Pre-Proposal Conference Minutes.pdf

Meeting Minutes Pre-Proposal Conference International Registration Plan (IRP) Audit Services Solicitation Number: V-HQ-26087-S (BPM057743) Date: July 8, 2026 Time: 1:00 PM (ET) Location: Microsoft Teams

1. Call to Order The Pre-Proposal Conference for the International Registration Plan (IRP) Audit Services solicitation was called to order at 1:00 p.m. by Adeyemi (Yemi) Adenle, Procurement Officer II, Maryland Motor Vehicle Administration (MVA), Division of Procurement & Contract Management.

Mr. Adenle welcomed all participants and thanked them for attending the conference. He requested that attendees enter their names and contact information into the Microsoft Teams chat to document attendance and facilitate future procurement communications.

2. Introductions Mr. Adenle introduced the State representatives and invited all attendees to introduce themselves, their organizations, and their roles.

Maryland Motor Vehicle Administration

• Adeyemi Adenle – Procurement Officer II, Division of Procurement & Contract Management

• Kevin Gamble – Division Manager and Program Manager, International Registration Plan (IRP)

• Latonya Montgomery – Section Manager, International Registration Plan

• Natalie Graham – Procurement Officer

Vendor Representatives

• Joshua Aweyera – Francis Aweyera & Associates (Maryland CPA Firm)

• Dennis Wilmer – Acro Service Corporation (Livonia, Michigan; Mid-Atlantic

Representative)

• Victor Richardson-Pierre – Swift Accounting Financial Consultant LLC (CPA Firm licensed in Maryland, Washington, D.C., and Virginia)

• Bill Seymour – SB & Company (Regional CPA Firm headquartered in Maryland)

Mr. Adenle encouraged participants to enable their cameras, when possible, to facilitate introductions and improve engagement during the conference.

3. Purpose of the Pre-Proposal Conference Mr. Adenle explained that the purpose of the conference was to:

• Provide an overview of the solicitation;

• Explain the purpose and objectives of the procurement;

• Introduce the IRP program staff;

• Provide prospective Offerors with a better understanding of the required services;

and

• Allow Offerors the opportunity to submit written questions in accordance with the Request for Proposals (RFP).

He reminded attendees that any verbal discussions during the conference were informational only and that only written responses issued through an official solicitation addendum would modify or clarify the solicitation.

4. Procurement Overview Mr. Adenle provided a high-level overview of the procurement.

He explained that the solicitation seeks a qualified contractor to perform the International Registration Plan (IRP) audit services required by the IRP member jurisdictions.

The Contractor will be responsible for:

• Conducting mandatory IRP compliance audits;

• Verifying fleet ownership and registration records;

• Reviewing reported mileage and supporting documentation;

• Evaluating registrants' internal controls;

• Confirming compliance with IRP requirements; and

• Preparing final audit reports containing findings, conclusions, and recommendations.

Mr. Adenle emphasized that the procurement supports the State's responsibility to ensure equitable distribution of apportioned registration fees among participating IRP jurisdictions.

5. Program Overview Mr. Kevin Gamble, Division Manager and Program Manager for the International Registration Plan, provided an overview of the IRP program.

Key discussion points included:

• IRP stands for the International Registration Plan.

• The Plan consists of 59 participating jurisdictions, including:

o The contiguous United States;

o The District of Columbia; and o Ten Canadian provinces.

• The IRP allows commercial motor carriers operating in multiple jurisdictions to obtain one apportioned registration rather than separate registrations in each jurisdiction.

• Registration fees are apportioned based upon the miles traveled within each participating jurisdiction.

• Maryland serves as the base jurisdiction for Maryland-based carriers and collects registration fees on behalf of all participating jurisdictions.

• Through an electronic fee distribution process, Maryland transmits the appropriate registration fees to the jurisdictions where travel occurred.

• The term "jurisdiction" is used throughout the IRP because the Plan includes Canadian provinces as well as U.S. states.

Mr. Gamble explained that the electronic fee collection and distribution process simplifies interstate commercial vehicle registration while ensuring that each jurisdiction receives its appropriate share of registration revenue.

6. Importance of the Audit Program Mr. Gamble explained that every participating IRP jurisdiction is required to conduct audits to ensure:

• Mileage is accurately reported;

• Registration fees are properly apportioned;

• Fleet records are complete and accurate;

• Registrants comply with IRP requirements; and

• Revenue is fairly distributed among all participating jurisdictions.

These audits are a mandatory component of the IRP and help maintain the integrity and financial accountability of the program.

7. Questions Attendees were advised that questions concerning the solicitation must be submitted in writing by the deadline specified in the Request for Proposals.

Responses to all timely submitted questions will be issued through an official solicitation addendum via eMaryland Marketplace Advantage (eMMA). Verbal responses provided during the conference are informational only and shall not be considered binding.

8. Attendance Maryland MVA

• Adeyemi Adenle, Procurement Officer

• Kevin Gamble,

• Latonya Montgomery

• Natalie Graham

Vendor Representatives

• Joshua Aweyera – Francis Aweyera & Associates

• Dennis Wilmer – Acro Service Corporation

• Victor Richardson-Pierre – Swift Accounting Financial Consultant LLC

• Bill Seymour – SB & Company

9. Adjournment Mr. Adenle thanked everyone for attending the Pre-Proposal Conference and for their interest in providing IRP Audit Services to the Maryland Motor Vehicle Administration.

The meeting continued with the program presentation and solicitation discussion.