PHPA 3733 Q&A 1.pdf

Request for Applications eMMA #: PHPA 3733/BPM055049

Issue Date: January 22, 2026

Vendor Questions and Answers #1

Date: February 9, 2026

Question #1: Are the applicants required to live in Maryland to perform services? Are services required to be in-person? Or can we offer virtual ASL services?

Answer: No. All ASL services should be provided virtually; however, applicants must register their business with the State of Maryland in order to do business in the state.

Question #2: What is the average length of time for each of the meetings listed?

a. Advisory Council Meetings

Answer: Advisory Council Meetings are scheduled for up to 2 hours.

b. Pre-Advisory Council Meetings

Answer: Pre-Advisory Council Meetings are scheduled for up to 1 hour.

c. Post-Advisory Council Meetings

Answer: Post-Advisory Council Meetings are scheduled for up to 1 hour.

d. Ad-Hoc Meetings

Answer: Ad-Hoc Meetings may be scheduled for up to 1 hour.

Question #3: Will all of the meetings be held in the Dept of Health building on 201 West

Preston St?

- If so, will our interpreters need to pay for parking?

- If not, what other locations will our interpreters need to travel to for these assignments?

Answer: All meetings will be conducted virtually using online meeting platforms (i.e., Zoom and

Google Meet). All ASL services should be provided virtually.

Question #4: Is this a new solicitation?

Answer: No.

Question #5: Is there an incumbent?

- If so, who is the incumbent?

Answer: Yes. The incumbent is Birnbaum Interpreting Services.

Question #6. Are the pre-meetings, meetings, and post-meetings broadcasted and/or recorded?

Answer: Advisory Council Meetings are recorded but not shared publicly. The meeting is also

NOT broadcast live. The pre- and post- council meetings are not typically recorded, but may be recorded if the council chairs would like to refer back to action items discussed during those meetings. These meetings are NOT shared on the Maryland EHDI Website.

Question #7. At what time of the day are these meetings typically held?

Answer: All Advisory Council-related meetings, including the pre- and post- meetings, start at

12 PM ET.

Question #8: Would you provide more detail regarding the typical meeting format and anticipated subject matter?

Answer: The typical meeting format includes program and data updates; council discussion on program activities; and council updates on action items. Previous meetings agendas and information can be found here: https://health.maryland.gov/phpa/cyshcn/Pages/Advisory-

Council-to-MD-EHDI.aspx

Question #9: Is the estimated 50 hours (pg.1, section 1.1.1) for the entire three year term or for each year the contract covers?

Answer: The 50 hours of service are for the entire three-year term. Council meetings take place quarterly each year. There are four (4) Advisory Council Meetings per year; for up to 2 hours.

There are four (4) pre-meetings per year for up to 1 hour, and four (4) post-meetings per year for up to 1 hour. There is a need for up to 16 hours of ASL Services for Advisory Council Meetings

Per Year. Here is the break down:

■ 8 hours of ASL services needed for Advisory Council Meetings

■ Up to 4 hours of ASL services needed for Pre-Advisory Council Meetings

■ Up to 4 hours of ASL services needed for Post-Advisory Council

Meetings

■ Total Hours across three (3) years is 48 hours of service.

● Throughout the term, the program may require Ad-Hoc meetings that may be up to the remaining 2 hours of service requested.

Question #10: What is the Department's anticipated yearly budget for these services?

Answer: Disclosing the budget cap eliminates pricing competition among applicants. However, applicants must align their budget with the time and effort presented the project narrative.

Question #11: Is Exhibit B - Financial Proposal Form the correct form we should be filling out?

It states "Salary" and "Fringe" but does not allow us to enter three years of quotes.

Answer: You can insert rows and columns as long as they have the required elements on Exhibit

B.

Question #12: The form requests a total cost. Is this the total cost based on 150 hours?

Answer: The total cost should be based on 50 hours of service.

https://health.maryland.gov/phpa/cyshcn/Pages/Advisory-Council-to-MD-EHDI.aspx https://health.maryland.gov/phpa/cyshcn/Pages/Advisory-Council-to-MD-EHDI.aspx

Question #13: Would you explain the typical calendar schedule for these meetings?

Answer: Please see an example schedule below:

January

● Pre-Meeting: January 8 from 12 PM-1 PM

● Advisory Council Meeting: January 15 from 12:30 PM -1:30 PM

● Post-Meeting: January 22 from 12 PM-1 PM

April

● Pre-Meeting: April 2 from 12 PM-1 PM

● Advisory Council Meeting: April 16 from 12:30 PM -1:30 PM

● Post-Meeting: April 23, 12 PM-1 PM

July

● Pre-Meeting: July 2 from 12 PM-1 PM

● Advisory Council Meeting: July 16 from 12:30 PM -1:30 PM

● Post-Meeting: July 23 from 12 PM-1 PM

October

● Pre-Meeting: October 1 from 12PM-1 PM

● Advisory Council Meeting: October 15 from 12:30 PM -1:30 PM

● Post-Meeting: October 22 from 12 PM-1 PM

Question #14: Do the pre-meeting and post-meeting meetings occur on the same day?

Answer: No, please refer to question 13.

Question #15: Do the pre-meeting and post-meeting meetings occur one day before and after the initial meeting?

Answer: No. The meetings occur a week before and a week after the Advisory Council meeting.

Please refer to question 13.

Question #16: How many attendees are anticipated during each event?

Answer: Advisory Council Meeting: There are 12 council members, and typically 5 program/department staff who attend these meetings. Pre- and post-meetings: 4-5 attendees per meeting.

Question #17: Are there any technology requirements?

Answer: Please refer to the virtual meeting platforms answers for question 3.

Question #18. Will the Q&A be uploaded into the eMMA portal, or will it be distributed via

Addendum?

Answer: The Q&A will be posted on eMMA for all vendors to benefit.