RFP_25-005-m_Promotional_Items_On_Line_Catalog.pdf

BOARD OF TRUSTEES OF

THE COMMUNITY COLLEGE OF

BALTIMORE COUNTY, MARYLAND

REQUEST FOR PROPOSALS NO: 25-005-M

PROMOTIONAL ITEMS ON-LINE CATALOG

SIGNIFICANT DATES TIME DATE

Issue Date 2:00 PM ET

Deadline for Vendor questions 2:00 PM ET

Proposal Due Date 2:00 PM ET

Tuesday, January 7, 2025

Tuesday, January 14, 2025

Friday, January 24, 2025

Anticipated Recommendation of Contract Award

NOTICE

A Prospective Offeror that has received this document from a source other than eMaryland Marketplace Advantage (eMMA) should immediately register at https://emma.maryland.gov.

Minority Business Enterprises are Encouraged to Respond to this Solicitation

Promotional Items CCBC Solicitation No: 25-005-M

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TABLE OF CONTENTS

Solicitation Schedule

Section I ......General Information .................................................................................... pg. 2

Section II Standard Terms and Conditions of the Contract .........................................pg. 6

Section III General Information for Offerors ..............................................................pg. 11

Section IV Information Required in Proposals ...........................................................pg. 16

Section V Scope of Work ..........................................................................................pg. 18

Section VI Evaluation Procedure ………………………............................................pg. 19

Section VII Contract Documents

a. Sample Contract ......................................................................................................pg. 22

b. Sample Contract Affidavit ......................................................................................pg. 30

Proposal Forms: Transmittal Appendix A1: Bid/Proposal Affidavit .....................................................................pg. 34 Appendix A2: Acknowledgement of Receipt of Addenda ......................................pg. 40

Proposal Forms: Technical Proposal Appendix B1: Firm Experience and References ......................................................pg. 41

Proposal Forms: Financial Proposal Appendix C: Financial Proposal ……........................................................................... pg. 43

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1. GENERAL INFORMATION

1.1 OBJECTIVE

The Community College of Baltimore County (CCBC or the College) is soliciting proposals from experienced vendor(s) to provide promotional items in a dedicated on-line catalog with CCBC pricing, in accordance with the terms, conditions, and specifications described herein.

The Community College of Baltimore County will hereinafter be referred to as the “College” and “CCBC.” Respondents to the RFP will be referred to as “Offeror,” “Proposer,” “Bidder,” “Supplier,” and/or “Vendor.” The Offeror to whom the contract is awarded will be referred to as the “Contractor.”

1.2 CCBC PROFILE

CCBC consists of three campuses and three extension centers under the administration of a President: Catonsville, 800 South Rolling Road, Baltimore, Md., 21228; Dundalk, 7200 Sollers Point Road, Baltimore, Md., 21222; Essex, 7201 Rossville Boulevard, Baltimore, Md., 21237;

Hunt Valley Center, 11101 McCormick Road, Hunt Valley, Md., 21031; Owings Mills Center, 10300 Grand Central Avenue, Owings Mills, Md., 21117; and Randallstown, 8706 Liberty Road, Randallstown, Md., 21133.

CCBC enrolls over 50,000 students who take a variety of credit-bearing, continuing education, and workforce development courses. Courses are offered on-site, online, remote synchronous, and through partnerships with multiple business and community partners. CCBC offers the region’s most expansive selection of degrees, certificates, and workplace certification programs in industries such as business, education, health care, information technology, cybersecurity, construction, and transportation. CCBC is proud to work closely with Achieving the Dream to promote student success and retention.

The offeror's response, the specifications, terms, and exhibits of this RFP will become Exhibit "A" of the contract to be awarded as a result of this RFP with the terms and conditions of the standard contract of CCBC.

1.3 SCHEDULE

Solicitation Issued………………………………. Tuesday, January 7, 2025 Deadline for Vendor Questions………………… 2:00 PM ET, Tuesday, January 14, 2025 Proposal Due Date……………………………… 2:00 PM ET, Friday, January 24, 2025 Tentative Date of Contract Award*…………… March 2025 (*Award requires approval of the Board of Trustees of the Community College of Baltimore County)

Information regarding College closings or delayed openings may be obtained by contacting the CCBC weather line on 443-840-3700 or at www.ccbcmd.edu. In the event the College is closed, responses will be due on the next day the College is officially open, at the same time. In the event the College has a delayed opening on the proposal due date, the response date and time will not change.

1.4. ELECTRONIC BID SUBMITTAL DUE DATE

All responses to this Request for Proposal must be submitted electronically, as two separate

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CCBC Solicitation No: 25-005-M attachments in one email. One attachment shall consist of the Technical Proposal, and the second attachment shall consist of the Financial Proposal. Both attachments shall be sent together, in a single email. Failure to submit Technical Proposal and Financial Proposal as separate attachments will result in the bidding firm’s disqualification. See Section 4 Information Required in Proposals for Submission for complete submission instructions.

Electronic proposal and addendum or addenda, if applicable, shall be sent to the following email address by the submittal deadline date and time: bmormando@ccbcmd.edu. All responses to this Request for Proposal are due by 2:00 p.m. ET, Friday, January 24, 2025, Eastern Time. Subject Line of the email shall be: RFP 25-005-M PROMOTIONAL ITEMS ON-LINE CATALOG. No responses will be accepted after this date and time. Once you have emailed your response to this proposal as directed above, please call Barbara Mormando, Interim Director, at 443-840-3256 to advise that the proposal has been submitted so we can confirm receipt of your proposal.

In the event that the College is closed on the RFP closing date, due to an unforeseen circumstance, the RFP will close at the stated time on the next open business day, unless the Offeror is notified otherwise. There will be no formal proposal opening.

1.5 SOLE POINT OF CONTACT INFORMATION

Requests for information or technical questions related to this solicitation should be directed to Barbara Mormando, Interim Director of Purchasing, via e-mail to bmormando@ccbcmd.edu, The Bidder may not initiate contact with any other College representative about this bid. All inquiries and questions must be submitted in writing via email and received by 2:00 pm ET, Tuesday, January 14, 2025. All questions received by the noted deadline will be answered and sent to all proposing firms via issuance of an addendum. No questions will be accepted after this date.

Only information communicated by the Procurement Officer shall be deemed the official position of the College. No college employee, official, or representative has authority to change the requirements of this solicitation except the Procurement Officer. Any attempts to circumvent this procedure in any manner may be grounds for disqualification of the bidder(s) from the procurement process. Attempts to circumvent this procedure in any manner may be grounds for disqualification of the offeror(s) from the procurement process.

1.6 ADDENDA

The College will issue an addendum or addenda to all prospective Offeror’s known to have received the document, if it becomes necessary to issue any. Only answers provided via an addendum issued by the Procurement Office will be binding. However, Offeror’s bear sole responsibility for downloading all addenda, if any, for this RFP from eMaryland Marketplace Advantage (eMMA) website at https://emma.maryland.gov. It is the responsibility of the Offeror to check this site for any addenda before submitting a proposal. Acknowledgement of the receipt of all addenda must accompany the Offeror’s proposal, and all addenda shall become part of the RFP documents. Failure to acknowledge receipt does not relieve the Offeror from complying with all terms of any such addenda.

1.7 DURATION OF PROPOSAL OFFER

Offerors must hold their proposal prices for 180 days after the award date. This period may be extended by a mutual written agreement between the offeror and CCBC. In the event that the awarded Contractor is unable to perform the contract, the College reserves the right to re-solicit

4 | P a g e the contract or to award the contract to the next highest evaluated Offeror.

1.8 TERM OF CONTRACT

This contract shall be for a period of one year commencing on the date of the Contract. Prices shall remain firm for each year’s pricing. CCBC shall have the option to extend the contract for four additional one-year terms, said option(s) to be exercised at the sole discretion of CCBC.

1.9 EQUAL EMPLOYMENT OPPORTUNITY

The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, national origin, gender, or sexual orientation. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, national origin, gender, or sexual orientation. The contractor will comply with E.O. 11246 as amended by E.O. 12935.

1.10 EVALUATION OF PROPOSALS

A contract award will be made to the responsible offeror whose responsive proposal best meets the needs of CCBC as set forth herein. All proposals will be evaluated by a CCBC Evaluation and Selection committee. The basis for evaluation is specified in detail in Sections 4, 5 and 6 of this Request for Proposals.

In addition, at the request of the committee, proposal evaluations by the committee may be augmented by oral presentations by the offeror. The committee may request clarifications of statements contained in any or all proposals. Responses to such requests for clarification become part of the respective proposal. After considering the factors set forth in this RFP, the committee will make recommendations to the Director of Purchasing for a contract award.

1.11 ACCEPTABLE AND UNACCEPTABLE PROPOSALS

CCBC reserves the right to reject any or all proposals received. Non acceptance of a proposal will mean that one or more offers were deemed more advantageous to CCBC or that all proposals were rejected. Offerors' proposals determined by the committee to be non-responsive shall be so notified.

1.12 FORMATION OF AGREEMENT/CONTRACT WITH SUCCESSFUL CONTRACTOR

The contract to be entered into as a result of this RFP (the “Contract”) shall:

(a) be by and between the successful offeror and the Board of Trustees of the Community

College of Baltimore County;

(b) include standard contract terms set forth in this RFP; and

(c) incorporate the provisions of this Request for Proposal, including any amendments or changes.

In the event of a conflict between the terms of this RFP and the contract, the terms of the contract shall govern. A submission in response to this RFP acknowledges acceptance by the offeror of all terms and conditions as set forth herein. An offeror shall identify clearly and thoroughly any variations between its proposal and the RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance except as specified in the RFP.

The contents of the proposal (including persons specified to implement the project) submitted by the successful offeror will become contractual obligations if acquisition action ensues. Failure of the successful offeror to accept these obligations in a contract, purchase order or similar

5 | P a g e authorized acquisition document may result in cancellation of the award and such offeror may be removed from future solicitations. Under these conditions, CCBC reserves the right to enter in negotiations with the next ranking bidder on the same terms and conditions as set forth in the Request for Proposal.

1.13 ANNOUNCEMENT OF AWARD

The contract award must be approved by CCBC’s Board of Trustees. The award will be announced following Board of Trustee approval.

1.14 CCBC SMOKING AND TOBACCO FREE POLICY

The core of each campus of the Community College of Baltimore County is designated as a smoke and tobacco-free environment. Therefore, smoking and the use of tobacco products are prohibited in or on any CCBC campus, except for areas specifically designated as “smoking areas” on campus perimeters or in private automobiles in designated parking lots. This Smoke and Tobacco-Free Policy applies to all facilities and to all events taking place on college property. It applies equally to members of the college community and visitors to the campuses, including but not limited to students, faculty, staff, parents, visitors, contractors, and vendors.

1.15 NON-VISUAL ACCESS

The contractor shall ensure compliance in any applicable contract with State of Maryland IT Non-Visual Access Standards. The standards should be incorporated to the fullest extent possible for information technology contracts. These standards/policies may be revised from time to time and the Contractor shall comply with all such revisions. The Non-visual Access Clause, noted in COMAR 21.05.08.05 and referenced in this MSB, is the basis for the standards that have been incorporated in the Maryland regulations.

1.16 EMPLOYMENT OF SEX OFFENDERS

The State of Maryland requires certain sex offenders to register with the State and with the local law enforcement agency in the county in which they will reside, work, or attend school. CCBC is also subject to Federal laws requiring disclosure of registered sex offenders enrolled or employed at institutions of higher education. Additionally, the College provides programs throughout the main campus that involve minor children, including the Children’s Learning Center, Children’s Playhouse of Maryland theatre and camps. As a result, if a sex offender, as determined by the definitions contained in the Criminal Law Article of the Annotated Code of Maryland, is employed by the awarded bidder, the awarded bidder is prohibited from assigning that employee to perform any type of service at any of the college campus locations. Violation of this provision may result in Termination for Cause of the contract.

1.17 PARKING

All vehicles parked on CCBC property must strictly observe CCBC parking regulations. Parking on sidewalks or unpaved areas is prohibited. All fines for parking or other vehicle violations are the responsibility of the Contractor. This applies to vendors, salespersons, company vehicles, and Contractor employees’ personal vehicles. Refer to the CCBC website, www.ccbcmd.edu, for a campus map for parking areas; park in areas marked with white stripes only.

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2. STANDARD TERMS AND CONDITIONS OF THE CONTRACT

2.1 CONTRACTOR'S DUTIES

The Contractor shall be an independent contractor and not an employee of CCBC and shall be responsible for the reporting and remittance of all state and federal taxes. The Contractor shall perform the services/provide the products as outlined here. The Contractor's services/products will be provided in a manner that is satisfactory to CCBC in its sole discretion.

2.2 CONTRACTOR'S REPRESENTATIONS

The Contractor hereby represents the following:

2.2.1 The Contractor is an organization, duly formed and validly existing under the laws of a

State of the United States and is qualified to do business, and is in good standing, in the State of Maryland.

2.2.2 The Contractor has the power and authority to provide the services contemplated hereby and has taken all necessary action to authorize the execution, delivery and performance required under this RFP and any additional written agreement(s), which represents the entire contract between the Board of Trustees of the Community College of Baltimore County and the Contractor.

2.2.3 The person executing this Contract for the Contractor warrants that he/she is duly authorized by the Contractor to execute this Contract on the Contractor's behalf.

2.2.4 The services to be provided under this RFP and the contract shall be performed competently and due care, and in accordance with all applicable laws, codes, ordinances, and regulations; and/or the goods to be delivered shall comply with the implied warranties of merchantability and fitness for use, and all express warranties created by this RFP and the contract.

2.2.5 The Contractor has obtained and shall continue to maintain, at its own cost, such licenses and certifications as are necessary to provide the services rendered under this RFP and the contract and shall present such licenses to CCBC upon its request for the same.

2.3 TERMINATION FOR CONVENIENCE

CCBC may terminate the contract, without cause, by providing written notice thereof to the Contractor at least thirty (30) days prior to the intended date of termination, which shall be set forth in the written notice, at the addresses set forth above, or at such other addresses as may be later designated by the parties in writing. In the event of termination, without cause, the Contractor shall be paid for services rendered in a manner satisfactory to CCBC through the date of receipt set forth in the written termination delivered to the non-terminating party.

2.4 INSURANCE

The Contractor shall be required to maintain the insurance coverage set forth therein, while this contract is in force, and provide documentation of such insurance in a form satisfactory to CCBC. Specific insurance requirements are set forth in Section 3.18.

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2.5 DEFAULT

The term "Default" as used in this RFP and the contract shall mean the occurrence or happening, from time to time, of any one or more of the following:

2.5.1 Representations and Warranties: Any representation or warranty, expressed or implied, contained in this RFP and the contract shall prove at any time to be incorrect or misleading in any material respect either on the date when made or on the date when reaffirmed.

2.5.2 Compliance with Covenants and Conditions: Contractor shall fail to comply with the terms of any covenant, condition, agreement or any express or implied warranty contained in this RFP and the contract.

2.5.3 Progress of Eligible Activities: Progress of Services and/or Delivery of Goods is not being made in good faith and, in a manner acceptable to CCBC.

2.5.4 Conditions Precedent to Any Disbursement: Contractor shall be unable to satisfy any condition precedent to its right to receive a disbursement.

2.6 REMEDIES FOR DEFAULT

2.6.1 CCBC shall have the option upon the happening of any Default, to notify the Contractor of the default and provide the Contractor with a ten (10) day period to cure the said default at CCBC’s sole determination. If the Contractor fails to cure the default, CCBC shall have the right to terminate the contract immediately in addition to other available rights or remedies.

2.6.2 Alternatively, CCBC, shall have the right and without providing notice to the Contractor to:

Terminate the contract immediately, in whole or in part, and, in addition to any other available rights or remedies;

Suspend the Contractor's authority to receive any undisbursed funds;

Proceed at any time or from time to time to protect and enforce all rights and remedies available to CCBC, by suit or any other appropriate proceedings, whether for specific performance of any covenant, term or condition set forth in this RFP and the contract, or for damages or other relief or proceed to take any action authorized or permitted under applicable law or regulations.

2.6.3 Upon termination of the contract for default, CCBC may pay the Contractor for satisfactory performance of the services and/or delivery of the goods, less the amount of damages caused by the default, all as determined by CCBC in its sole discretion. If the damages exceed compensation, CCBC may pursue any and all remedies available under this section as well as any remedies at law or in equity.

2.7 REMEDIES CUMULATIVE AND CONCURRENT

No remedy herein conferred upon or reserved to CCBC is intended to be exclusive of any other remedies provided for in this RFP and the contract, and each and every such remedy shall be cumulative, and shall be in addition to every other remedy given hereunder, or under this RFP and the contract, now or hereafter existing at law or in equity or by statute. Every right, power and

8 | P a g e remedy given to CCBC shall be concurrent and may be pursued separately, successively, or together against the Contractor, and every right, power and remedy given to CCBC may be exercised from time to time as often as may be deemed expedient by CCBC.

2.8 CONFIDENTIAL INFORMATION

The term "confidential information" shall include all non-public documentation and information disclosed to the Contractor in the course of its performance of duties hereunder with respect to the past, present and future CCBC business, services and clients. The Contractor hereby agrees to maintain all such confidential information in trust and confidence and agrees that it will not disclose such information to any person, firm, corporation, or entity during or after the terms of this RFP and the contract, except with the express consent of CCBC.

2.9 CONFLICT OF INTEREST

The Contractor represents and warrants that there exists no actual or potential conflict of interest between its performance under this RFP and the contract and its engagement or involvement in any other personal or professional activities. In the event such conflict or potential conflict arises during the term of this RFP and the contract, or any extension or renewal thereof, the Contractor shall immediately advise CCBC thereof.

2.10 ASSIGNMENT AND INTERGOVERNMENTAL COOPERATIVE PURCHASE

Neither CCBC nor the Contractor shall assign, sublet, or transfer its interest or obligations under this RFP or the contract to any third party, without the written consent of the other. Nothing herein shall be construed to create any personal or individual liability upon any employee, officer, or elected official of CCBC, nor shall this RFP or the contract be construed to create any rights hereunder in any person or entity other than the parties of the contract. Where this contract is a pricing agreement or an indefinite delivery contract, pricing will be extended to other state and local governmental agencies unless the Contractor specifically prohibits or limits such arrangements in his bid.

2.11 DELEGATION OF DUTIES

The Contractor shall not delegate his duties under this RFP and the contract without the prior written consent of CCBC, which consent shall not be unreasonably withheld.

2.12 INDEMNIFICATION

The Contractor shall indemnify and hold harmless CCBC, its Board of Trustees, its employees, agents, and officials, from any and all claims, suits, or demands including attorney fees which may be made against CCBC resulting from any act or omission committed in the performance of the duties imposed upon and performed under the terms of this Contract by the Contractor or anyone under contract to the Contractor to perform duties under this Contract. The Contractor shall not be responsible for acts of gross negligence or willful, misconduct committed by CCBC, its Board of Trustees, employees, agents, and officials.

2.13 INTEGRATION

This RFP and the contract set forth the entire agreement between the parties relative to the subject matter hereof. No representation, promise or condition, whether oral or written, not incorporated herein shall be binding upon either party to the contract. No waiver, modification, 9 | P a g e or amendment of the terms of this RFP and the contract shall be effective unless made in writing and signed by an authorized representative(s) of the party sought to be bound thereby.

2.14. FEE PROHIBITION

The Contractor warrants and represents that it has not employed or engaged any person or entity to solicit or secure the contract, and that it has not paid, or agreed to pay any person or entity a fee or any other consideration contingent on the making of the contract. If any suit, claim, or demand shall arise concerning such a fee, the Contractor agrees to indemnify and hold harmless CCBC, its employees, agents, and officials, from all such claims, suits or demands.

2.15 NO PARTNERSHIP

Nothing contained in this RFP and the contract shall be construed in any manner to create any relationship between the Contractor and CCBC other than expressly specified herein and the Contractor and CCBC shall not be considered partners or co-ventures for any purpose on account of this RFP and the contract.

2.16 WAIVER OF JURY TRIAL

The contractor and CCBC hereby waive trial by jury in any action or proceeding to which CCBC and/or the contractors are parties arising out of or in any way pertaining to this RFP and the contract. It is agreed and understood that this waiver constitutes a waiver of trial by jury of all claims against all parties to such actions or proceedings, including claims against parties who are not parties to the contract. This waiver is knowingly, willingly, and voluntarily made by CCBC and the contractor and CCBC and the contractor hereby represented and warrant that no representations of fact or opinion have been made by an individual to reduce this waiver of trial by jury or to in anyway modify or nullify its effect. CCBC and the contractor further represent and warrant that they have been represented in the signing of the contract and in the making of this waiver by legal counsel, selected of their own free will, and that they have had the opportunity to discuss this waiver with counsel.

2.17 GOVERNING LAW

This RFP and the contract shall be governed and construed in accordance with Maryland law. The form of the Contract is attached at the end of this RFP.

2.18 SEVERABILITY

If any of the provisions in this RFP and the contract are declared by a court or other lawful authority to be unenforceable or invalid for any reason, the remaining provisions hereof shall not be affected thereby and shall remain enforceable to the full extent permitted by law.

2.19 TIME IS OF THE ESSENCE

Time is of the essence with respect to the performance of the terms and conditions of this RFP and the contract.

2.20 FUNDING

The failure of CCBC to appropriate sufficient funds in any future fiscal year to provide funds for the contract shall entitle CCBC to terminate this Contract without prior notice to the Contractor.

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2.21 COUNTERPARTS

This RFP and the contract may be executed in any number of counterparts and by different parties hereto in separate counterparts, each of which when so executed and delivered shall be deemed to be an original and all of which taken together shall constitute but one and the same instrument.

2.22 OWNERSHIP OF PRODUCTS

All finished or unfinished work that is the subject of this Contract, including any licenses or consents acquired by the Contractor for performance hereunder, shall be and shall remain the property of CCBC.

2.23 CONTRACT MODIFICATION

The Director of Purchasing may, at any time, without notice to the sureties, if any, by written order designated or indicated to be a change order, make any change in the work within the general scope of this contract, including but not limited to changes:

1. in any specifications (including reports, drawings, and designs);

2. in the method or manner of performance of the work;

3. in any CCBC furnished facilities, equipment, materials, services, or site; or

4. directing acceleration in the performance of the work.

If any change under this clause causes an increase or decrease in the Contractor’s cost of, or time required for, the performance of this contract, an equitable adjustment shall be made, and the contract modified in writing accordingly. The Contractor shall assert a claim for equitable adjustment within 30 days after receipt of a written change order.

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3. GENERAL INFORMATION FOR OFFERORS

3.1 GENERAL INFORMATION FOR OFFERORS

3.1.1 Proposals will be received for items/services specified herein or attached hereto under the terms and conditions of this RFP and general specifications as attached.

3.1.2 Proposals must be made in the official name of the firm or individual under whom business is conducted, showing official business address, and signed by a legally authorized representative. Business organizations must indicate place and date of formation, and of its good standing, authorized to do business in the State of Maryland.

3.1.3 Each offeror must furnish all information required by this RFP. Erasures or other changes must be initialed by the authorized signatory of the proposal. Proposals signed by an agent of the offeror must be accompanied by evidence of the authority of the agent.

3.1.4 This RFP creates no obligation on the part of CCBC to award a contract or to compensate offerors for proposal preparation expenses. CCBC reserves the right to reject any and all proposals, in whole or in part, received as a result of this RFP, to waive minor irregularities, to negotiate in any manner necessary to best serve the interest of CCBC.

Further CCBC reserves the right to make a whole award, multiple awards, a partial award, or no award at all.

3.1.5 Once a contract is awarded, offerors may not subcontract or assign, in whole or in part, any portion of this contract without the prior written permission of the Director of Purchasing.

3.1.6 CCBC reserves the right to award a contract based upon the proposals received without further negotiations. Offerors should, therefore, not rely on having a chance to negotiate any change to their proposals.

3.1.7 Before the award of a contract, CCBC may require an offeror to submit evidence of any information related to the financial, technical, and other qualifications and abilities of the offeror.

3.2 ADDENDA

CCBC reserves the right to amend this RFP at any time prior to the due date. Any necessary additions or corrections to this RFP will be issued in Addenda and shall become part of the solicitation document. All Addenda shall be posted on eMaryland Marketplace Advantage. An Addenda Acknowledgment form will be provided with the addenda and shall be signed and submitted with the Technical Proposal. Failure to acknowledge addenda shall not relieve bidders of compliance with the terms thereof. CCBC assumes no responsibility for oral instructions.

3.3 CANCELLATION OF THE RFP

CCBC may cancel this RFP, in whole or part, at any time prior to opening of the proposals.

3.4 ORAL PRESENTATION

At its sole discretion, CCBC may request offerors to make an oral presentation of their qualifications, to substantiate any portion of their proposal submitted, a system demonstration, or

12 | P a g e existing site visit may be required. Offerors selected to conduct an oral presentation should be prepared to discuss and substantiate the submitted proposal, their qualifications to perform the necessary tasks for the services required and any other areas of interest relative to the proposal.

3.5 INCURRED EXPENSES

CCBC will not be responsible for any costs incurred by any offeror in preparing and submitting a proposal and/or product demonstrations.

3.6 ACCEPTANCE OF TERMS AND CONDITIONS

By submitting a proposal in response to the RFP, the offeror accepts the terms and conditions set forth in this RFP.

3.7 PROCUREMENT REGULATIONS

This RFP and any resulting contract shall be governed by Sections 16-311 through 16-314 of the Education Article, Annotated Code of Maryland, as amended (the State Code.)

3.8 HARASSMENT POLICY

The Contractor has the responsibility of ensuring that his/her employees, and any subcontractors' personnel, conduct themselves in a manner consistent with an academic working and learning environment, including, but not limited to prohibiting any form of sexual harassment by its employees or employees of any subcontractor.

3.9 ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward, concise description of the offerors proposal to meet the requirements of the RFP.

3.10 MULTIPLE PROPOSALS

Multiple proposals will, within the specified two volumes, be accepted.

3.11 SPECIAL PROGRAM SOLUTION PROPOSALS

This is intended to allow an offeror’s innovations or creativity outside of the RFP to be stated.

These solutions should be described separately under a section labeled “SPECIAL PROGRAM”.

No “beta” items or next generation technology that is “almost” here will be considered. CCBC is interested in changes and improvements, creative or innovative programs that would demonstrate a significant change, improvement, or new technology for consideration/breakthrough advancements to the products, services and equipment being offered. Such items, but not limited to, value added items, innovative ideas, new concepts, unique business features, special services, discounts, rebates, leasing, promotions, programs, etc.

3.12 EVALUATION IN ACCORDANCE WITH SPECIFICATIONS

This RFP may or may not contain mandatory and desirable specifications. Proposals are evaluated first on whether they meet the mandatory requirements. Evaluation of that portion of proposals related to desirable specifications is the second phase of the selection process. The desirable specifications are clearly separated from the mandatory specifications in each section of the RFP. Proposals must separate responses to the mandatory specifications and the desirable specifications.

Responses to each desirable specification must include a detailed explanation of how the desirable item is to be met.

Responses must coincide with the order of the specifications as presented and be numbered

13 | P a g e exactly as given to permit unambiguous evaluation.

The term "must" or "shall" is used in this document to indicate mandatory requirements. It means that the offeror's proposal is to state clearly that it meets the associated mandatory item(s); that is, the offeror is fully capable of delivering the item(s) as specified in the RFP. Failure to meet these mandatory requirements may result in the rejection of your proposal as non-responsive.

The term "it is desirable" is used in this document to indicate features. It means that the offeror's proposal must state clearly whether it meets the associated desirable item(s); that is, whether or not the offeror is fully capable of delivering the item(s) as specified in the RFP.

3.13 OFFERORS STATEMENT OF QUALIFICATIONS

CCBC shall reserve the right to contact any reference as a part of the evaluation and selection process, to determine the ability of the offeror to meet all terms of the stated specifications. The offeror must have a minimum of five (5) years of experience in providing the goods and/or services required in this RFP, preferably in a higher education environment. The offeror must provide a list of three client references, preferably from higher education institutions (community colleges preferred) which are equivalent in size and scope of this RFP. In instances where the bidder is unable to provide the above information as specified because of the unique nature or characteristics of their operation, the bidder must provide equivalent reference information, which can verify for CCBC, in its sole determination, the bidder’s ability to provide the services required under the contract.

References shall include the following:

College Name and Complete Address Contract or Purchase Order Number Contract Value Amount Contact Name Telephone Number of Contact Email of Contact

CCBC also reserves the right to request any other information it deems necessary to determine if the proposal is both responsive and that the offeror is responsible and fully qualified to provide the services as specified.

3.14 EVIDENCE OF RESPONSIBILITY

Prior to the award of a contract, pursuant to this RFP, the Director of Purchasing may require an offeror to submit such additional information bearing upon the offeror's ability to perform the contract. As the Director of Purchasing deems it appropriate, the Director may also consider any information otherwise available concerning the financial, technical, and other qualifications of the offeror.

3.15 CONFIDENTIALITY

Offerors must specifically identify those portions of their proposal, if any, which they deem to contain confidential, propriety information of trade secrets and must provide justification why such material should not, upon request, be disclosed pursuant to the Access to Public Records Act, State Government Article, Sections 10-611 through 10-628 of the State Code.

3.16 ARREARAGE

By submitting a response to this RFP, an offeror shall be deemed to represent that it is not in arrears

14 | P a g e in the payment of any obligation due and owing the State of Maryland and/or Baltimore County, Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract if selected for contract award.

3.17 TAXES

CCBC is exempt from Federal Excise Taxes and Maryland State Sales and use Taxes. CCBC's tax exemption does not extend to the successful offeror. Each offeror must determine its own tax status.

3.18 INDEMNITY AND INSURANCE

The successful offeror shall indemnify and save and hold harmless CCBC, its Board of Trustees, employees, agents, and officials, against any or all loss, cost, damage, claim, expense, or liability whatsoever, related to the acts or omissions of the successful offeror with respect to the contract.

The indemnification obligation of the successful offeror shall include but not be limited to injuries to individuals and the property of individuals who are not parties to the contract. In addition, the indemnification obligation of the successful offeror shall cover the acts or omissions of any subcontractors hired by the successful offeror. Furthermore, the indemnification obligation of the successful offeror shall survive termination of the contract for any reason.

The successful offeror shall secure, pay the premiums for, and keep in force until the expiration of this contract, and any renewal thereof, adequate insurance as provided below, such insurance to specifically include liability assumed by the contractor under this contract.

a) Workmen's Compensation Insurance as required by laws of the State of Maryland.

b) Comprehensive General Liability Insurance with limits of not less than:

Bodily Injury: $1,000,000 each occurrence; $1,000,000 aggregate Property Damage $100,000 each occurrence; $250,000 aggregate

c) If automotive equipment is used in the operation, Comprehensive Automobile Liability Insurance with limits of not less than:

Bodily Injury: $ 300,000 each person; $1,000,000 each occurrence Property Damage: $ 100,000 each occurrence; $500,000 aggregate

d) Errors and Omissions and Professional Liability Insurance with limits of not less than $1,000,000 each occurrence which shall be kept in force until at least one year after final contract payment; $1,000,000 aggregate.

e) Cyber security Insurance with limits of not less than $1,000,000 each claim; $1,000,000 aggregate.

Each of the above policies. with the exception of Workmen's Compensation. shall (a) include CCBC as an additional insured, as respects operations under the Contract; (b) cover the premises occupied by the contractor; and (c) shall cover and not exclude contractor's liability for injury to the property of the College and to the persons or property of employees, students, faculty members, agents, officers, trustees and guests of the College.

Each policy of insurance shall contain the following endorsement: "It is understood and agreed that the Insurance Company shall notify the College in writing, thirty (30) days in advance of the effective date of any reduction in the dollar amount of coverage, notice of non-renewal, termination or cancellation of this policy". Certificates of Insurance evidencing each of the above coverage shall be delivered to the College within fifteen (15) days following the date of notice of contract award. Such certificates shall also include:

a. The College as additional insured

b. The requirements for advance notice of reduction in the dollar amount of insurance, non-

15 | P a g e renewal, termination, or cancellation of or change in coverage

The insurance companies providing the aforementioned coverages must be satisfactory to the College. The College and the contractor hereby waive any and all right of recovery from each other for loss caused by acts of God defined in their respective fire, extended coverage, and sprinkler leakage insurance policies.

The successful offeror shall not allow any liens filed against CCBC or the property of CCBC by a person or firm for any reason arising out of the furnishing of services or materials by the contractor. Any lien filed against CCBC or its property shall be disposed of within 30 days of its filing. Failure of the contractor to dispose of such liens within the 30-day period shall constitute default. The actions of a contractor with third parties are not binding upon CCBC. The contractor is not a division of CCBC.

3.19 EXPANDED PRESENTATION

CCBC reserves the rights to request an informational presentation to selected groups of college personnel for broader constituent or leadership review. These will be scheduled and take place within two weeks of the oral presentation date.

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4. INFORMATION REQUIRED IN PROPOSALS FOR SUBMISSION

4.1. GENERAL INFORMATION

The instructions set forth in this section provide the format to be followed in the preparation and presentation of the Offeror’s Proposal. These instructions are intended to insure all pertinent requested information essential for evaluation is included in a straightforward manner; they are not intended to limit the contents of a proposal.

The Technical Proposal must be submitted separately and apart from the Financial Proposal. (A separate email attachment is an acceptable separation.) The Technical Proposal document will be named “Technical Proposal”, and the Financial Proposal document will be named “Financial Proposal.”

Combining technical and financial information or failure to submit the volumes separately will result in the response being deemed NON-RESPONSIVE. CCBC reserves the right to photocopy or duplicate additional copies of any or all parts of the proposal for the evaluation and selection process.

4.2 TRANSMITTAL LETTER

A transmittal letter prepared on the offeror's business stationery must accompany the proposal.

The purpose of this letter is to present the proposal; therefore, it should be brief. The letter should contain the name and working address of the firm submitting a proposal, the name, telephone, and email address of the primary company representative to be contacted with reference to the proposal and the date of submission. The letter must be signed by an individual who is legally authorized to bind the firm to all statements, including services and prices, contained in the proposal.

The required documents (Appendix A1 Proposal Affidavit, Appendix, Appendix A2 Acknowledgement of Receipt of Addenda) should be attached to the transmittal letter.

4.3 TWO-VOLUME SUBMISSION

The selection procedure for this procurement requires that the technical evaluation of the proposals be conducted before the financial cost data are opened and scored. Consequently, the technical proposal and the financial proposal must be submitted in two separate document files which can be attached to the same email, with the content for each volume clearly marked as directed above in section 4.1.

4.4 VOLUME I – TECHNICAL PROPOSAL

The technical volume should be prepared in a clear and precise manner. It should address all evaluative criteria found in Section 6 and address the needs of the Scope of Work found in Section 5 of this RFP, except for the financial proposal information.

4.5 VOLUME II – FINANCIAL PROPOSAL

The Financial Proposal is to be submitted as discussed in Appendix C.

4.6 ELECTRONIC BID SUBMISSION

All Offerors proposals must be submitted electronically, as two (2) separate PDF file attachments. One attachment shall consist of the Technical Proposal, and the second attachment shall consist of the Financial Proposal. Both attachments shall be sent together, in a single email

17 | P a g e prior to the proposal submission deadline date and time to bmormando@ccbcmd.edu. The Subject Line of the email shall be: RFP 25-005-M PROMOTIONAL ITEMS ON-LINE CATALOG. Failure to submit Technical Proposal and Financial Proposal as separate attachments will result in the bidding firm’s disqualification.

Any proposal received electronically after the specified deadline will be automatically rejected.

The subject line of the email must include the following: Request for Proposal (RFP) bid number and title.

Failure to submit all required submittals may render the bid non-responsive. The College will reject any offer without an authorized signature.

Once you have emailed your response to this proposal as directed above, please call Barbara Mormando, Interim Director of Purchasing, at 443-840-3256 to advise that the proposal has been submitted so that we can confirm receipt of your proposal.

4.7 CONFLICT OF INTEREST STATEMENT

Acquisitions from a business in which a CCBC employee has an interest are prohibited. Interest is deemed present if the employee and/or the spouse or minor children own assets in the offeror's business. The Conflict of Interest Statement is incorporated in the Bid/Proposal Affidavit. An exception may be requested. Such a request must include full disclosure of the circumstances of the request.

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5. SCOPE OF WORK

5.1 GENERAL REQUIREMENTS

The Community College of Baltimore County (CCBC) is seeking proposals from qualified vendors to design, configure, and host a custom web ordering site for apparel and promotional items.

Proposals must include details of how the web ordering site will meet the needs of CCBC as outlined in this RFP. The successful bidder will demonstrate a proven track record of delivering quality promotional items and setting up a custom web ordering site, offer competitive pricing, and meet or exceed the outlined evaluation criteria.

5.2 SCOPE OF WORK

5.2.1 Overview

The selected vendor will be required to provide promotional items and apparel listed in Appendix C. Vendors must be able to provide all items or a suitable substitute. Items may be added or removed throughout the life of the contract.

5.2.2 Vendors must be able to accept credit cards as a form of payment. Vendors must also accept purchase orders issued by CCBC’s Purchasing Department in the event the purchase being made will exceed the credit card limit.

5.2.3 Vendors will be responsible for accepting approved electronic artwork and keeping the artwork on file. All approved logos and artwork will be provided by CCBC Creative Services Department upon award. Any artwork other than the approved logos must be approved by CCBC Creative Services Department prior to production.

5.2.4 Title to all artwork, designs and any other requirements not stated herein required for completion of finished products in connection with any CCBC promotional item purchase shall remain the property of CCBC.

5.2.5 No overruns or under runs will be allowed against any purchase order issued by CCBC.

5.2.6 Exchange, return and restocking shall be at no charge to CCBC. If the work completed is not to the satisfaction of the requestor or violates CCBC’s logo usage guidelines, the order shall be redone at no cost to CCBC.

5.2.7 CCBC estimates an annual expenditure in excess of $100,000 for promotional items and apparel. This amount is only an estimate and intended to be used by vendors for bidding purposes only. This amount does not constitute a guaranteed volume or fixed purchasing obligation on behalf of CCBC.

5.2.8 Samples, when requested by CCBC Creative Services Department, shall be furnished free of charge. The Creative Services Department will house the samples of each item and let employees of CCBC contact the Creative Services Department to view the samples. The turnaround time for providing samples must be delivered as requested.

5.2.9 Vendors shall provide a custom website that allows CCBC employees to view and place orders online. This must include the ability to place orders online by viewing available and custom items with CCBC pricing, including any special promotional specials. Order placement must allow purchase orders as well as credit card payments. Currently, the limit for credit card purchase is under $1,000. Orders cannot be split to circumvent the credit card limit.

5.2.10 Vendors shall provide a record of all items ordered and/or services rendered. The vendor shall provide CCBC’s Purchasing Department with reports detailing items ordered, quantities, pricing and services rendered upon request. All reports shall include an invoice number.

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6. EVALUATION PROCEDURE

6.1 EVALUATION COMMITTEE

An evaluation committee will be appointed by CCBC. The committee will review each technical proposal for compliance with requirements, then evaluate and rank each technical proposal in accordance with the criteria. Technical and Financial proposals will not be opened publicly.

6.2 QUALIFYING PROPOSALS

Offerors responding to this solicitation must meet all requirements contained herein. If the vendor does not meet all requirements, the College may classify their proposal as not reasonably susceptible for award. Minor irregularities that are immaterial or inconsequential may be cured or waived whenever it is determined to be in the College’s best interest. Should a proposal be found unacceptable or if an offeror is found not responsible, the proposal will not be considered further.

6.3 TECHNICAL PROPOSAL EVALUATION

Proposals will be evaluated on the following criteria:

6.3.1 Customer Service Programs & Procedures – 25 Points

Describe in detail the company ordering procedures and customer service…