports and records. This includes:

a. Establishing a separate account to track expenditures under the grant.

b. Maintaining accurate records, including documentation of each transaction associated with the grant.

c. Submitting invoices and financial reports (templates will be provided) by the deadline provided by MDH.

d. Submitting a final invoice for any unbilled expenditures by the deadline provided by MDH.

e. Submitting refunds of any unexpended funds by the deadline provided by MDH.

3.2.8.2 Submit an interim report describing the progress of the grant along with each invoice submitted using the template provided by MDH. The interim progress report should provide an update on the activities listed in the work plan submitted by the Applicant and approved by

MDH.

3.2.8.3 Submit a comprehensive final report describing the activities conducted under the grant for the entire grant period no later than 45 days after the date the grant period ends. The comprehensive final report shall be on the template provided by MDH and will include performance measures such as:

a. The number of individuals screened through the grant

b. The type of screening test(s) used

c. The cost of the screening test(s)

d. The number of cancers detected by the screening test(s)

e. The types of cancers detected by the screening test(s)

3.2.9 General Requirements

3.2.9.1 The Americans with Disabilities Act: The Americans with Disabilities Act (https:

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

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

● requested accommodations are provided in a timely manner; and

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

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

● reasonable modifications of policies, practices, and procedures.

● effective communication; and

● accessible facilities.

This grant is reimbursement-based funding. Grant recipients must submit an invoice with appropriate documentation of expenses to MDH for reimbursement of those expenses.

General

(a) All invoices shall include the following information:

3.3 Invoicing

http://www.ada.gov/)

● Grantee name;

● Remittance address;

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

● Invoice period;

● Invoice date;

● Invoice number

● State assigned Contract number;

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

● Goods or services provided; and

● Amount due.

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

(b) The Department reserves the right to reduce or withhold Grant payment in the event the

Grantee does not provide the Department with all required deliverables within the time frame specified in the Grant or in the event that the Grantee otherwise materially breaches the terms and conditions of the Grant until such time as the Grantee brings itself into full compliance with the Grant.

3.3.1 Invoice Submission Schedule

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

Document Reporting Period Due Date Notes

First Invoice February 2, 2026 - March 31, 2026 April 15, 2026 Invoices must be accompanied by adequate supporting documentation.

Second (Final) Invoice

April 1, 2026 – June 30, 2026 July 15, 2026

Final Financial Report

February 2, 2026 - June 30, 2026 August 15, 2026

• The first invoice (completed using the invoice template provided by the contract monitor) is due by the 15th day of the month following the reporting period during which services were performed. The form cannot be altered. If there are no expenditures in a given reporting period, the signed MDH form reflecting zero expenditures should still be submitted.

• The second and final invoice (completed using the invoice template provided by the contract monitor) is due no later than 15 days after the grant period ends.

• A final financial report listing all grant expenditures during the award period (completed using the template provided by the contract monitor) is due no later than 45 days after the date the grant period ends.

Supporting Documentation Requirements: The award recipient must be able to support grant expenditures with adequate source documentation. The extent of the documentation required is affected by the budgetary categories stated in the approved budget. The nature and type of documentation needed may also vary, depending on the relationship to specific internal controls.

3.3.2 Insurance Requirements - The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Grantee shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor. Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State of Maryland.

3.3.2.1 Subcontractor Insurance - The Grantee shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the

Contract Monitor with the same documentation as is required of the

Contractor.

3.3.2.2 The following type(s) of insurance and minimum amount(s) of coverage are required:

Commercial General Liability - of $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and

$3,000,000 annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

SECTION 4 – APPLICATION FORMAT

4.1.1 Offerors shall submit Proposals in separate volumes:

▪ Volume I – Project Narrative

▪ Volume II – Budget Justification/Narrative

4.2.1 Applications must be submitted to eMaryland Marketplace Advantage (eMMA),or the RFA email address RFA.PHPA@maryland.gov. The Procurement Officer will not accept submission after the date and exact time stated in the Key Information Summary Sheet.

4.2.1.1 The submission subject line shall state the RFA Title and PHPA number and either

Technical Proposal or Budget Narrative.

4.2.1.2 Two Part Submission:

A. Technical Proposal (See Section 4.3)

B. Budget Narrative (See Section 4.4)

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

*All information submitted as part of this proposal is subject to release under the Public

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

Note: No pricing information is to be included in the Project Narrative (Volume 1). Pricing information is to be included only in the Budget Justification/Narrative (Volume II).

4.3.1 The Project Narrative shall include the following documents and information in the order specified as follows:

4.3.1.1 Transmittal Letter:

● Applicant;

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

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

● Federal Employer Identification Number (FEIN) of the Applicant, or if a single

4.1 Two Part Submission

4.2 Applications

4.3 Volume I – Project Narrative

mailto:RFA.PHPA@maryland.gov individual, that individual’s Social Security Number (SSN);

● Applicant’s eMMA number;

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

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

4.3.1.2 Scope of Work/Work Plan shall include the Scope of Work, including the Work Plan

(as described in Section 3.2).

4.3.1.3 Mandatory Requirements Documentation

4.3.1.3.1 For social organization Applicants (not local, state government agency, public college, or state university), the Applicant must be a nonprofit organization, classified by the IRS as tax-exempt under section 501(c)(3) or 501(c)(4) of the Internal Revenue

Code. Applications must include attachments of the following documentation from the applicant:

REQUIRED DOCUMENTATION: Documentation of tax-exempt status of the

Applicant or the Applicant’s fiscal sponsor (i.e., IRS tax exempt status determination letter).

4.3.1.3.2 For fire departments applying independent of their local or county government, certification as a local fire department, or a volunteer fire company, or a volunteer fire department in the State of Maryland is required as part of the Application.

REQUIRED DOCUMENTATION: A letter from an authorized individual in the county or local government on county or local government letterhead providing evidence of current status as a local fire department, volunteer fire company, or volunteer fire department. This letter should include the name and physical location/address of the

Applicant.

4.3.1.3.3 For counties or local government assisting their local fire departments to file the application:

REQUIRED DOCUMENTATION: A letter from an authorized individual in the local fire department, volunteer fire company, or volunteer fire department attesting to this representation.

4.3.1.3.4 For volunteer firefighter associations applying on behalf of member fire departments:

REQUIRED DOCUMENTATION: A letter from an authorized individual on their

Board of Trustees or other similar board on their association’s letterhead providing evidence of current status as a volunteer firefighter association. This letter should include the names and physical locations/addresses of member fire departments on whose behalf the Applicant is applying.

4.3.1.4 Applicant Technical Response to RFA Requirements and Proposed Work Plan:

a. The Applicant shall address each Scope of Work requirement (Section 3.2) in its

Project Narrative and describe how its proposed services, including the services of any proposed subcontractor(s), will meet or exceed the requirement(s). If the

State is seeking Applicant agreement to any requirement(s), the Applicant shall state its agreement or disagreement. Any paragraph in the Project Narrative that responds to a Scope of Work (Section 3.2) requirement shall include an explanation of how the work will be done. Any exception to a requirement, term, or condition may result in having the Application classified as not reasonably susceptible of being selected for award or the Applicant deemed non-responsive.

b. Applicant shall acknowledge they have read the American with Disabilities Act

Statement in Section 3.2 and will meet all requirements.

4.3.1.5 Signed W-9 with Contact Person Names and Phone Number

4.3.1.6 A Pre-Application Conference (the Conference) will be held virtually on Google Meet

October 24, 2025 at 1:00pm EST. All prospective Offerors are encouraged to attend in order to facilitate better preparation of their applications.

4.4.1 The Applicant shall attach to the Budget Form Exhibit A document that details the total cost of the proposed activities. The budget categories may include: Personnel (salary and fringe), Consultants; Travel; Contractual; Supplies; Operating Costs; and Other project-related costs.

4.4.2 Under a separate folder from the Project Narrative and clearly identified in the format identified in

Section 4.2 “Applications,” the Applicant shall submit a copy of the Budget Narrative. The

Budget Narrative shall contain all price information in the format specified in Exhibit B. The

Applicant shall complete the Budget Narrative Form only as provided in the Budget Narrative

Form.

4.4 Volume II – Budget Narrative

SECTION 5 – EVALUATION COMMITTEE, EVALUATION CRITERIA,

AND SELECTION PROCEDURE

5.1.1 Evaluation of Applications will be performed by a committee established for that purpose and based on the evaluation criteria set forth below. The Evaluation Committee will review

Applications, participate in Applicant oral presentations and discussions, and provide input to the

Procurement Officer. The Department reserves the right to utilize the services of individuals outside of the established Evaluation Committee for advice and assistance, as deemed appropriate.

The criteria to be used to evaluate each Project Narrative within the Scope of Work: Requirements are listed below in descending order of importance.

Evaluation criteria are assigned weights in accordance with COMAR 10.04.08 .01-.08. See Attachment

K.

5.2.1 Identification of a Valid Innovative Cancer Screening Test as described in section 3.2.1

5.2.2 Work Plan and Description of Project Implementation Activities as described in section 3.2.2

5.2.3 Identification of Healthcare Team and Roles in Implementation Preparation as described in 3.2.3

5.2.4 Identification of Firefighters to be Screened as described in section 3.2.4

5.2.5 Background and Description of Organizational Capacity as described in section 3.2.5

5.2.6 List of Innovative Cancer Screening Services and Additional Testing Materials as in 3.2.6

5.2.7 Required Cancer Screening Records Retention as described in section 3.2.7

5.2.8 Reporting Requirements as described in section 3.2.8

5.2.9 General Requirements as described in section 3.2.9

5.1 Evaluation Committee

5.2 Project Narrative Evaluation Criteria

All Qualified Applicants will be ranked from the lowest (most advantageous) to the highest (least advantageous) based on the rating of the Project Narratives. The Budget Narrative (including the Budget

Form and Budget Narrative), will be evaluated based on reasonable cost given the time and effort described in the Project Narrative. The budget line items must be within the stated guidelines set forth in this RFA and as submitted on Exhibit C – Budget Narrative.

5.4.1 General

The Grant will be awarded in accordance with the Standard Grant Agreement method outlined in the Announcement. The State may determine an Applicant to be non-responsive and/or an

Applicant’s Application to be not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of Applications and prior to Grant award.

If the State finds an Applicant to be not responsive and/or an Applicant’s Project Narrative to be not reasonably susceptible of being selected for award, that Applicant’s Budget Narrative will be returned if the Budget Narrative is unopened at the time of the determination.

The State shall review applications and prioritize grants to applications based on quality of application received and the degree to which the tests listed on the application meet the criteria in

Section 3.2.1.

5.4.2 Award Determination

Upon completion of the Project Narrative and Budget Narrative evaluations and rankings, each

Applicant will receive an overall ranking. The Procurement Officer will recommend award of the

Grants to the responsible Applicants that submitted the Application determined to be the most advantageous to the State. In making this most advantageous Application determination, technical factors and financial factors will be weighted equally. If the Department receives applications for grants totaling more than the amount of funds appropriated for the Program for a fiscal year, the Department shall award the grants to eligible Applicants on a pro rata basis according to the criteria set by the Evaluation Committee.

5.4 Selection Procedures

5.3 Budget Narrative Evaluation Criteria

RFA ATTACHMENTS

EXHIBIT A – Budget Form

This must be completed and submitted with the Project Narrative in a separate envelope.

EXHIBIT B- Budget Narrative

This form must be completed and submitted with the Budget Form in a separate envelope from the

Project Narrative.

EXHIBIT C- Standard Grant Agreement “Sample”

This is the sample grant agreement used by the Department. It is provided with the RFA for informational purposes and is not required to be submitted with the Application. Upon notification of recommendation for award, a completed Standard Grant Agreement will be sent to the awardee for signature. The awardee must return to the Procurement Officer one (1) executed copy of the Standard

Grant Agreement within five (5) Business Days after receipt.

Upon award, a fully executed copy will be sent to the Grantee along with APPENDIX A & B, which contain the original application and budget documents.

EXHIBIT D – RFA Document Checklist

Use this checklist to ensure that the required documents for the Project Narrative and Budget

Narrative are completed.

ATTACHMENT A- Conditions of Award

ATTACHMENT B- Federal Funds

ATTACHMENT C- Debarment Affirmation

ATTACHMENT D - Certification Regarding Environmental Tobacco Smoke

ATTACHMENT E - Certification Regarding Lobbying

ATTACHMENT F- Additional Information required for Prevention and Health Promotion

Administration Grants

ATTACHMENT G: COMAR 10.14.08.01 --.08

ATTACHMENT H: Implementation Preparation Checklist

ATTACHMENT I: Work Plan Template

ATTACHMENT J: Invoice Template

ATTACHMENT K: Evaluation Criteria Weights

BUDGET FORM

The Budget Narrative shall contain all price information in the format specified on these pages. Complete the Budget Form only as provided in the Budget Form format. Do not amend, alter or leave blank any items on the Budget Form. Failure to adhere to any of these instructions may result in the Budget

Narrative being determined non-responsive and rejected by the Department.

Submitted By:

Authorized Signature: Date:

Printed Name and Title:

Company Name:

Company Address:

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

FEIN:

eMMA #:

Telephone: ( ) --

Fax: ( ) --

E-mail:

Budget Summary

Line Item Qty Unit Cost Total Cost

Salary

Fringe

Contractual

Travel

Operating Costs

Supplies

Other

Other

Other

EXHIBIT A – BUDGET FORM

Other

TOTAL

IDC % CAP

BUDGET NARRATIVE TEMPLATE

(Please submit a separate Narrative for each Budget Period)

Sample Line-Item Justification

Personnel (Pre- and post- screening consultant):

[Name of Personnel] $3,000

Justification: The Pre- and Post Screening Consultant will be responsible for: assisting with development of informed consent documents and providing counseling specific for firefighters undergoing screening with the cancer screening tests or services funded by this grant. Pre-test counseling will include assisting firefighters prepare assess the risk of screening, explaining the mechanics of the test, when results would be ready, how to access results, and what the potential outcomes of the test may be. Pre-test counseling provided by this consultant will also include ensuring and documenting informed consent and explaining confidentiality measures.

Post-test counseling will include delivering cancer screening results (if appropriate), helping each individual to interpret the results, explaining the next steps for further diagnostic testing, treatment, and mental health support, if needed. The Pre-and Post-Screening Consultant will help link firefighters to primary care providers, as needed, assist with enrolling in available health insurance services, and make referrals to mental health support, if needed.

$80/hour x 37.5 hours = $3,000

EXHIBIT B – BUDGET NARRATIVE

ORGANIZATIONS RECEIVING APPROPRIATIONS FROM THE STATE

STANDARD GRANT AGREEMENT

This Agreement, which is executed in compliance with Section 7-402 of the State Finance and Procurement Article of the Annotated Code of Maryland, is made this <enter day> day of <month, year> , between the State of

Maryland (the “State”), acting through the Maryland Department of Health, (the “Department”), located at <enter

MDH Address> and the <grantee name> (the “Grantee” ), located at <grantee address> in <county / city> County, <state, zip> , a Maryland Limited Liability Company / Corporation. .

1. Effective on the date of execution of this Agreement, the State is extending to the Grantee a grant in the amount of

<amount in words> Dollars ($ xx,xxx.xx) (the “Grant”), which the Grantee shall use only for the following purposes: <grant purpose>

2. Any expenditure of Grant funds that is not consistent with the purposes stated in paragraph 1 may, at the sole discretion of the Department, be disallowed. Should any expenditure be disallowed, or should the Grantee violate any of the terms of this Agreement, the State may require repayment to the State Treasury, an offset from any State Grant to the Grantee in the current or succeeding fiscal year, or other appropriate action. The Grantee shall repay to the State any part of the Grant that is not used for the purposes stated in paragraph 1 within 3 months after the date of this Agreement.

3. The Grantee may not sell, lease, exchange, give away, or otherwise transfer or dispose of real or personal property, or any part of or interest in real or personal property, acquired with Grant funds without the prior written consent of the

Department. This includes transfer or disposition to a successor on the merger, dissolution, or other termination of the existence of the Grantee. The Grantee shall give the Department written notice at least 30 calendar days before any proposed transfer or disposition. Any proceeds from a permitted transfer or disposition shall be applied to repay to the State a percentage of that portion of the Grant allocable to the particular real or personal property transferred or disposed of, unless the Department and the

Grantee agree to other terms and conditions. The percentage shall be equal to the percentage of the unadjusted basis of the property that would remain if the property had been recovery property placed in service after December 31, 1980, and if all allowable deductions had been taken up to the time of disposition under the Accelerated Cost Recovery System (ACRS) specified in the United States Internal Revenue Code, Section 168(b)(1).

4. For any item of real or personal property that is acquired with Grant funds and has an original fair market value of

Five Thousand Dollars ($5,000) or more, the Grantee shall, at its own expense, and for the reasonable useful life of that item or for 5 years, whichever is less, obtain and maintain insurance. The insurance shall provide full protection for the Grantee and the

State against loss, damage, or destruction of or to the real or personal property. The Grantee shall, on request, provide the

Department with satisfactory evidence of its compliance with this requirement. Proceeds of insurance required by this paragraph shall be applied toward replacement of the real or personal property or toward the partial or total repayment of the State of the

Grant, in the sole discretion of the Department.

5. The Grantee may not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, or any other characteristic forbidden as a basis for discrimination by applicable laws and certifies that its Constitution or by-laws contains a non-discrimination clause consistent with the Governor’s Code of Fair practices.

6. The person executing this Agreement on behalf of the Grantee certifies, to the best of that person’s knowledge and belief, that:

A.) Neither the Grantee, nor any of its officers or directors, nor any employee of the Grantee involved in obtaining contracts with or grants from the State or any subdivision of the State, has engaged in collusion with respect to the Grantee’s application for the Grant or this Agreement or has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

B.) The Grantee has not employed or retained any person, partnership, corporation, or other entity, other than a bona fide employee or agent working for the Grantee, to solicit or secure the Grant or this Agreement, and the Grantee has not paid or agreed to pay any such entity any fee or other consideration contingent on the making of the Grant or this Agreement; the

EXHIBIT C – Standard Grant Agreement “Sample” grantee understands and complies with the Conflicts of Interest provision of the Public Ethics Law, Maryland

Code Annotated, General Provisions, Title 5, Subtitle 5.

C.) The Grantee, if incorporated, is registered or qualified in accordance with the Corporations and Associations

Article of the

Annotated Code of Maryland, is in good standing, has filed all required annual reports and filing fees with the

Department of Assessments and Taxation and all required tax returns and reports with the Comptroller of the Treasury, the Department of Assessments and…