RFP # 1181020_Montgomery Village Recreation Needs Assessment (1).pdf

RFP #1181020

Revised 01/2025 1

LSBRP REQUEST FOR PROPOSALS

RFP# 1181020

Montgomery Village Recreation Needs Assessment

June 25, 2025

Montgomery County, Maryland is soliciting proposals for the provision of the above-referenced goods, services, or construction, as outlined in this document.

Vendor must electronically submit their proposal no later than 3:00PM on August 4, 2025 through www.bidnetdirect.com/maryland/montgomerycounty. Vendors must register with BidNet Direct in order to view and respond to this solicitation. Visit www.bidnetdirect.com and click on the link to register at no charge. Follow the registration path and select the "Limited Access" option which will provide you with an automatic e-mail notification at no charge. If you need help registering, please call BidNet Direct’s Support Department at 800- 835- 4603, Option 2. It is the offeror’s responsibility to follow all steps in BidNet to completion in order to ensure submission of the proposal. The County will not accept proposals submitted after the due date and time.

There will be an optional pre-submission conference at 1:00PM on July 15, 2025 held remotely via Microsoft Teams:

Click here to join the meeting +1 443-692-5768, 909647024# United States, Baltimore

Phone Conference ID: 909 647 024#

The County will not accept proposals it receives by fax, email, mail, or personal delivery. All faxed, emailed, mailed, or personally delivered proposals will be returned to the vendor.

Should you have any questions regarding the technical information or the scope of services contained in this solicitation, contact Amy Donin, Capital Project Manager at amy.donin@montgomerycountymd.gov.

Should you have any questions regarding procurement information (i.e., terms and conditions) contained in this solicitation, contact Erik Haugen, Procurement Specialist at erik.haugen@montgomerycountymd.gov.

This is a Services Contract (see Section A, Services Contract):

Non-Professional Services

X Professional Services

X or This is a Construction Contract

(http://www.montgomerycountymd.gov/PrevailingWage):

or This is not a Services Contract (disregard Section A, Services Contract) and is not a

Construction Contract:

http://www.bidnetdirect.com/maryland/montgomerycounty http://www.bidnetdirect.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDkzNmEzYWEtOGZiOS00NWE1LTkyZDgtZTgwYWYwODk0NWM2%40thread.v2/0?context=%7b%22Tid%22%3a%226e01b1f9-b1e5-4073-ac97-778069a0ad64%22%2c%22Oid%22%3a%22fdd36b93-51d2-46c8-84b0-ea92a6ab4a26%22%7d mailto:amy.donin@montgomerycountymd.gov mailto:erik.haugen@montgomerycountymd.gov http://www.montgomerycountymd.gov/PrevailingWage

Revised 01/2025 2

Local Small Business Reserve Program (LSBRP) Notice

REQUEST FOR RFP #1181020

Montgomery Village Recreation Needs Assessment

This solicitation is reserved for only application submitted/certified local small businesses timely registered with the County’s LSBRP.

This solicitation thus comes under County Code, sections 11B-17A; 11B-65; 11B-66A; 11B-70 and Executive Regulation 21-05AM.

These documents can be accessed through the LSBRP web site at (Local Small Business Reserve Program, Montgomery County Office of Procurement, Montgomery County, MD).

LSBRP criteria are based on a firm’s location, ownership status, number of employees and annual revenue amount. Submitting a bid/proposal constitutes willfully stating your firm is an application submitted/certified Local Small Business. Therefore, if you wish to submit a bid/proposal for this solicitation adhering to the LSBRP, you must:

1. Submit an application as a LSBRP firm prior to the bid’s/proposals due date. If your LSBRP status is not application submitted/certified in our database prior to the bids/proposal’s due date and time, then your bid will be deemed non-responsive and rejected or your proposal will be deemed unacceptable and removed from consideration. Go to the LSBRP web site (Local Small Business Reserve Program, Montgomery County Office of Procurement, Montgomery County, MD) and follow the instructions under “Registration/Certification.”

2. After the IFB opens or the RFP closes and upon notification by the County, you must provide within three (3) business days the LSBRP documentation of:

• all of its business location(s) (if more than one),

• number of employees by location

• annual gross revenue of the business for the past three fiscal years.

(The preferred documents are a copy of a lease, Maryland Unemployment Insurance Contribution Report (summary or quarterly), and Financial Statement/Tax Returns. At the discretion of the LSBRP, an alternative type of documents might be accepted.)

If, after receipt of these documents, the LSBRP finds that your firm does not meet the LSBRP requirements, then your bid will be deemed non-responsive and rejected or your proposal will be deemed unacceptable and removed from further consideration. For questions, contact the LSBRP Program Manager (240-777-9913).

https://www.montgomerycountymd.gov/PRO/DBRC/lsbrp.html

Revised 01/2025 3

Notice to Offerors

Request for Proposals #1181020 for

Montgomery Village Recreation Needs Assessment

This solicitation may be subject to the County’s Wage Requirements Law (WRL), which applies to service contracts.

• If this solicitation is subject to the WRL, then the appropriate space will be marked in the box denoting “This is a Services Contract”, at the bottom of the RFP cover page

• In this event, the “Wage Requirements for Services Contract Addendum” will apply to the resultant contract (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf)

1) In order to be compliant with the Wage Requirements Law an Offeror must submit with its proposal the following:

(a) Completed Wage Requirements Certification form (This form is contained in the PMMD-177

Web-link above).

(b) If applicable, 501(c)(3) Nonprofit Organization’s Employee’s Wage and Health Insurance form

(This form is contained in the PMMD-177 Web-link above).

Offeror’s failure to complete and submit the required material information on the Wage Requirements form(s) may result in offeror’s proposal being unacceptable and rejected.

NOTE: You can find the current mandatory payroll reporting requirements, and the wage rate per hour that a County contractor must pay to its employees, under Section 11B-33A of the County Code, at (www.montgomerycountymd.gov/WRL). The WRL is available at the same website.

If there is a need for sign-language interpretation and/or other special accommodations, it is requested that at least five (5) days advanced notice be provided to the County’s Office of Procurement contact on page 1.

http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf http://www.montgomerycountymd.gov/WRL

Revised 01/2025 4

TABLE OF CONTENTS

1. ACKNOWLEDGMENT 6

2. NAME AND SIGNATURE REQUIREMENTS FOR PROPOSALS AND CONTRACTS 6

3. ACKNOWLEDGMENT OF SOLICITATION AMENDMENTS 6

4. SECTION A - INSTRUCTIONS, CONDITIONS AND NOTICES 7

5. SECTION B - SCOPE OF SERVICES: 15

6. SECTION C - PERFORMANCE PERIOD 18

7 SECTION D - METHOD OF AWARD/EVALUATION CRITERIA 18

8 SECTION E - SUBMISSIONS 20

9 SECTION F - COMPENSATION 21

10 SECTION G - CONTRACT ADMINISTRATOR 21

11 SECTION H - SPECIAL TERMS AND CONDITIONS 22

12 SECTION I - ETHICS 22

13 SECTION J - GENERAL CONDITIONS OF CONTRACT BETWEEN COUNTY & CONTRACTOR 23

Attachments

A. References A1 B. Cost and Price Requirements B1 C. Mandatory Insurance Requirements C1 D. Fee Schedule D1 E. Contractor Price Form E1

Web-links for Documents and Forms

1. Central Vendor Registration System (www.mcipcc.net)

2. Frequently Asked Questions, Procurement (https://www.montgomerycountymd.gov/pro/help.html)

3. MD-SDAT (https://dat.maryland.gov/Pages/default.aspx) and (http://dat.maryland.gov/businesses/Pages/Frequently-

Asked-Forfeiture-Questions.aspx).

4. Mid-Atlantic Purchasing Team Rider Clause (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-

147B.pdf)

5. Minority Business Program & Offeror’s Representation and Sample MFD Report of Payments Received

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-90.pdf) (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-97.pdf)

6. Minority, Female, Disabled Person Participation Evaluation Points: Requirements and Examples (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/MFDCriteria.pdf)

7. Minority, Female, Disabled Person Program Information (www.montgomerycountymd.gov/MFD)

8. Minority, Female, Disabled Person Subcontractor Performance Plan

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf)

9. Minority-Owned Business Addendum to General Conditions of Contract Between County and Contractor

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-91.pdf)

10. Offeror’s Certification of Cost & Price for Contracts Above $100,000

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf)

11. Prevailing Wage Requirements for Construction Contract Addendum

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf)

12. Prevailing Wage Requirements Information (www.montgomerycountymd.gov/PrevailingWage)

13. Solicitation Postings and Amendments (http://www.montgomerycountymd.gov/pro/solicitations)

14. Wage Requirement Law Payroll Reporting (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-

183.pdf)

15. Wage Requirements Certification Form and 501(c)(3) Nonprofit Organization’s Employee’s Wage and Health

Insurance Form (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf)

16. Wage Requirements for Services Contracts Addendum

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf)

17. Wage Requirements Law Information (www.montgomerycountymd.gov/PRO/DBRC/WRL.html)

18. Wage Requirements Law, Independent Contractor Certification

(https://www.montgomerycountymd.gov/PRO/Resources/Files/PMMD-193.pdf)

19. Local Business Subcontracting Performance Plan

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-192.pdf)

20. Prevailing Wage Local Hiring Report http://www.mcipcc.net/ http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-147B.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-147B.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-90.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-97.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/MFDCriteria.pdf http://www.montgomerycountymd.gov/MFD http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-91.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf http://www.montgomerycountymd.gov/PrevailingWage http://www.montgomerycountymd.gov/pro/solicitations http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-183.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-183.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf http://www.montgomerycountymd.gov/WRL https://www.montgomerycountymd.gov/PRO/Resources/Files/PMMD-193.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-192.pdf

Revised 01/2025 5

(http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf)

21. Prevailing Wage Law Local Hiring Attestation

(http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf) http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf

Revised 01/2025 6

Montgomery County, Maryland Acknowledgment Page

1. ACKNOWLEDGMENT

The offeror must include a signed acknowledgment that all the provisions, terms and conditions of this solicitation are agreeable to the offeror and may, at the County's option, be made applicable in any contract issued as a result of this solicitation. Offers that do not include such an acknowledgment may be rejected. Executing and returning (with the offer) the acknowledgment shown below will satisfy this requirement.

The undersigned agrees that all the provisions, terms and conditions of this solicitation may, at the County's option, be made applicable in any contract issued as a result of this solicitation.

Business Firm's Legal Name (printed):

Printed Name, Title and E-Mail of Person Authorized to Sign Proposal:

Signature: Date:

2. NAME AND SIGNATURE REQUIREMENTS FOR PROPOSALS AND CONTRACTS

The correct and full legal business name of the offeror must be used in proposals received and on all contracts issued as a result of this solicitation. A trade name (i.e., a shortened or different name under which the firm does business) must not be used when the legal name is different. Corporations must have names that comply with State law, which requires a suffix indicating the corporate status of the business (e.g. Inc., Incorporated, etc.). Trade names may be indicated by individuals or corporations with the individual or corporate name followed by “t/a” (trading as) or “d/b/a’ (doing business as), respectively. The offeror’s signature on the proposal, contract, amendment(s) or related correspondence, must conform to the following:

All signatures must be made by an authorized officer, partner, manager, member, or employee. The signing of this offer or a contract is a representation by the person signing that the person signing is authorized to do so on behalf of the offeror or contractor.

3. ACKNOWLEDGMENT OF SOLICITATION AMENDMENTS

The Offeror acknowledges receipt of the following amendment(s) to the solicitation:

Amendment Number Date

Revised 01/2025 7

4. SECTION A - INSTRUCTIONS, CONDITIONS AND NOTICES

The following provisions are applicable to this solicitation:

4.1. Instructions:

4.1.1. Registered Vendor

4.1.1.1. The first step in doing business with Montgomery County is to become a registered vendor in the on-line Central Vendor Registration System (CVRS). Go to the following website to register: (www.mcipcc.net)

4.1.2. Acknowledgement

4.1.2.1. The offeror must include the signed Acknowledgment page indicating agreement with all the provisions, terms and conditions of this solicitation.

4.1.3. Optional Pre-Submission Conference

4.1.3.1. If a Pre-Submission Conference is held, it is recommended that prospective offerors attend this pre-submission conference. For information regarding the date, time, and place of the conference, please see page 1 of this solicitation.

4.1.4. Proposals

4.1.4.1. Vendor must electronically submit their proposal through www.bidnetdirect.com/maryland/montgomerycounty. Proposals received after the date and time specified will not be considered and will be denied by the BidNet application.

4.1.4.2. It is the offeror’s responsibility to follow all steps in BidNet to completion in order to ensure submission of the proposal.

4.1.5. Proposal Withdrawal/Modification

4.1.5.1. Vendor can withdraw and make edits to a proposal before a solicitation’s closing date and time. To withdraw your proposal, log into www.bidnetdirect.com/maryland/montgomerycounty and click “Solicitations” then “Bid Management” and follow the withdrawal process. If you need help withdrawing your proposal, please call BidNet Direct’s Support Department at 800-835- 4603, Option 2.

Your withdrawal and resubmission must occur before the closing date and time.

4.1.6. Questions

4.1.6.1. All technical and non-technical questions pertaining to this solicitation are to be directed to the individuals whose names are indicated on Page 1 of this solicitation.

4.1.6.2. The Office of Procurement has an electronic ”Frequently Asked Questions” section on its website that may answer your questions:

(https://www.montgomerycountymd.gov/pro/vendor-resources/faq.html)

4.1.7. Obtaining Solicitation Amendments

4.1.7.1. What are they?

When the County determines that material changes to the solicitation document or material information needs to be disseminated to Offerors it will issue a formal amendment to a solicitation. However, not all solicitations will need an amendment.

Any information given to an offeror in response to a request will be furnished to all offerors as an amendment to this solicitation, if such information is deemed necessary for the preparation of solicitations, or if the lack of such information would be detrimental to the uninformed offerors. Such amendments only, when issued by the Director, Office of Procurement, will be considered as being binding on the County.

4.1.7.2. How do I identify if a solicitation has an amendment?

http://www.mcipcc.net/ http://www.bidnetdirect.com/maryland/montgomerycounty http://www.bidnetdirect.com/maryland/montgomerycounty https://www.montgomerycountymd.gov/pro/vendor-resources/faq.html

Revised 01/2025 8

Offerors are responsible for checking the website at https://www.montgomerycountymd.gov/PRO/solicitations/formal-solicitations.html periodically to remain informed of any solicitation amendments. Solicitation amendments may occur any time prior to the proposal due date and time. As a courtesy, the Office of Procurement may email solicitation amendments to holders of record with valid email addresses. However, it is the responsibility of the offeror to frequently visit the Office of Procurement’s website to obtain solicitation amendments.

4.1.7.3. What am I required to do for the Amendment?

OFFERORS MUST ACKNOWLEDGE RECEIPT OF SUCH SOLICITATION

AMENDMENTS, to the place designated, and prior to the hour and date specified in the solicitation (as amended) for receipt of offers. This can be easily done in at least one of the following ways:

4.1.7.3.1. By filling-in the “Amendment Number” and “Date” of the amendment(s) under the Acknowledgment of Solicitation Amendments title; or

4.1.7.3.2. By returning one signed copy of the amendment with the Offeror’s response to the solicitation

4.1.8. Maryland State Department of Assessments & Taxation (MD-SDAT)

4.1.8.1. Vendors doing business in the State of Maryland are required to be in ‘Good Standing’ with MD-SDAT; this may not be applicable for individuals, sole proprietorships or partnerships.

4.1.8.2. The County will require, if applicable, a copy of a Certificate of Good Standing from SDAT prior to entering into a contract with your firm.

4.1.8.3. The County will verify this status on the MD-SDAT website.

4.1.8.4. If your firm has a ‘Forfeit’ status from MD-SDAT the County cannot enter into a contract with your firm until this status has been rectified with the MD-SDAT.

4.1.8.5. If this status is not rectified in a timely manner with MD-SDAT, then your firm maybe declared non-responsible and your proposal will be rejected.

4.1.8.6. Information can be found at: (https://dat.maryland.gov/Pages/default.aspx) and

(http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx).

4.2. Conditions

4.2.1. Acceptance Time

4.2.1.1. By submission of a proposal under this solicitation, the offeror agrees that County has

180 days after the due date in order to accept the proposal. The County reserves the right to reject, as unacceptable, any offer that specifies less than 180 days of acceptance time. Upon mutual agreement between the County and the offeror, the acceptance time for the offeror’s proposal may be extended.

4.2.2. Contract Documents

The following documents will be incorporated into the contract resulting from this solicitation:

4.2.2.1. General Conditions of Contract between County & Contractor (Section J)

4.2.2.2. Minority-owned Business Addendum to the General Conditions of Contract between

County & Contractor and its companion document entitled, “Minority, Female, Disabled Person Subcontractor Performance Plan”.

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-91.pdf)

4.2.2.3. Offeror’s Certification of Cost & Price (for contracts above $100,000.)

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf)

4.2.2.4. Wage Requirements Law (WRL) for Services Addendum to the General Conditions of Contract between the County and Contractor and its companion documents entitled, “Wage Requirements Certification”, and “501(c)(3) Non-profit Organization’s Employee’s Wage and Health Insurance Form”.

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf) http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx http://www.montgomerycountymd.gov/PRO/Resources/Files/OBRC/PMMD-91.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf

Revised 01/2025 9

4.2.2.5. All representations and certifications listed in this document.

4.2.2.6. Mandatory Insurance Requirements.

4.2.2.7. Prevailing Wage Requirements (only for a construction contract between the County and Contractor).

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf)

4.2.2.8. Prevailing Wage Local Hiring Report. (if applicable) (http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf)

4.2.2.9. Prevailing Wage Law Local Hiring Attestation. (if applicable) (http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf)

4.2.3. Determination of Responsibility

4.2.3.1. The Offeror has the burden of demonstrating, affirmatively, its responsibility in connection with this solicitation. A debarred potential offeror must automatically be considered non-responsible in connection with this solicitation. The County reserves the right to consider an offeror non-responsible who has previously failed to perform properly or to complete contracts, in a timely manner, or if investigation shows the offeror is unable to perform the requirements of the contract. An offeror may be requested at any time by the Director, Office of Procurement or the Using Department to provide additional information, references and other documentation and information that relate to the determination of responsibility. Failure of an offeror to furnish requested information may constitute grounds for a finding of non-responsibility of the prospective offeror.

4.2.3.2. The Director may deny the award, renewal, or assignment of a contract to or for any offeror who is in default of payment of any money due the County.

4.2.3.3. The factors that may be considered in connection with a determination of responsibility include, but are not limited to:

4.2.3.3.1. The ability, capacity, organization, facilities, and skill of the offeror to perform the contract or provide the goods, services, or construction (“work”) required.

4.2.3.3.2. The ability of the offeror to perform the contract or provide the work within the time specified without delay, interruption or interference.

4.2.3.3.3. The integrity, reputation and experience of the offeror and its key personnel.

4.2.3.3.4. The quality of performance of previous contracts or work for the County or other entities. Past unsatisfactory performance, for any reason, is sufficient to justify a finding of non-responsibility.

4.2.3.3.5. The offeror’s previous and existing compliance with laws and ordinances relating to the contract or work.

4.2.3.3.6. The sufficiency of financial resources of the offeror to perform the contract or provide the work.

4.2.3.3.7. The certification of an appropriate accounting system, if required by the contract type.

4.2.3.3.8. Past debarment or suspension by the County or other governmental entity.

4.2.4. Joint Procurement

4.2.4.1. The following entities within Montgomery County must be able to purchase directly from any contract resulting from this Solicitation:

4.2.4.1.1. Maryland-National Capital Park & Planning Commission (M-NCPPC);

4.2.4.1.2. Montgomery College (MC);

4.2.4.1.3. Montgomery County Public Schools (MCPS);

4.2.4.1.4. Montgomery County Revenue Authority;

4.2.4.1.5. Montgomery County Housing Opportunities Commission (HOC);

http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf

Revised 01/2025 10

4.2.4.1.6. Washington Suburban Sanitary Commission (WSSC); and

4.2.4.1.7. Municipalities & Special Tax Districts in Montgomery County.

4.2.4.2. While this RFP is prepared on behalf of Montgomery County, it is intended to apply for the benefit of the above-named entities as though they were expressly named throughout the document. Each of these entities may purchase from the successful vendor under the same prices and goods and/or services of the contract with Montgomery County, in accordance with each entity's respective laws and regulations, or an entity may choose not to procure from the successful bidder at the entity's sole discretion. If one of the above-named entities elects to purchase under the contract, the price shall be determined by using unit costs and other pertinent costs that are provided in the bid. Montgomery County shall not be held liable for any costs, payments, invoices, or damages incurred by the above jurisdictions. Each entity above will be solely responsible for and contract directly with the bidder under the entity’s own procurement laws and regulations. ANY SPECIAL DISCOUNTS UNIQUE TO A PARTICULAR ENTITY (e.g. Montgomery County Public Schools educational discounts) SHOULD BE OFFERED TO THAT ENTITY.

4.2.5. Late Proposals

4.2.5.1. Proposals in response to this solicitation received after the due date and time specified in the solicitation are considered late and will not, under any circumstances, be considered for any award resulting from the Solicitation.

4.2.6. Minority, Female, Disabled Person Program Compliance

4.2.6.1. Under County law, this solicitation is subject to the Montgomery County Code (Part II.

Chapter 11B.Article XIV) and the Montgomery County Procurement Regulations (COMCOR 11B.00.01.07) regarding participation in the Minority-Female-Disabled Person (MFD) procurement program.

4.2.6.2. Information regarding the County’s MFD program can be found on the Office of Procurement website at: (www.montgomerycountymd.gov/MFD) Entitled “Minority-owned Business Addendum to the General Conditions of Contract between County and Contractor”.

4.2.6.3. The companion document entitled “Minority, Female, disabled Person Subcontractor Performance Plan” can be found on the Office of Procurement website at:

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf).

4.2.7. Montgomery County Code and Procurement Regulations

4.2.7.1. The Montgomery County Code and the Montgomery County Procurement Regulations are applicable to this solicitation and any contract awarded pursuant to this solicitation.

4.2.8. Payment Terms

4.2.8.1. The County’s payment terms are net thirty (30) days.

4.2.8.2. The County is expressly permitted to pay the vendor for any or all goods, services, or construction under the contract through either a procurement card (“p-card”) or a Single Use Account(“SUA”) method of payment, if the contractor accepts the noted payment method from any other person. In that event, the County reserves the right to pay any or all amounts due under the contract by using either a p-card (except when a purchase order is required) or a SUA method of payment, and the contractor must accept the County’s p-card or a SUA method of payment, as applicable. Under this paragraph, contractor is prohibited from charging or requiring the County to pay any fee, charge, price, or other obligation for any reason related to or associated with the County’s use of either a p-card or a SUA method of payment.

http://www.montgomerycountymd.gov/MFD http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf

Revised 01/2025 11

4.2.9. Prevailing Wage (County Code Sections 11B-33-C and 20-75)

4.2.9.1. The Prevailing Wage Law applies to all construction contracts and to mechanical systems services contracts that meet minimum threshold contract values. Unless otherwise excluded by County law, a County-financed construction contract and a mechanical systems service contract that meet minimum threshold contract values are subject to the Montgomery County Code regarding compliance with the prevailing wage paid to construction workers, as established for the County by the Maryland State Commissioner of Labor and Industry. Additional information regarding the County’s prevailing wage requirements can be reviewed at:

(www.montgomerycountymd.gov/PrevailingWage).

4.2.9.2. An aggrieved employee is a third-party beneficiary of this Contract and the employee may, by civil action, recover the difference between the prevailing wage for the type of work performed and the amount actually received, with interest and a reasonable attorney’s fee.

4.2.10. Qualification of Offerors

4.2.10.1. Offerors may be required to furnish satisfactory evidence that they are qualified dealers or manufacturers of the items listed, or are regularly engaged in performing the services for which they are submitting a proposal, and that they maintain a regularly established place of business.

4.2.10.2. An authorized representative of the County may visit any prospective contractor's plant, place of business or place where the services are performed to determine ability, capacity, reliability, financial stability and other factor(s) necessary to perform the contract.

4.2.10.3. Upon the County’s request, an offeror must submit information about its reputation, past performance, business and financial capability, and other factors to demonstrate that the offeror is capable of satisfying the County’s needs and requirements for this solicitation.

4.2.11. Services Contract (County Code 11B-33A)

4.2.11.1. Under County law, a solicitation for a contractor to provide services is subject to the Montgomery County Code regarding compliance with certain wage requirements related to wage amounts that contractor must pay its employees. If an offeror fails to submit and complete the required material information on the Wage Requirements Certification form, its proposal may be deemed unacceptable and rejected under County law.

4.2.11.2. Information regarding the County’s Wage Requirements Law (WRL) can be found on the Office of Procurement website at: (www.montgomerycountymd.gov/WRL).

Contractor must comply with the “Wage Requirements Law (WRL) for Services Contracts Addendum to The General Conditions of Contract between County and Contractor”, which can be found included with the Wage Requirements Certification form at the website below.

4.2.11.3. The companion document entitled “Wage Requirements Certification” form can be found on the Office of Procurement website at:

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf).

4.3. Notices

4.3.1. Proprietary & Confidential Information

4.3.1.1. This is to notify prospective offerors that the County has unlimited data rights regarding proposals submitted in response to its solicitations. “Unlimited data rights” means that Montgomery County has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display http://www.montgomerycountymd.gov/PrevailingWage http://www.montgomerycountymd.gov/WRL

Revised 01/2025 12 publicly any information submitted by offerors in response to this or any solicitation issued by the County. However, information that is deemed to be confidential commercial or financial information, as defined by the Maryland Information Act (MPIA), Md. Code Ann., Gen. Prov. §§ 4-101 through 4-601, will be exempted from disclosure if the offeror can show that release of such information would cause substantial competitive harm to the offeror.

4.3.1.2. It is the responsibility of the offeror to clearly identify each part of the offer that it believes is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with large boldface letters stating the words "confidential" or “proprietary.” However, the County, by law, must apply the MPIA’s requirements for public information disclosure deemed proprietary and confidential;

therefore, even information marked as such by the Offeror may still require public disclosure.

4.3.1.3. The offeror agrees, with regard to any portion of the proposal that is not stamped as proprietary or confidential, that it expressly permits the County to deem it not to be proprietary or confidential, and to release the information to the public in accordance with the MPIA.

4.3.2. Protests

4.3.2.1. Any Offeror who is aggrieved (see 4.3.2.5 below) may file a protest. Any Offeror who is aggrieved in connection with a formal solicitation must deliver a written protest to the Director, Office of Procurement: (a) within ten (10) days after the Director, Office of Procurement, publicly posts the proposed contract award, if the offeror seeks as a remedy the award of the contract or costs under Section 11B-36(h) of the Montgomery County Code, or (b) before the solicitation proposal submission due date and time, if the offeror seeks as a remedy the cancellation or amendment of the solicitation.

4.3.2.2. Each protest must contain a protest filing fee in the amount of $500 (US currency). If the fee is paid by check, the check must be made out to “Montgomery County Government”.

4.3.2.3. The Director, Office of Procurement, may return the filing fee to the protesting offeror, if the protest is sustained.

4.3.2.4. The Director, Office of Procurement, must dismiss any protest not timely received.

4.3.2.5. Only an offeror who is “aggrieved” may file a protest. “Aggrieved” means that the offeror who files the protest can demonstrate it may be eligible for an award of the contract if the protest is sustained.

4.3.2.6. Each protest must contain the following:

4.3.2.6.1. Identification of the solicitation;

4.3.2.6.2. Offeror Name;

4.3.2.6.3. Offeror Address;

4.3.2.6.4. Offeror Email Address;

4.3.2.6.5. Offeror Telephone Number;

4.3.2.6.6. Statement supporting that the Offeror is aggrieved;

4.3.2.6.7. Specification of all grounds for the protest;

4.3.2.6.8. Submission of detailed facts and all relevant documents;

4.3.2.6.9. Citation to relevant language in the solicitation, regulations, or law relied upon; and,

4.3.2.6.10. All other matters which the Offeror contends support its protest

4.3.2.7. The burden of production of all relevant evidence, data, and documents, and the burden of persuasion, to support the protest is on the offeror making the protest.

4.3.3. Public Posting

Revised 01/2025 13

4.3.3.1. It is the responsibility of the offeror, per Section 3.2.2 of the Procurement Regulations, to keep informed of the current status of any proposed award for a contract in which the offeror is interested.

4.3.3.2. Of particular importance is the fact that the notice of a decision to make an award will be accomplished by a public posting of the proposed awardee(s).

4.3.3.3. Information regarding the proposed award under this solicitation, or any solicitation issued by the Montgomery County Office of Procurement, will be posted on Montgomery County’s website at:

https://www.montgomerycountymd.gov/PRO/solicitations, and at the Office of Procurement, 27 Courthouse Square, Ste 330, Rockville, Maryland 20850.

4.3.4. Solicitation Preparation Expenses

4.3.4.1. All costs incurred in the preparation and submission of an offeror’s proposal will be borne by the offeror and shall not be incurred in anticipation of receiving reimbursement from the County.

4.3.5. Tie Scoring

4.3.5.1. In case of a tie in the numerical Qualification and Selection Committee scoring, the tie will be resolved by offering the proposed contract to the offeror who has its principal place of business in Montgomery County, Maryland. If there is a tie between two or more offers, each of whom have its principal place of business in Montgomery County, Maryland, then the tie will be resolved in accordance with the criteria stated under Procurement Regulation 4.1.2.4(f); See Procurement Regulations at:

(https://www.montgomerycountymd.gov/pro/help.html)

4.3.6. Verbal Explanations

4.3.6.1. Verbal explanations or instructions given by a Montgomery County employee to an offeror in regard to this or any other solicitation will not be binding on the County.

4.3.7. Health Insurance Preference

4.3.7.1. Only a proposal from a Certified Small Business with Health Insurance that submits a certificate issued by Montgomery County Department of Health and Human Services at the date and time of proposal submission will received a % evaluation factor that will be utilized to recalculate an Offeror’s QSC written or interview score(s) for the Method of Award process, in accordance with the criteria stated under Procurement Regulation 11B.77.01.06; See Procurement Regulations at:

https://www.montgomerycountymd.gov/PRO/vendor-resources/laws-regulations.html

4.3.8 Local Business Preference

4.3.8.1 Only an Offeror who: (1) has a valid local business certification when the business submits a timely proposal; or (2) has applied for local business certification prior to the due date/time to submit a proposal, will receive an evaluation factor worth 10% of the total points under an RFP, in accordance with Executive Regulations 13-20. Also, refer to: https://www.montgomerycountymd.gov/PRO/dbrc/local-business-preference.html.

4.3.9 Veteran Owned Business Preference

4.3.9.1 Verified Veteran Owned businesses will receive additional evaluation points worth 5% of the total available points for proposals submitted under the LSBRP. Only an Offeror who has a valid veteran-owned or service-disabled veteran-owned business certification prior to the due date/time of the solicitation will receive an evaluation factor worth 5% of the total points under this RFP, in accordance with 11B-66A. Also, https://www.montgomerycountymd.gov/PRO/solicitations/ https://www.montgomerycountymd.gov/pro/vendor-resources/faq.html https://www.montgomerycountymd.gov/PRO/vendor-resources/laws-regulations.html https://www.montgomerycountymd.gov/PRO/dbrc/local-business-preference.html https://www.montgomerycountymd.gov/PRO/dbrc/local-business-preference.html

Revised 01/2025 14 refer to Local Small Business Reserve Program, Montgomery County Office of Procurement, Montgomery County, MD.

END SECTION A - INSTRUCTIONS, CONDITIONS AND NOTICES

Revised 01/2025 15

5. SECTION B - SCOPE OF SERVICES:

5.1. Background

Recreation services and amenities for Montgomery County, Maryland residents in the Montgomery Village/Gaithersburg area are provided by multiple stakeholders. The Montgomery Village Foundation, Identity, Inc., the City of Gaithersburg and Montgomery County Department of Recreation currently offer the following programs and services:

• Aquatics

• Programming and classes

• Special events

• Elementary, middle and high school programs

• School wellness programs

• Senior programs

• Case management

• Sports

• Camps

• Teens’ day/night out

The Montgomery County Department of Recreation is interested in a comprehensive analysis of what the stakeholders offer in terms of recreation programming and services, any gaps or adjustments needed in current programming, the utilization of existing space and how space may be shared, and whether additional space is warranted.

The service area identified by the Department is approximately a two-mile radius surrounding Montgomery Village. The area is roughly 18 square miles and has a population of approximately 106,000 people (American Community Survey 5-year estimates). Nearly one-fourth of the population is children under the age of 18, about 54 percent are age 25 to 64, and nearly 14 percent are age 65 and older. The area is racially diverse as less than one third of the population are White, nearly 22 percent are Black or African American, and 15 percent are Asian. More than one third of the population is Hispanic (of any race).

Sixty-five percent of housing units in the 2-mile service area are owner-occupied and 35 percent are renter-occupied. The average household size is 2.88 persons. More than 86 percent of the population has received a high school degree or higher, while more than 40 percent of the population has received a Bachelor’s degree or higher. More than one third of residents in the service are foreign born. Thirty percent of residents speak Spanish at home, 11 percent speak other Indo-European languages at home, and 9 percent speak other Asian and Pacific Island languages at home.

5.2. Intent

The County seeks an experienced Offeror (Contractor) to conduct a community recreation needs assessment for the Montgomery Village/Gaithersburg area of Montgomery County, Maryland. The service area is an approximately a 2-mile radius surrounding Montgomery Village, an area of about 18 square miles with a population of approximately 106,000 people. The needs assessment will guide strategic planning to equitably meet current and future community recreation needs, as well as assist the County in prioritizing demands and opportunities. The end goal is to improve the delivery of recreational programs and services to County residents in coordination with other local providers. The study focus is on both recreation programming and facilities.

Revised 01/2025 16

5.3. Scope of Services/Specifications/Work Statement

Task 1: Kick-off Meeting/Project Coordination

The County and the Contractor will meet to confirm project goals, which will guide actions and decisions of the Contractor. Detailed steps of this task include:

• Confirm project goals, objectives, scope and schedule

• Identify lines of communication and points of contact

• Collect and review key data and information to understand the project background in-depth. This will include but not be limited to:

o Montgomery County Recreation Facility Development Plan 2010-2030 o Montgomery County Recreation Spring 2025 Guide o Montgomery Village Recreation o City of Gaithersburg Recreation o Identity, Inc.

• Review demographic information for the service area

Task 2: Stakeholder Interviews and Facility Tours

The Contractor will conduct in-person interviews with the four (4) stakeholders that provide recreation services in the Montgomery Village/Gaithersburg area, as well as up to five (5) key community leaders/groups. The Contractor will be responsible for developing all outreach materials including questionnaires, agendas, presentations, and associated materials and logistics. The intent of the questionnaires and interviews is to provide the Contractor with sufficient background information to proceed to the other tasks in the Scope of Work.

As part of the stakeholder interviews, the Contractor will determine what facilities and venues each stakeholder currently uses for programming. Subsequently, the Contractor will conduct a tour of these facilities with staff to obtain an initial understanding of facilities in the community.

Task 3: Program and Services Assessment

The Contractor will perform an assessment and analysis of the current level of programs and services offered by the various stakeholders and identify unmet current and future needs. The Contractor will provide insight into national recreation program trends. The Contractor will meet with the four (4) stakeholders as necessary to complete this task.

A. Inventory and Assessment of Current Programming and Services

The Contractor will provide an in-depth perspective of programs and service offerings and identify strengths, weaknesses and opportunities regarding programming. The Contractor will identify core programs, the level of needs met by the various stakeholders’ current offerings and whether current programming and services match community needs. Further, the Contractor will compare current programming to national standards and best practices.

B. Identify Unmet Current and Future Needs in Programming and Services

The Contractor will assess if the current recreation mix identified in Task 3.A. meets the needs of the community. The Contractor will identify any program and/or services gaps, areas of improvement, and https://www.montgomerycountymd.gov/rec/resources/files/publications/facilitydevelopmentplan.pdf https://www.montgomerycountymd.gov/rec/resources/files/publications/facilitydevelopmentplan.pdf https://issuu.com/mocorecreation/docs/montgomery_county_recreation_spring_guide_2025 https://www.montgomeryvillage.com/recreation https://www.gaithersburgmd.gov/recreation https://www.identity-youth.org/

Revised 01/2025 17 future programs and services for residents. Additionally, the Contractor will recommend how the stakeholders may better coordinate programming.

The Contractor will highlight what barriers may exist to delivering high-quality programs.

Task 4: Evaluate Current Usage and Future Space Needs

The Contractor will evaluate current usage of facilities identified in Task 2, focusing on space utilization. The Contractor will assess if the current space is efficiently used, if the current space can be shared across stakeholders to provide a wider range of programming regardless of who owns the space and/or who is providing the programming, and if there a need for additional space based on both current and future programming needs. If additional space is needed, the Contractor will identify what type of space is needed and for what use.

A more detailed inventory and site assessment tour than the tour in Task 2 could be conducted as part of this task, if needed.

The Contractor will meet with the four (4) stakeholders as necessary to complete this task.

5.4. Contractor’s Qualifications

The Contractor must have the following qualifications:

• The Contractor must have at least five (5) years of recent experience (from the date of this solicitation) in providing services of similar scope and nature to the one included in this solicitation for a jurisdiction of similar size to Montgomery County, Maryland.

• The Contractor must have a proven track record of successfully and consistently delivering exceptionally high-quality work within the budgeted time and cost.

• The Contractor must provide a list of at least three (3) professional references that can validate the Contractor’s experience in providing services of similar scope and nature to the ones included in this solicitation.

5.5. Contractor’s Responsibility

• The Contractor must furnish equipment, materials and labor in performing all work described in this

Solicitation.

• The Contractor must be available for both in-person and virtual meetings.

• The Contractor must assign a representative that will coordinate the work with the County’s Contract

Administrator or its designee.

• The Contractor must provide all management, supervision, labor, materials, tools, parts, supplies, equipment, reporting and transportation necessary to perform all services as described in this solicitation at all times.

• The Contractor must require its workers to comply with the instructions pertaining to conduct and other regulations called to the Contractor's attention by the County.

• The Contractor must perform the Scope of Services within the timeframes outlined in Section 8.1 Proposal Submissions.

5.6. County’s Responsibility

• The County will be responsible to provide required data as available.

• The County will coordinate physical access to recreation facilities, as required.

• The County will coordinate meetings with internal and external stakeholders, as needed.

Revised 01/2025 18

5.7. Reports/Deliverables

• The Contractor will provide the County with monthly status updates.

• At the completion of Task 4, the Contractor will present its findings to the County, which may be presented virtually, followed by a draft written report for County review and comment.

• The Contractor will present its final report and findings in person to stakeholders and key County leadership.

• The Contractor will provide a written final report detailing its work and findings according to the Scope of Services.

6. SECTION C - PERFORMANCE PERIOD

6.1. TERM

The effective date of this Contract begins upon signature by the Director, Office of Procurement.

The period in which Contractor must perform all work under the Contract begins upon the County’s issuance of a Notice to Proceed and ends after a 12-month period. Contractor must also perform all work in accordance with time periods stated in the Scope of Services. Before this term for performance ends, the Director at his/her sole option may (but is not required to) renew the term. Contractor’s satisfactory performance does not guarantee a renewal of the term. The Director may exercise this option to renew this term two (2) times for one (1) year each.

6.2 PRICE ADJUSTMENTS

6.2.1 Prices quoted are firm for a period of (1) year after execution of the contract. Any request for a price adjustment after this (1)-year period is subject to the following:

6.2.1.1. Approval or rejection by the Director, Office of Procurement or designee

6.2.1.2. Submission in writing to the Director, Office of Procurement and accompanied by supporting documentation justifying the Contractor’s request. A request for any price adjustment may not be approved unless the contractor submits to the County sufficient justification to support that the Contractor’s request is based on its net increase in costs in delivering the goods/services under the contract.

6.2.1.3. Submission within sixty (60) days prior to contract expiration date, if the contract is being amended.

6.2.1.4. The County will not approve a price adjustment request that exceeds the amount of the annual percentage change of the Consumer Price Index (CPI) for the twelve-month period immediately prior to the date of the request. The request must be based upon the CPI for all urban consumers issued for the Washington-Arlington-Alexandria, DC- VA-MD-WV Metropolitan area by the United States Department of Labor, Bureau of Labor Statistics for ALL ITEMS.

6.2.1.5. The County will approve only one price adjustment for each contract term, if a price adjustment is approved.

6.2.1.6. The price adjustment, including…