Published - Crime Victims Conference 26-SERV-004 .pdf

Crime Victims’ Rights Conference

Solicitation #: 26-SERV-004 MS-IFB Document

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 1 of 29

STATE OF MARYLAND

GOVERNOR’S OFFICE OF PREVENTION AND POLICY

(GOCPP)

CRIME VICTIMS’ RIGHTS CONFERENCE

MS-IFB NUMBER 26-SERV-004/ BPM053816

ISSUE DATE: 10/24/2025

A Prospective Offeror that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO OFFERORS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small businesses. Only businesses that meet the statutory requirements set forth in 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.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

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

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 2 of 29

STATE OF MARYLAND

GOVERNOR’S OFFICE OF CRIME PREVENTION AND POLICY

(GOCPP)

KEY INFORMATION SUMMARY SHEET

Request for Proposals Services - Crime Victims’ Rights Conference

Solicitation Number: 26-SERV-004

MS-IFB Issue Date: 10/24/2025

MS-IFB Issuing Office: Governor’s Office of Crime Prevention and Policy (GOCPP or the

"Agency")

Procurement Officer: Dieudonne Mwaha

100 Community Place

Crownsville MD 21032

Email:

Phone Number:

dieudonne.mwaha1@maryland.gov

410 697 9296

Proposals are to be sent to:

Submit on emma.maryland.gov under Solicitation Number 26-SERV-004

To submit a proposal, offerors must first register on emma.maryland.gov.

We recommend registering in advance to become acquainted with the site.

No Bid/Proposal Notice

Feedback Form

*If you are not submitting a proposal for this solicitation, submit

Attachment 1 with your reasons why, using the link below:

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-

Notice_Vendor-Feedback-Form-1-1.docx

Pre-Proposal

Conference:

N/A

Scheduled Site Visit Scheduled after notification by the Procurement Officer

Questions Due Date and

Time:

11/03/2025 @ 1:00 PM Local Time https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 3 of 29

Proposal Due (Closing)

Date and Time:

11/14/2025 @ 1:00 PM Local Time

Offerors are reminded that a completed Feedback Form is requested if a no-bid/proposal decision is made (see Attachment 1 - No Bid

Notice/Vendor Feedback Form) using the link below https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-

Notice_Vendor-Feedback-Form-1-1.docx

MBE/DBE

Subcontracting Goal:

N/A

VSBE Subcontracting

Goal:

N/A

Procurement Method: A Contract will be awarded in accordance with the Competitive Sealed

Proposals method under COMAR 21.05.03.

Multiple or Alternate

Bids:

Multiple or alternate Proposals will not be accepted.

Contract Type: Indefinite Quantity with Firm Fixed Prices

Contract Duration: 03/01/2026 – 05/31/2026

Primary Place of

Performance:

Baltimore City, Anne Arundel, Baltimore, Carroll, Harford, and Howard counties

SBR Designation: Yes

Federal Funding: No https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-1.-No-Bid_Proposal-Notice_Vendor-Feedback-Form-1-1.docx

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 4 of 29

TABLE OF CONTENTS – MS-IFB

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Contractor Responsibilities and Tasks

2.4 Experience and Personnel

2.5 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Problem Escalation Procedure

3.6 Work Orders

3.7 Payments by Electronic Funds Transfer

3.8 Prompt Payment Policy

3.9 Federal Funding Acknowledgement

3.10 Conflict of Interest Affidavit and Disclosure

3.11 Non-Disclosure Agreement

3.12 Maryland Healthy Working Families Act Requirements

3.13 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.14 Insurance Requirements

3.15 Non-Compete Clause Prohibition

4 Proposal Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Proposal Conference

4.4 Questions

4.5 Proposal Due (Closing) Date and Time

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4.6 Economy of Preparation

4.7 Public Information Act Notice

4.8 Oral Presentation

4.9 Duration of Proposals

4.10 Revisions to the MS-IFB

4.11 Cancellations

4.12 Incurred Expenses

4.13 Protest/Disputes

4.14 Offeror Responsibilities

4.15 Acceptance of Terms and Conditions

4.16 Compliance with Laws/Arrearages

4.17 Verification of Registration and Tax Payment

4.18 False Statements

5 Proposal Format

5.1 Two Part Submission

5.2 Proposal Delivery and Packaging

5.3 Volume I - Technical Proposal

5.4 Volume II – Financial Proposal

6 Evaluation and Selection Process

6.1 Evaluation Committee

6.2 Technical Proposal Evaluation Criteria

6.3 Financial Proposal Evaluation Criteria

6.4 Reciprocal Preference

6.5 Selection Procedures

6.6 Documents Required upon Notice of Recommendation for Contract Award MS-IFB

Attachments (Table B)

7 MS-IFB Appendices and Exhibits

7.1 Appendices (Table C)

7.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

The Offeror must document in its Proposal that it satisfies the following Minimum Qualifications:

A. The Offeror shall be licensed to operate in the State of Maryland

As proof of meeting this requirement, the Offeror shall provide with its Proposal, a copy of the following:

(1) Valid Business license that allows you to operate legally;

(2) Fire Department Permit to ensure that the venue complies with fire safety regulations;

(3) Health Permit to ensure that the venue adheres to health codes and sanitation standards.

B. The Offeror shall provide with its Proposal "Attachment L Reference Checks" with three

(3) or more references filled out.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

The Governor’s Office of Crime Prevention and Policy (GOCPP or the “Agency”) is issuing this

Multi-Step Invitation for Bids (MS-IFB) seeking a Contractor to provide a venue, labor, materials, equipment, tools and operations necessary to host the Crime Victims’ Rights Conference within one of the following locations Baltimore City, Anne Arundel, Baltimore, Carroll, Harford, and Howard counties, as specified in this Section 2, from a contract between the selected offeror(s) and the State of Maryland (“State”).

It is the State’s intention to obtain goods and services, as specified in this MS-IFB, from a contract between the selected Offeror and the State. The Office intends to make a single award for the work under this MS-IFB. See MS-IFB Section 6.5 Selection Procedures for more Contract award information.

An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all the requirements in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

A Contract award does not ensure a Contractor will receive all or any State business under the

Contract.

2.2 Background and Purpose

The Governor’s Office of Crime Prevention and Policy is part of the Executive branch of state government and serves as the State Administering Agency (SAA) for a variety of federal and state grant programs. The Agency, in collaboration with the Maryland State

Board of Victim Services, will host a One-day event for the 2026 Maryland Crime Victims’

Rights Conference between April 20-24, 2026.

The purpose of this solicitation is to procure a venue with free on-site parking for approximately

450 – 500 attendees, food and beverages, labor, materials, equipment, tools and operations necessary to host the 2026 Crime Victims’ Rights Conference.

The conference will be held during the National Crime Victims’ Rights Week, a weeklong initiative which promotes victims' rights and honors crime victims and those who advocate on their behalf. The 2026 Maryland Crime Victims’ Rights Conference is a one-day conference that will provide opportunities to learn, and network with speakers and peers about all emerging victims’ issues and solutions. Individuals and community groups are invited to attend and share their experiences with other professionals while learning about innovative approaches to create safe communities and empowering victims. The participants in the 2026 Maryland Crime Victims’ Rights Conference will also receive training and the ability to network with experts in the field. The Conference will host approximately 450 –

500 attendees made of local, county, and state government agencies, non-profit, non-governmental victim service programs, faith and community-based organizations. The conference will consist of an opening session, awards ceremony, general session, and workshop sessions and will provide the participants with the knowledge and practical skills necessary to administer services effectively to victims of crime.

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2.3 Contractor Responsibilities and Tasks

The selected Contractor shall be expected to provide the following services but not limited to:

2.3.1 Work with the Governor's Office of Crime Prevention and Policy staff virtually and in-person as necessary, to meet the deadlines.

2.3.2 Speakers and Exhibitors

1) Handle speaker and exhibitor set up to include Audio Video (AV) needs throughout the event.

2.3.3 Venue Requirements

1) One (1) Main conference room with chairs and tables large enough to accommodate five hundred (500) attendees, set up in a banquet style, with a raised stage, podium, microphone, and a table for the awards, including an AV cable, clicker remote, screen, laptop, projector, and podium. The opening and general sessions and the award ceremony will take place in the main conference room.

2) Three (3) workshop session rooms each with chairs and tables, set up in theater style for one hundred and sixty-five (165) attendees, having a microphone, projector, AV cable, screen, laptop, clicker remote and a podium.

3) One (1) hospitality room with 2 tables and 10 chairs. This room must remain secure during the conference but be made available to speakers and agency staff when needed.

4) Space for at least 10 Exhibitors with electrical outlets (ten 8-foot tables and 20 chairs)

5) Three (3) tables for registration (three, 8-foot tables and 5 chairs)

6) Free on-site parking for attendees

7) Five (5) separate assigned parking spots for state officials

2.3.4 Audio/Visual Needs

1) Provide immediate resolution of problems with A/V or other technical issues

2) Set up and break down A/V equipment, as necessary

3) Assist speakers with loading presentations

4) Ensure security of equipment throughout the event

5) Complimentary wireless internet

6) Provide an available technician in the event room to operate A/V equipment.

7) Mult box (for reporters)

2.3.5 Signage

Workshop Sessions Rooms - Workshop session rooms signage should include

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 9 of 29 the title for each workshop and should be changed for different workshop sessions. The Governor’s Office of Crime Prevention and Policy shall provide workshop session titles to the Contractor.

2.3.6 Food and Beverages

1) Boxed lunch meal for up to five hundred (500) attendees.

2) A typical boxed lunch meal that includes an entree (specialty sandwich), fruit and/or salad, beverage, and chips or a dessert; Offerors are encouraged to propose various menu items. See Attachment P – Vendor’s Proposed

Menu Items.

3) Provide all condiments normally served with specific menus, including, but not limited to salt, pepper, mustard, ketchup, cream, sugar.

4) Coffee, water, and refreshments shall be made available throughout the day.

2.4 Experience and Personnel

2.4.1 Preferred Offeror Experience

The Offeror shall have at least five (5) years of demonstrated experience and knowledge in conference and banquets services dealing with up to five hundred (500) attendees.

The following experience is expected and will be evaluated as part of the Technical Proposal (see the Offeror experience, capability and references evaluation factor from Section 6.2):

A. Demonstrated experience hosting a conference with at least 500 attendees

2.4.2 Personnel Experience

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

2.4.3 Number of Personnel to Propose

As part of the Proposal evaluation, Offerors shall propose exactly the number of personnel expected to be available to provide services during the conference.

2.4.4 Substitution Prior to and Within 30 Days After Contract Execution

THIS SECTION IS INAPPLICABLE TO THIS MS-IFB.

2.5 Supplemental Category of Work Requirements and Responsibilities

The link below lists the abbreviations and definitions associated with this solicitation.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Appendix-1.-Abbreviations-and-Definitions-.dotx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Appendix-1.-Abbreviations-and-Definitions-.dotx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Appendix-1.-Abbreviations-and-Definitions-.dotx

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

3.2 End of Contract Transition

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

3.3 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

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

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

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

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

H. State assigned Purchase Order number;

I. Goods or services provided;

J. Amount due; and

K. Any additional documentation required by regulation or the Contract.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required services within the time frame specified in the Contract or otherwise fails to satisfy the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of

Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract.

In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.3.1 Invoice Submission Schedule

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

A. Invoices for ALL services rendered shall be submitted upon completion and acceptance of the services specified in Section 2 of the MS-IFB.

3.3.2 Labor Hour/Time and Materials Invoicing

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THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

3.3.3 Travel Reimbursement

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

3.4 Liquidated Damages

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

3.5 Problem Escalation Procedure

No later than ten (10) Business Days after notice of recommended award or after the date of the

Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a

Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the

Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

A. Contact information

B. The process for establishing the existence of a problem;

C. Names, titles, and contact information for progressively higher levels of personnel in the

Contractor’s organization who would become involved in resolving a problem;

D. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP;

E. Expedited escalation procedures and any circumstances that would trigger expediting them;

F. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State;

G. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

H. A process for updating and notifying the Contract Monitor of any changes to the PEP.

I. The PEP must be updated within ten (10) Business Days after any change in circumstance which changes the PEP but not less than annually within ten (10) Business

Days after the start of each Contract year .

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State which may be allowed by the Contract or applicable law.

3.6 Work Orders

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

3.7 Payments by Electronic Funds Transfer

By submitting a Proposal in response to this solicitation, the Offeror, if selected for award:

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s

Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Offeror shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT)

Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 12 of 29 information as stated on the form, and must include the reason for the exemption. The COT/GAD

X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GA

DX10Form20150615.pdf.

3.8 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the

Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women

Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and

COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract, Section 31 “Prompt Pay Requirements”

(see Exhibit 2 - Sample Contract). Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

3.9 Federal Funding Acknowledgement

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

3.10 Conflict of Interest Affidavit and Disclosure

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION

3.11 Non-Disclosure Agreement

3.11.1 Non-Disclosure Agreement (Bidder/Offeror)

A Non-Disclosure Agreement (Bidder/Offeror) is not required for this procurement.

3.11.2 Non-Disclosure Agreement (Contractor)

This solicitation and any Contract(s) are subject to the terms of the Non-Disclosure Agreement

(NDA) contained in this solicitation as Attachment S. This Agreement must be provided within five (5) Business Days of notification of recommended award; however, to expedite processing, it is suggested that this document be completed and submitted with the Proposal.

3.12 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of

Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy

Working Families Act Information: https://dllr.state.md.us/paidleave/.

3.13 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

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3.14 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

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

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of one million dollars ($1,000,000) per loss, and a minimum single loss retention not to exceed ten thousand dollars ($10,000), with the State of Maryland listed as a “loss payee.”

C. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’

Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage).

3.14.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding

Workers’ Compensation Insurance and professional liability.

3.14.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are canceled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

3.14.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

3.14.5 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 Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

3.14.6 Subcontractor Insurance

The Contractor 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.

3.15 Non-Compete Clause Prohibition

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

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4 Proposal Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The MS-IFB, Offerors’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:

A. Any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy.

Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract

Monitor.

“Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions.

Electronic means includes e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g., https://procurement.maryland.gov), and electronic data interchange.

4.3 Pre-Proposal Conference

THIS SECTION IS NOT APPLICABLE TO THIS SOLICITATION.

4.4 Questions

All questions, including concerns regarding the MS-IFB shall be identified in the subject line with the

Solicitation Number and Title for this MS-IFB, and must be submitted in writing via e-mail or eMMA to the Procurement Officer no later than the date and time specified in the 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 Proposal due date.

4.4.1 Answers to all questions that are not clearly specific only to the requestor will be distributed via the same mechanism as for MS-IFB amendments and posted on eMMA.

4.4.2 The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the State unless it issues an amendment to the solicitation in writing.

4.5 Proposal Due (Closing) Date and Time

Proposals must be received by the Procurement Officer no later than the Proposal due date and time indicated on the Key Information Summary Sheet to be considered. Except as provided in COMAR https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 15 of 29

21.05.03.02.F and 21.05.02.10, Proposals received after that date will not be considered. Requests for extension of this date or time shall not be granted.

Proposals may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in the Key Information Summary Sheet for receipt of Proposals.

Potential Offerors not responding to this solicitation are requested to submit the “No Bid/Proposal

Notice/Vendor Feedback” form Attachment 1, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements).

4.6 Economy of Preparation

Proposals should be prepared simply and economically and provide a straightforward and concise description of the Offeror’s Proposal to meet the requirements of this MS-IFB.

4.7 Public Information Act Notice

The Offeror should give specific attention to the clear identification of those portions of its Proposal that it considers confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Public

Information Act, Md. Code Ann., General Provisions Article, Title 4 (See also MS-IFB Section 5.3.2.

Table A, Tab B “Claim of Confidentiality”). This information should be identified by page and section number and placed after the Title Page and before the Table of Contents in the Technical

Proposal and if applicable, separately in the Financial Proposal.

Offerors are advised that, upon request for this information from a third party, the Procurement

Officer is required to make an independent determination whether the information must be disclosed.

4.8 Oral Presentation

Offerors may be required to make oral presentations to State representatives. Oral presentations are considered part of the Technical Proposal. Offerors must confirm in writing any substantive oral clarification of, or change in, their Proposals made in the course of discussions. Any such written clarifications or changes then become part of the Offeror’s Proposal. The Procurement Officer will notify Offerors of the time and place of oral presentations.

4.9 Duration of Proposals

Proposals submitted in response to this MS-IFB are irrevocable for the latest of the following: 120 days following the Proposal due date and time, best and final offers if requested (see Section 6.5.2), or the date any protest concerning this MS-IFB is finally resolved. This period may be extended at the

Procurement Officer’s request only with the Offeror’s written agreement.

4.10 Revisions to the MS-IFB

4.10.1 All revisions to the MS-IFB before the due date for Proposals will be published in an addendum to the MS-IFB and posted on eMMA and reasonable effort will be made to provide such addenda to all prospective Offerors that were sent this MS-IFB or are otherwise known by the Procurement Officer to have obtained this MS-IFB. It is the responsibility of all prospective Offerors to check eMMA for any addenda issued prior to the submission of Proposals.

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4.10.2 Offerors shall acknowledge receipt of all addenda to this MS-IFB issued before the

Proposal due date in the Transmittal Letter accompanying the Offeror’s Technical

Proposal.

4.10.3 Addenda made after the due date for Proposals will be sent only to those Offerors that remain under award consideration as of the issuance date of the addenda.

4.10.4 Acknowledgement of the receipt of addenda to the MS-IFB issued after the Proposal due date shall be in the manner specified in the addendum notice.

4.10.5 Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Proposal to be deemed not reasonably susceptible of being selected for award.

4.11 Cancellations

4.11.1 This MS-IFB may be cancelled as provided in COMAR 21.06.02.02.

4.11.2 The State reserves the right to cancel this MS-IFB, accept or reject any and all

Proposals, in whole or in part, received in response to this MS-IFB, 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.

4.11.3 The State reserves the right, in its sole discretion, to award a Contract based upon the written Proposals received without discussions or negotiations.

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

COMAR 21.01.03.01.A(4).

4.11.5 If the services that are the subject of the MS-IFB 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 MS-IFB may be canceled in accordance with

Md. Code Ann., State Finance and Procurement Art., § 3-207(b)(2).

4.12 Incurred Expenses

The State will not be responsible for any costs incurred by any Offeror in preparing and submitting a

Proposal, in making an oral presentation, providing a demonstration, or performing any other activities related to submitting a Proposal in response to this solicitation.

4.13 Protest/Disputes

Any protest or dispute related to this solicitation or the Contract award shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

4.14 Offeror Responsibilities

4.14.1 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) remain responsible for Contract performance regardless of subcontractor participation in the work. Offerors must be able to provide all goods and services and meet all of the requirements requested.

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4.14.2 If the Offeror is the subsidiary of another entity, all information submitted by the

Offeror, including but not limited to references, financial reports, or experience and documentation (e.g. insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Offeror, unless the parent organization will guarantee the performance of the subsidiary. If applicable, the

Offeror’s Proposal shall contain an explicit statement, signed by an authorized representative of the parent organization, stating that the parent organization will guarantee the performance of the subsidiary.

4.14.3 A parental guarantee of the performance of the Offeror under this Section will not automatically result in crediting the Offeror with the experience or qualifications of the parent under any evaluation criteria pertaining to the actual Offeror’s experience and qualifications. Instead, the Offeror will be evaluated on the extent to which the

State determines that the experience and qualifications of the parent are applicable to and shared with the Offeror, any stated intent by the parent to be directly involved in the performance of the Contract, and the value of the parent’s participation as determined by the State.

4.15 Acceptance of Terms and Conditions

By submitting a Proposal in response to this MS-IFB, the Offeror, if selected for award, shall be deemed to have accepted the terms and conditions of this MS-IFB and the Contract, attached hereto as Exhibit 2 – Sample Contract. Any exceptions to this MS-IFB or the Contract shall be clearly identified in the Executive Summary of the Technical Proposal. All exceptions will be taken into consideration when evaluating the Offeror’s Proposal. The State reserves the right to accept or reject any exceptions.

4.16 Compliance with Laws/Arrearages

By submitting a Proposal in response to this MS-IFB, the Offeror, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the

Contract.

By submitting a response to this solicitation, each Offeror represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for Contract award.

4.17 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 123 Market Place Baltimore, MD 21202.

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.

4.18 False Statements

Offerors are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as follows:

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In connection with a procurement contract a person may not willfully:

A. Falsify, conceal, or suppress a material fact by any scheme or device;

B. Make a false or fraudulent statement or representation of a material fact; or

C. Use a false writing or document that contains a false or fraudulent statement or entry of a material fact.

A person may not aid or conspire with another person to commit an act under this section.

A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.

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5 Proposal Format

5.1 Two Part Submission

Offerors shall submit Proposals in separate volumes (or envelopes):

A. Volume I –Technical Proposal

i. Technical Proposal shall be submitted by the due date and time stated on the Key

Information Summary Sheet, page iii of the MS-IFB.

B. Volume II – Financial Proposal

i. Financial Proposal shall be submitted by the due date and time stated on the Key

Information Summary Sheet, page iii of the MS-IFB.

5.2 Proposal Delivery and Packaging

5.2.1 Proposals delivered by courier, postal service, facsimile, or email shall not be considered.

5.2.2 Pricing information shall not be included in the Technical Proposal. Pricing information shall not be included on the media submitted in the Technical Proposal.

5.2.3 Proposals shall only be accepted via the State’s internet-based electronic procurement system, eMMA.

5.2.4 Two Part (Double Envelope) Submission:

A. Technical Proposal consisting of:

1. Technical Proposal in searchable Adobe PDF format.

B. Financial Proposal consisting of:

1. Financial Proposal in searchable Adobe PDF format.

5.3 Volume I - Technical Proposal

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

5.3.1 In addition to the instructions below, responses in the Offeror’s Technical Proposal shall reference the organization and numbering of Sections in the MS-IFB (e.g., “Section 2.2.1 Response . . .; “Section 2.2.2 Response . . .,”). All pages of both

Proposal volumes shall be consecutively numbered from beginning (Page 1) to end

(Page “x”).

5.3.2 Attachments, Documents, and Information Required with the Technical Proposal

(Table A)

The Technical Proposal shall include the following documents and information in the order specified as follows. Each section of the Technical Proposal shall be separated by a TAB as detailed below:

Attachments A through E = Proposal will be rejected if the required Attachment is not submitted or is inaccurate or incomplete.

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Attachments F through R = Proposal may be rejected if the required Attachment is not submitted or is inaccurate or incomplete.

TABLE A - Attachments and Documents Required with the Proposal

Proposal TAB Attachment # Attachment Name / Tab Section and Description

Tab A

Title Page and Table of Contents

The Technical Proposal should begin with a Title Page bearing the name and address of the Offeror and the name and number of this MS-

IFB. A Table of Contents shall follow the Title Page for the Technical

Proposal, organized by section, subsection, and page number.

Tab B

Claim of Confidentiality (If Applicable)

Any information which is claimed to be confidential and/or proprietary information should be identified by page and section number and placed after the Title Page and before the

Table of Contents in the Technical Proposal, and if applicable, separately in the Financial Proposal. An explanation for each claim of confidentiality shall be included (see Section 4.7

“Public Information Act Notice”). The entire Proposal cannot be given a blanket confidentiality designation - any confidentiality designation must apply to specific sections, pages, or portions of pages of the Proposal and an explanation for each claim shall be included. Otherwise, note under TAB B

- “Not applicable”.

Tab C F

Bidder/Offeror Information Sheet https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-

Offeror-Information-Sheet.pdf

Tab D

Executive Summary &

Acknowledgement of all addenda to this MS-IFB.

• The Offeror shall condense and highlight the contents of the Technical Proposal in a separate section titled

“Executive Summary.

• In addition, the Summary shall indicate whether the

Offeror is the subsidiary of another entity, and if so, whether all information submitted by the Offeror pertains exclusively to the Offeror. If not, the https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-F.-Bidder-Offeror-Information-Sheet.pdf

MS-IFB for Governor’s Office of Crime Prevention and Policy Page 21 of 29

TABLE A - Attachments and Documents Required with the Proposal

Proposal TAB Attachment # Attachment Name / Tab Section and Description subsidiary Offeror shall include a guarantee of performance from its parent organization as part of its

Executive Summary.

• The Executive Summary shall also identify any exceptions the Offeror has taken to the requirements of this MS-IFB, the Contract (Exhibit 2), or any other exhibits, appendices, supplementals, or attachments.

Acceptance or rejection of exceptions is within the sole discretion of the State. Exceptions to terms and conditions, including requirements, may result in having the Proposal determined to be unacceptable or classified as not reasonably susceptible of being selected for award or the Offeror determined to be not responsible.

Tab E

Minimum Qualifications

The Offeror shall submit any Minimum Qualifications documentation that may be required, as set forth in MS-IFB

Section 1. If references are required in MS-IFB Section 1, those references shall be included in Attachment L.

Tab F

Offeror Technical Response to MS-IFB Requirements and

Proposed Work Plan

The Offeror shall address each MS-IFB requirement (MS-IFB

Section 2) in its Technical Proposal with a cross reference to the requirement and describe how its proposed goods and services, including the goods and services of any proposed subcontractor(s), will meet or exceed the requirement(s). If the

State is seeking Offeror agreement to any requirement(s), the

Offeror shall state its agreement or disagreement. Any paragraph in the Technical Proposal that responds to an MS-

IFB requirement shall include an explanation of how the work will be performed. The response shall address each requirement in Section 2 in order and shall contain a cross reference to the requirement.

The Offeror shall provide a draft Problem Escalation Procedure

(PEP) that includes, at a minimum, titles of individuals to be contacted by the Contract Monitor should problems arise under

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Proposal TAB Attachment # Attachment Name / Tab Section and Description the Contract and explains how problems with work under the

Contract will be escalated in order to resolve any issues in a timely manner. Final procedures shall be submitted as indicated in Section 3.5.

Tab G

Experience and Qualifications of Proposed Staff

The Offeror shall identify the qualifications and types of staff proposed to be utilized under the Contract including information in support of the Personnel Experience criteria in

Section 2.4. Specifically, the Offeror shall:

Describe in detail how the proposed staff’s experience and qualifications relate to their specific responsibilities, including any staff of proposed subcontractor(s), as detailed in the Work

Plan.

Tab H

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 2.4.1. The Offeror shall describe how its organization can meet the requirements of this MS-IFB and shall also include the following information:

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

• The number of clients/customers and geographic locations that the Offeror currently serves;

• The names and titles of headquarters or regional management personnel who may be involved with supervising the services to be performed under the

Contract;

• The Offeror’s process for resolving billing errors; and

• An organizational chart that identifies the complete structure of the Offeror including any parent company, headquarters, regional offices, and subsidiaries of the

Offeror.

Tab I L Reference Checks

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Proposal TAB Attachment # Attachment Name / Tab Section and Description

(Each reference shall be from a customer for whom the

Offeror has provided goods or services within the most recent past five years) https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-

Checks.pdf

Tab J M

List of Current or Prior State Contracts https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-

Current-or-Prior-State-Contracts.pdf

Tab K

Certificate of Insurance

The Offeror shall provide a copy of its current certificate of insurance showing the types and limits of insurance in effect as of the Proposal submission date. (The current insurance types and limits do not have to be the same as described in Section

3.14 but would be the required insurance certificate submission for the apparent awardee.)

Tab L P

Prime Contractor List of ALL Subcontractors

Anticipated/Used During Contract

The Offeror shall provide a complete list of all subcontractors that will work on the Contract if the Offeror receives an award.

This list shall include a full description of the duties each subcontractor will perform and why/how each subcontractor was deemed the most qualified for this project.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-P.-Prime-

Contractor-List-of-ALL-Subcontractors.xlsx

Tab M N

Legal Action Summary

This summary shall include:

• A statement as to whether there are any outstanding legal actions or potential claims against the Offeror and a brief description of any action;

https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-L.-Reference-Checks.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-Current-or-Prior-State-Contracts.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-Current-or-Prior-State-Contracts.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-M.-List-of-Current-or-Prior-State-Contracts.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-P.-Prime-Contractor-List-of-ALL-Subcontractors.xlsx https://procurement.maryland.gov/wp-content/uploads/sites/12/2024/07/Attachment-P.-Prime-Contractor-List-of-ALL-Subcontractors.xlsx…