UMGC RFP 92317 – Branded Merchandise Management Services

REQUEST FOR PROPOSAL 92317

BRANDED MERCHANDISE MANAGEMENT SERVICES

ISSUE DATE: JULY 7, 2026

NOTICE: Prospective Offerors who have received this document from a source other than the Issuing Office should immediately contact the Primary Procurement Officer and provide their name and email address in order to ensure that amendments to the Request for Proposal or other communications can be sent to them. Any Prospective Offeror who fails to provide the Issuing Office with this information assumes complete responsibility in the event that they do not receive communications from the Issuing Office prior to the closing date. It is the responsibility of the Prospective Offeror to monitor eMMA for updates to advertised Solicitations.

University of Maryland Global Campus 3501 University Boulevard East Adelphi, Maryland 20783 https://www.umgc.edu/ eMaryland Marketplace Advantage (eMMA) https://emma.maryland.gov/

SIGNIFICANT MILESTONES TIME DATE

Last Day for Questions 11:00 AM ET 07/16/2026

Technical Proposal Due Date 11:00 AM ET 07/29/2026

Oral Presentation/Discussion Date TBD Anticipated 08/07–11/2026

Price Proposal Due Date 11:00 AM ET Anticipated 08/20/2026

SOLICITATION SCHEDULE

RFP 92317

Issue Date: June 30, 2026

Last Day for Questions: July 10, 2026, 11:00 AM ET

Technical Proposal Due Date: July 22, 2026, 11:00 AM ET

Oral Presentation/Discussion Session(s): August 7–11, 2026*

Price Proposal Due Date: August 20, 2026*, 11:00 AM ET

Contractor(s) Selection Anticipated to be Finalized: August 25 – 31, 2026*

Agreement Executed by Selected Contractor(s): August 31, 2026*

Contract Commencement: September 1, 2026*

*Anticipated.

UNIVERSITY OF MARYLAND GLOBAL CAMPUS

RFP 92317

TABLE OF CONTENTS

SECTION DESCRIPTION

Solicitation Schedule

Section I General Information (Instructions to Offerors)

Section II Scope of Work

Section III Procurement Phases and Evaluation Process

APPENDIX A Technical Proposal Forms

1. Firm References

2. Proposal Affidavit

3. Acknowledgement of Receipt of Addenda

APPENDIX B Price Proposal Forms

1. Price Proposal Forms

2. Living Wage Requirements, and

Living Wage Affidavit

APPENDIX C Contract Forms

1. Sample Contract

2. Contract Affidavit

APPENDIX D Electronic Fund Transfer Schedule

APPENDIX M Minority Business Enterprise (MBE) Information and Forms

APPENDIX S Solicitation Terms and Conditions

REQUEST FOR PROPOSALS

FOR

BRANDED MERCHANDISE MANAGEMENT SERVICES

SECTION I. GENERAL INFORMATION

1. Summary.

1.1. Solicitation: The intent of this Request for Proposals (“RFP” or “Solicitation”) is to provide branded merchandise management firms an opportunity to present their qualifications, experience, and conceptual approach to providing the scope of services in relation to the needs of UMGC. Proposals that concisely present the information requested in the order and manner requested will be considered more favorably than a Proposal (“Proposal” or “Offer”) from an Offeror of commensurate qualifications that displays a lack of organization, conciseness, or attention to detail.

1.2. Procurement Regulations: This RFP shall be conducted in accordance with USM Procurement Policies and Procedures. The procurement method is Competitive Sealed Proposals. The text of the Policies and Procedures is available at http://www.usmd.edu/regents/bylaws/SectionVIII/VIII300.html.

1.3. Background: Go to http://www.umgc.edu/visitors/about/ for a profile of the

University.

2. Issuing Office.

2.1. Issuing Office:

University of Maryland Global Campus Office of Procurement Services 3501 University Blvd. East Adelphi, MD 20783

Primary Procurement Officer:

Lisa Dillard, Assistant Director, Goods & Services Procurement lisa.dillard@umgc.edu

Secondary Procurement Officer:

Eric Pfister, Director, Procurement eric.pfister@umgc.edu

2.2. The Procurement Officer(s) shall be the point(s) of contact with the University for purposes of the preparation and submittal of proposals in response to this solicitation.

3. Questions and Inquiries.

All questions and inquiries regarding this procurement must be directed to the individual(s) referenced with the Issuing Office above. Questions must be submitted in writing via email to lisa.dillard@umgc.edu and eric.pfister@umgc.edu. Inquiries will receive a written reply.

Copies of replies will be sent to all other Offerors, but without identification of the Inquirer.

All such questions and inquiries must be received by the date and time as listed on the Cover and the Solicitation Schedule of this RFP.

4. Pre-Proposal Meeting.

N/A.

5. Proposal Closing Date/Due Date and Time.

5.1. Technical Proposal: Technical Proposals must be uploaded electronically at the UMGC Bid Locker link provided below no later than the date and time indicated in the Solicitation Schedule. File names for the Technical Proposal documents are to include the RFP number and the Proposer’s name. NO PRICING INFORMATION is to be provided in the Technical Proposal.

Bid Locker link for Technical Proposal upload:

https://bidlocker.us/details/6268_Umgc_Rfp_92317_Branded_Merchandise_M anagement_Services

Proposers must be registered on Bid Locker prior to uploading proposals.

To register* for a Bid Locker account, go to:

https://bidlocker.us/Account/Signup/UMGC.

Should you encounter any issues during account set-up or require additional assistance with Bid Locker, please reach out to Bid Locker directly at help@bidlocker.us or 267-225-1407. (*DO NOT wait until the due date for Proposals to sign up for an account; sign up as soon as possible.)

The University advises Proposers to allocate an adequate amount of time to create a Bid Locker account prior to any submission due date. It is also advisable to familiarize yourself with the Bid Locker site and the upload features and functionality related to uploading documents.

Proposers shall allow sufficient time in uploading the Technical Proposal to ensure timely receipt by the Issuing Office via the Bid Locker site. Upon successful submission, Proposers may download a submission receipt on Bid Locker.

Proposers will also receive an email confirmation within a few minutes from Bid Locker. Proposers that do not receive confirmation should immediately notify the Issuing Office, and contact Bid Locker at help@bidlocker.us or 267-225-1407 to confirm that their Proposal has been received. Proposers will not be able to upload Proposals after the due date and time, and late Proposals will not be considered.

If any pricing information is included in the Technical Proposal, the Proposal may be deemed non-responsive by the Issuing Office. Hyperlinks to software products that indicate that the Technical Proposal is posted by the Proposer on an electronic site may be rejected or be considered non-responsive if a “Click-Through Agreement” is required to be accepted by UMGC in order to download the Technical Proposal.

By providing the Technical Proposal electronically to UMGC, the Proposer grants UMGC an unlimited right to generate additional electronic and/or paper copies for distribution solely for the purpose of evaluation and review.

5.2. Price Proposal: Price Proposals will be requested at the appropriate time via addendum to all applicable shortlisted firms.

5.3. Proposals should be provided in accordance with the Solicitation Schedule. Late

Proposal submissions will not be accepted.

5.4. Neither Technical nor Price Proposals will be opened publicly. The identity of

Offerors will not be disclosed prior to the Contract Award.

5.5. The Technical Proposal and/or Price Proposal, either individually or collectively, is considered by UMGC to be an Offer.

6. Acceptance of Terms and Conditions.

By submitting a Proposal, an Offeror shall be deemed to have accepted the terms, conditions, and requirements set forth in this RFP. The RFP including all addenda in total shall be incorporated into the Contract by reference.

7. Contractual Agreement and Term.

Any Contract arising from this RFP action shall commence on the date the Contract is executed on behalf of UMGC, or such other date as UMGC and the Contractor shall agree.

The Contract shall be in effect for one year, with an anticipated start date on or about September 1, 2026, unless otherwise extended, expired, or terminated pursuant to this Contract. There are five (5), one-year renewal options at UMGC’s sole option.

8. Confidentiality of UMGC’s and Offeror’s Information.

Refer to Appendix S for the terms of confidentiality of UMGC’s and Offeror’s information.

9. Post-Award Confidentiality.

Refer to Appendix C for the confidentiality obligations of awardees and UMGC.

SECTION II. SCOPE OF WORK

1. Purpose / Description.

The University of Maryland Global Campus (UMGC) seeks qualified firms to provide Branded Merchandise Management Services in support of the Office of Marketing.

Services include the end-to-end management of branded merchandise programs, including product sourcing, e-commerce site (“Gear Site”) management, fulfillment, and on-site retail operations during commencement events (“Grad Walk”).

UMGC is seeking a partner(s) capable of delivering a cohesive, customer-focused merchandise program that enhances the overall brand experience for students, alumni, faculty, and staff. The selected contractor(s) will be responsible for providing well-defined, scalable solutions that support both ongoing merchandise needs and event-based sales.

Offerors are expected to demonstrate clear and detailed approaches to program execution.

UMGC may issue multiple awards under this solicitation. Awards may be made for one or both programs. UMGC prefers solutions that provide a cohesive, end-to-end approach across both programs to ensure a consistent user experience, operational efficiency, and overall program value.

2. Programs.

UMGC is seeking an Offeror that provides a cohesive, end-to-end approach across both programs to ensure consistent user experience, operational efficiency, and overall program value. Offeror shall respond to both programs as part of their Technical Proposal:

1. Branded Merchandise (Faculty and Staff Ordering)

2. Gear Site & Grad Walk Pop-Up Operations

UMGC reserves the right to issue one, multiple, or no award, as deemed in its own best interest.

Single-Link Requirement Contractor(s) must support a single internet link that routes users to two buying paths:

an internal ordering experience for UMGC faculty and staff (SSO enabled), and a public-facing storefront for students, alumni, and external customers.

3. General Program Management Requirements (All Programs).

Contractor(s) shall provide end-to-end management and support for the program(s) awarded, including program oversight, customer service, product sourcing, fulfillment, and reporting.

Contractor(s) shall serve as the primary point of accountability for program execution and must demonstrate the ability to manage all aspects of the merchandise lifecycle from product selection through delivery and post-sale support.

In order to accomplish these objectives, the selected partner(s) may be requested to:

Provide high quality, cost-effective products supported by responsive customer service;

Support agreed-upon turnaround times while maintaining ethical labor standards;

Coordinate delivery and distribution of materials, including artwork, proofs, and finished products, as needed; and Provide e-commerce capabilities, including hosted and integrated ordering solutions.

At a minimum, Contractor(s) shall:

Provide dedicated program management and responsive customer service support;

Manage product sourcing, vendor coordination, and quality control;

Ensure compliance with UMGC brand standards, logo usage, and approval processes as defined in Attachment A (Logo) and Attachment B (Brand Identity Guide);

Support ordering processes and user experience across applicable platforms;

Manage fulfillment, shipping/logistics, returns, and issue resolution;

Provide accurate, timely, and actionable reporting on program performance;

Support implementation, onboarding, and ongoing operational coordination;

Propose and manage a scalable inventory strategy, as applicable; and Coordinate with UMGC stakeholders to support consistent program execution.

Offerors must demonstrate the ability to support these requirements throughout the contract term.

4. Program 1 – Branded Merchandise (Faculty and Staff Ordering)

4.1. Overview

Contractor(s) shall fulfill approved branded apparel and promotional product orders for UMGC faculty and staff. Some items may require inventory, while others may be produced on demand. Contractor(s) shall support ordering through UMGC-designated platforms and workflows.

Historical sales for faculty and staff ordering were approximately:

$291,277 in 2024, $408,205 in 2025, and $227,008 through May 2026.

These figures are provided for planning purposes only and do not represent any guarantee future of sales volumes.

4.2. Contractor Responsibilities

In addition to the General Program Management Requirements, Contractor responsibilities specific to the Branded Merchandise program include:

Managing inventory for bulk-purchased branded merchandise;

Overseeing minimum-order requirements;

Coordinating UMGC brand/logo approval processes;

Maintaining preferred ordering workflows for faculty and staff;

Ensuring accurate and timely fulfillment of internal orders; and

Providing any additional support necessary for a consistent, UMGC-approved branded merchandise program.

5. Program 2 – Gear Site & Grad Walk Pop-Up Operations

5.1. Overview

Contractor(s) shall manage the UMGC Gear Site (public-facing e-commerce site) and on-site retail operations during Grad Walk. The Gear Site will serve both external customers and internal users through the single-link requirement.

Contractor(s) shall be responsible for delivering a cohesive and engaging retail experience across both digital and on-site environments, transforming branded merchandise from a transactional purchase into a meaningful extension of the UMGC brand experience.

Contractor(s) shall be responsible for providing a PCI-compliant process that fully adheres to Payment Card Industry Data Security Standard (PCI DSS) standards as applicable.

For reference, UMGC’s current Gear Site can be accessed at:

https://gear.umgc.edu/. This is provided for informational purposes only and does not limit or define the expected solution.

Historical sales for the Gear Site were approximately:

$124,423 in 2024, $134,000 in 2025, and $73,293 through May 2026.

Historical sales for Grad Walk were approximately:

$94,010 in 2024, $109,967 in 2025, and $57,083 in May 2026.

Historical Grad Walk attendance were as follows:

o Spring: 2,067 graduates, 13,283 guests, and 262 faculty/staff o Winter: 2,368 graduates, 15,197 guests, and 194 staff o Spring: 2,419 graduates, 22,985 guests, and 339 faculty/staff o Winter: 2,680 graduates, 15,960 guests, and 223 faculty/staff

These figures are provided to illustrate the overall scale of the combined retail program across both digital and event-based channels. The noted figures do not guarantee future sales volumes.

5.2. Gear Site Responsibilities

In addition to the General Program Management Requirements, Contractor responsibilities specific to the Gear Site include:

Hosting, managing, and maintaining the Gear Site;

Delivering a best-in-class user experience including user-friendly and visually engaging online shopping experience, intuitive navigation, product merchandising, and streamlined checkout;

Providing a fully functional, contemporary retail-quality e-commerce experience;

Managing customer service for students, alumni, faculty, staff, and external customers;

Coordinating order fulfillment, shipping, returns, and issue resolution;

Providing visibility into product availability, versioning (colors, sizes, branding, etc.,) pricing that remains competitive with market standards, and delivery timelines;

Supporting integration with UMGC systems, including SSO for internal users;

Providing analytics reporting on site performance, sales activity, and product trends; and

Providing a wide range of stylish, in-demand products at competitive price points to ensure increased sales volume in meeting the growing needs of UMGC constituents.

5.3. Grad Walk Pop-Up Store

Contractor(s) shall have primary responsibility for end-to-end on-site retail operations during Grad Walk.

Contractor(s) shall manage all aspects of pre-event planning and on-site execution, ensuring a well-organized, efficient, and engaging customer experience during focused high-volume event periods.

Responsibilities include:

Planning, sourcing, and managing inventory to support both online and on-site sales;

Creating an on-site interactive shopping experience that reflects UMGC brand standards, incorporates competitive pricing, and drives patron engagement and increased sales;

Preparing merchandise for sale, including labeling, packaging, and organization to support efficient shopping and transactions;

Designing and executing merchandising and layout strategies that support customer flow, product visibility, and an intuitive shopping experience;

Providing and managing point-of-sale (POS) systems capable of supporting cash and electronic payment methods;

Managing on-site operations, including set-up, active sales support, and breakdown;

Staffing and overseeing retail operations, including training UMGC staff and ensuring consistent execution;

Monitoring inventory levels throughout the event and replenishing as needed; and

Performing post-event reconciliation, including inventory counts and sales reporting.

5.3.1. Event Planning Information – Winter 2026 Grad Walk

The first event requiring pop-up store support under this contract is the Winter 2026 Grad Walk, scheduled at the College Park Marriott & Conference Center, Adelphi, Maryland, and will typically include an approximately 640-square-foot retail footprint, on the following dates and approximate hours:

Thursday, December 10, 2026 – 9:00 AM to 9:00 PM Friday, December 11, 2026 – 9:00 AM to 9:00 PM Saturday, December 12, 2026 – 9:00 AM to 9:00 PM Sunday, December 13, 2026 – 9:00 AM to 9:00 PM

These dates and times are provided for planning and proposal purposes only. UMGC will confirm final schedules for all future Grad Walk events annually. Dates and times are subject to change.

5.4. Financial Responsibility (Grad Walk)

Contractor(s) shall be financially responsible for procuring merchandise, transporting inventory, and staffing and operating on-site sales.

Revenue from online and Grad Walk sales shall be shared between UMGC and the Contractor, with UMGC receiving a percentage of gross sales (i.e., total sales revenue before deduction of costs of goods, shipping, fees, or other expenses).

The specific revenue-share percentage and payment structure (including payment frequency and reporting requirements) shall be proposed by the Offeror as part of its pricing and business model and are subject to UMGC approval prior to award, including any performance-based pricing models, such as fee waivers tied to sales volume or revenue thresholds.

5.5. Inventory Commitment (Gear Site and Grad Walk)

UMGC may consider limited inventory investment or other financial support mechanisms as part of final contract negotiations, based on the proposed pricing, service model, and overall value to the University.

5.6. Inventory vs. On-Demand Production

UMGC prefers most products be produced on demand for cost efficiency; however, certain items may require inventory due to production minimums or event demand.

Contractor(s) shall propose and maintain an inventory strategy that balances service levels, lead times, and cost efficiency.

5.7. Representative Best-Selling Items

Offerors shall propose recommended product assortments based on their experience and comparable programs, identifying key items expected to perform well.

6. Deliverables & Reporting (All Programs)

Contractor(s) shall provide deliverables and reporting to support ongoing program visibility, performance tracking, and operational effectiveness.

At a minimum, Contractor(s) shall:

Provide an implementation plan and timeline for program onboarding and launch;

Provide documented processes for ordering, fulfillment, and customer support;

Provide an inventory strategy outlining on-demand and stocked approaches, as applicable;

Provide a proposed schedule for on demand product delivery by category;

Provide an event operations plan for Grad Walk pop-up operations;

Provide schematic design for the proposed Grad Walk pop-up experience;

Provide regular reporting on sales performance, inventory levels, and order activity;

Provide reporting on product performance, including top-selling items and trends;

Provide reporting on order accuracy, fulfillment timelines, returns, and issue resolution; and Propose and provide key performance indicators (KPIs) aligned to program objectives.

7. Standards & Compliance

Contractor(s) shall comply with all applicable UMGC policies, standards, and requirements in the performance of services under this solicitation.

At a minimum, Contractor(s) shall:

Comply with UMGC brand standards as defined in Attachment A (Logo) and Attachment B (Brand Identity Guide);

Ensure compatibility with UMGC systems and requirements, including support for single sign-on (SSO) where applicable;

Comply with UMGC data protection, privacy, and information security requirements for any hosted systems;

Provide a completed Higher Education Community Vendor Assessment Tool (HECVAT) upon request and, if available, a current SOC 2 Type II report (or equivalent third-party security certification); and

Ensure the Gear Site complies with applicable accessibility requirements, including Section 508 of the Rehabilitation Act and WCAG 2.1 AA standards (or latest version).

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SECTION III.

PROCUREMENT PHASES AND EVALUATION PROCESS

ARTICLE 1. TECHNICAL PROPOSAL REQUIREMENTS

1. General Requirements.

1.1. Transmittal Letter: A transmittal letter from the Offeror must accompany the

Technical Proposal. The letter should be an executive summary that clearly and concisely summarizes the content of the Technical Proposal. The letter must be signed by an individual who is authorized to bind the firm to all statements, including services and financial statements, contained in the Proposal. (See 1.2 below.) Include the Offeror’s official business address and state in which it is incorporated or organized (if Offeror is not an individual). An appropriate contact name, title, phone number, and email address should also be provided for UMGC’s use during the procurement process. Do not include price information in the transmittal letter.

1.2. Signing of Forms: A Proposal, if submitted by an individual, shall be signed by the individual. If submitted by a partnership, a Proposal shall be signed by such member(s) of the partnership with authority to bind the partnership. If submitted by a corporation, a Proposal shall be signed by an officer, and attested by the corporate secretary or an assistant corporate secretary; if not signed by an officer, there must be attached a copy of a board resolution or that portion of the by-laws, duly certified by the corporate secretary, showing the authority of the person so signing on behalf of the corporation.

1.3. Confidentiality of Proposal Submissions: Offerors shall provide only materials that can be shared without a non-disclosure agreement (NDA) as part of their Proposal submission. If certain materials require an NDA, Offerors must clearly identify such materials and provide alternative, non-confidential examples or descriptions suitable for evaluation purposes. Technical Proposals should be sufficiently detailed and self-contained to permit a complete evaluation by UMGC.

UMGC does not anticipate executing NDAs during the Proposal submission and evaluation phase of this Solicitation; however, UMGC may, at its discretion, determine whether additional confidentiality protections are appropriate at a later stage of the procurement process.

2. Initial Technical Criteria.

Clear, concise, yet detailed responses to the technical criteria below are to be provided in the Technical Proposal. In addition, the Bid/Proposal Affidavit and Acknowledgement of Receipt of Addenda (if applicable) must be included. Standard sales material may be provided but must be attached as an appendix rather than included within the body of the Proposal. Offerors must paginate the Technical Proposal and are requested to separate their responses to each of the technical criteria.

The following information must be furnished in the Technical Proposal per this solicitation, as more fully described below in items 2.1 through 2.10. Failure to include any of the items listed below may disqualify your firm’s response. The Technical Criteria, items 2.1 through 2.10, are listed below in order of importance. Offerors are requested to compile their Proposals in the same order. It is the Offeror’s responsibility to tailor its response to demonstrate its qualifications to perform the scope of work specifically for UMGC.

Technical Proposal Requirements:

2.1. Proposed Program(s):

UMGC is seeking Offeror(s) capable of providing a cohesive, end-to-end approach across both programs to ensure a consistent user experience, operational efficiency, and overall program value.

Offerors shall clearly indicate which program(s) they are proposing to support:

Program 1 – Branded Merchandise (Faculty and Staff Ordering) Program 2 – Gear Site & Grad Walk Pop-Up Operations

Offerors are encouraged to propose solutions that support both programs.

Responses to the Technical Proposal Requirements that follow shall align with the program(s) proposed.

2.2. Products/Services:

Describe the Offeror’s ability to provide Branded Merchandise Management Services as outlined in Section II. Scope of Work. The response must clearly demonstrate the Offeror’s ability to deliver a fully functional, end-to-end solution consistent with the Scope of Work, and shall include:

2.2.1 Merchandise & Sourcing

The Offeror’s capabilities in sourcing, producing, and delivering branded merchandise—including, but not limited to, apparel, drinkware, bags, office items, and promotional products—consistent with UMGC brand requirements as defined in Attachment A (Logo) and Attachment B (Brand Identity Guide);

2.2.2 Inventory & Fulfillment

A. The Offeror’s ability to support both inventoried and on-demand production models and to manage minimum-order requirements, as applicable;

B. The Offeror’s ability to support ship-to-home orders, perform order fulfillment, and manage shipping logistics as outlined in the Scope of Work;

2.2.3 Digital Commerce (Gear Site)

Capabilities in managing a public-facing, retail-quality e-commerce Gear Site, including catalog presentation, product information, navigation, order tracking, secure checkout, customer service, and ongoing maintenance;

2.2.4 Event-Based Retail

Experience supporting event-based retail operations or multi-day pop-up environments of similar scale and complexity;

2.2.5 Program Management & Support

Capabilities in providing program management and customer service support for internal UMGC users, students, alumni, and external customers;

2.2.6 Experience & Case Studies

Provide at least two (2) relevant case studies within the past five (5) years demonstrating experience delivering similar programs aligned to the program(s) proposed.

Each case study shall include:

A. A brief overview of the client and duration of the relationship;

B. The scope and objectives of the program;

C. A description of the solution implemented, including e-commerce, merchandising, and/or event-based retail operations, as applicable;

D. Operational approach, including inventory, fulfillment, and/or on-site execution;

E. Scale of the program (e.g., sales volume, SKU count, event size, or user base); and F. Outcomes or performance results, including any available metrics or KPIs;

2.2.7 Compliance

The selected Contractor(s) shall provide a completed HECVAT and, if available, SOC 2 Type 2 report upon request during the award process.

2.3. Methodologies/Approach:

Describe the Offeror’s methodology and approach to delivering the Branded Merchandise Management Services described in Section II. Scope of Work. The response shall address:

2.3.1 Operational Approach

A. The Offeror’s process for managing merchandise sourcing, product approval workflows, quality assurance, and brand-compliance checks;

B. Proposed inventory strategy, including the balance between on-demand production and stocked inventory, and how minimum production requirements will be managed;

C. Fulfillment processes, including order accuracy, shipping timelines, customer communication, and returns handling;

2.3.2 Digital Experience (Gear Site)

A. Implementation and onboarding approach, including the timeline for launch of the Gear Site and internal ordering workflows;

B. The Offeror’s approach to maintaining the Gear Site, including catalog updates, asset management, storefront usability, and ADA-aligned presentation;

C. Approach to supporting the single-link requirement, SSO routing, and integration with internal systems for faculty and staff ordering;

D. The Offeror’s capability to support punchout catalog integration with enterprise systems (e.g., Workday), if available;

E. Marketing support for promoting the Gear Site and branded merchandise in coordination with UMGC Communications;

2.3.3 Grad Walk

A. Operational approach for Grad Walk pop-up retail operations, including inventory forecasting, staffing, merchandising, POS setup, daily operations, and reconciliation;

B. The Offeror’s plan to support Grad Walk events as outlined in Section II;

C. Details on the proposed merchandising and operational approach, including inventory assortment, estimated SKU count and quantities, and overall approach to supporting high-volume retail environments;

2.3.4 Reporting & Risk Management

A. Reporting approach, including sales reports, inventory status, analytics, and clearly defined Key Performance Indicators (KPIs);

B. Sample reports or dashboards demonstrating sales analytics, inventory tracking, and program performance (if available);

C. Contingency plans for inventory shortages, supply chain disruptions, system outages, or event-day operational issues;

Responses must include sufficient detail to demonstrate how the proposed approach will be implemented in practice; high-level or conceptual responses may be evaluated as non-responsive.

2.4. Staffing Organization and Proposed Key Personnel Qualifications:

Provide evidence of adequate and appropriate staffing resources available to service UMGC’s account if awarded a Contract under this Solicitation. Resumes detailing Key Personnel who may be assigned to UMGC shall be provided.

Resumes shall include employment history with the Offeror and previous employment in branded merchandise management, retail operations, e-commerce services, or similar programs.

Resumes shall be provided for:

A. An Account Representative who will be the primary contact for the University;

B. A Management Supervisor who is responsible for the overall performance of the firm and the first point of escalation; and

C. Key Personnel that will be assigned to managing the on-site Grad Walk pop-up experience bi-annually in May and December.

2.5. Firm References:

Provide a minimum of three (3) client references for whom the Offeror has provided branded merchandise management, public-facing online storefront operations, or event-based retail services similar in scope and scale to those described in the Scope of Work within the past five (5) years. References shall be provided using the form in Appendix A. UMGC may use itself as a reference.

2.6. Special/Unique Qualifications:

Describe any special or unique qualifications, capabilities, or value-added services that distinguish your firm’s ability to provide branded merchandise management services to UMGC.

2.7. Proposal Affidavit:

Complete and sign the Proposal Affidavit enclosed in Appendix A and enclose it with the Technical Proposal.

2.8. Insurance:

Provide an electronic copy of a Certificate of Insurance verifying your firm’s Coverage for Commercial General Liability, Workmen's Compensation, and Professional Liability. Amounts shound match the Sample Contract in Appendix C.

2.9. Acknowledgement of Receipt of Addenda Form:

If any addenda to the RFP documents are issued prior to the due date and time for Proposals, this form (found in Appendix A) must be completed, signed, and included in the Offeror’s Technical Proposal.

2.10. Acknowledgement of Review of Contract:

The UMGC Contract for this Procurement will contain the provisions in Appendix C as well as any additional terms required by the University of the State of Maryland. By submitting a Proposal, the Offeror warrants that they have reviewed Appendix C and will execute a contract: a) in substantially the same form; and b) with these terms and conditions upon request by UMGC. For accounting purposes only, UMGC will also issue a purchase order to the awarded Contractor.

2.11. MBE Utilization and Fair Solicitation Affidavit:

Complete and sign Attachment D-1A (Part 2) – MBE Utilization and Fair Solicitation Affidavit enclosed in Appendix M and enclose with the Technical Proposal.

3. Modifications of Technical Proposal.

Offerors may modify their Technical Proposals and submit them to the Technical Proposal Bid Locker address provided in the solicitation at any time prior to the due date and time.

Offerors must email written confirmation of the modification, including the signature of the Offeror, to the Issuing Office prior to the Proposal due date and time. Technical Proposals may not be modified, supplemented, cured, or changed in any way after the due date and time, unless specifically requested by the University.

SECTION III.

ARTICLE 2. TECHNICAL EVALUATION PROCESS

1. Qualifying Proposals.

1.1. Procurement Officer Review. The Procurement Officer shall first review each

Technical Proposal for compliance with the mandatory requirements of this RFP (i.e., susceptibility of award). Failure to comply with any mandatory requirement will normally disqualify a Proposal. The University reserves the right to waive a mandatory requirement when it is in its best interest to do so and when permitted by law.

1.2. Evaluation and Selection Committee. All Qualifying Proposals will be reviewed by a UMGC Evaluation and Selection Committee (the “Committee”) established by the Procurement Officer. As the procurement progresses, the Committee may seek input from other appropriate UMGC staff or request additional technical assistance from any other source.

2. Technical Evaluation of Qualifying Proposals.

2.1. Initial Technical Evaluation. Following the Procurement Officer’s qualifying review, the Committee shall conduct its evaluation of the technical merit of the Proposals in accordance with the Evaluation Criteria listed in Article 1, § 2, above.

Minor irregularities contained in Proposals, which are immaterial or inconsequential in nature, may be waived wherever it is determined to be in the University’s best interest and when permitted by law. The decision for progressing in the procurement process will be made based on the strengths, weaknesses, advantages, and deficiencies that the Technical Proposals represent.

2.2. Shortlisting. In accordance with the Evaluation Criteria set forth in Article 1, § 2, a shortlist may be developed based on the Initial Technical Evaluation results. All Offerors will be notified of the results as they pertain to their respective Technical Proposal.

3. Oral Presentations/Discussion Sessions.

3.1. Purpose. Based on the Evaluation Committee’s Initial Technical Evaluation, the

University may invite, without cost to itself, the shortlisted Offerors to an virtual presentation/discussion session (“Discussion Session”). The purposes of the Discussion Session are as follows:

(i) To provide the Offeror the opportunity to demonstrate its product;

(ii) To discuss/clarify any and all aspects of the Technical Proposal, in particular the proposed product, cost model options, approach/methodologies, implementation process, schedule, staffing of the contract, and ongoing support of the product and other applicable professional services;

(iii) To allow the University to meet the Offeror's key personnel and for these personnel to convey directly their experience and expertise in the proposed product and its implementation; and

(iv) To provide an opportunity to clarify the scope of services for the intended contract and discuss any items addressed in the Technical Proposal that may require additional clarification.

3.2. Format. The Discussion Session will be informal, as the University is not interested in a sales presentation by executives and business development staff. It is important that those key personnel who are proposed to be assigned to the University fully participate in the presentation and discussion. Ample time will be available for the University and the Offeror to ask questions and discuss issues and concerns related to the services, the scope of the services, and the Offeror’s capabilities and qualifications. We anticipate that the Discussion Session will be approximately 60 minutes in length.

Each shortlisted Offeror will be required to have key personnel attend the virtual session. Following the Discussion Session, additional follow-up and/or clarification documentation may be requested of each Offeror.

3.3. Date. The times and dates for the Discussion Session(s) will be set upon completion of the Initial Technical Evaluation; however, it is anticipated that the Discussion Session(s) will be conducted on the times and dates listed per the Solicitation Schedule, as well as on the cover of this RFP. Offerors are therefore advised to set this(ese) date(s) aside in its (their) entirety on the calendars of the appropriate key personnel.

4. Second Phase Technical Evaluation.

4.1. Criteria. Following the Discussion Session held with shortlisted Offerors, a Second Phase Technical Evaluation will be conducted. The Evaluation Committee will re-evaluate all criteria of the Technical Proposals of shortlisted Offerors, incorporating assessments of the Discussion Session and outcomes of reference checks. The University reserves the right to make a determination that an Offeror is not shortlisted prior to completing reference checks. The order of Evaluation Criteria remains the same.

4.2. Process. Further shortlists may result as the procurement progresses. At each phase of the process, those firms that do not remain shortlisted will not progress in the procurement. All Offerors will be notified of the results of the Technical Evaluation as they pertain to their respective Technical Proposals. It is UMGC’s intent to incorporate references prior to establishing the final shortlist of proposals.

Once a final shortlist of proposals is established, the Committee will rank the remaining Technical Proposals from highest to lowest.

SECTION III

ARTICLE 3. PRICE PROPOSALS

1. Submission.

Price Proposals will be requested at the appropriate time via addendum to all applicable shortlisted firms.

2. Content.

Refer to Appendix B for Price Proposal Information.

If applicable, hourly rates will be requested for the assigned personnel and other professional services positions. These quoted hourly rates must be good for the first year of the Contract. The University will consider adjustments to labor rates only based upon federal minimum wage increases, increases in Maryland Living Wage, and increases in the Consumer Price Index (CPI), as published by the Bureau of Labor Standards in February of the appropriate year (i.e., for 7/1/24 renewal the University will look at the CPI published for February 2024, and so on). Requested increases above a 5% cap will not be considered. In order to receive consideration for a price increase, the Contractor must submit a request in writing to the UMGC Procurement Office sixty (60) days prior to the end of the initial term. The request must specify any change in the hourly labor rate wage to be paid to employees during the renewal term. The University will not consider late requests for adjustments to the hourly rate. Increases that are cumulative for prior years will not be considered; for example, if the Contractor does not request an increase for the first renewal year and then requests an increase for the second renewal year, the Contractor cannot include a cumulative amount which includes the first renewal year.

Upon approval by the University, any such modified hourly rate will constitute the labor cost figure for the contract renewal period. The University reserves the right to terminate the Contract at any time upon giving thirty (30) days written notice.

There are no reimbursables associated with this Contract. All expenses, including domestic travel, must be included in the Offeror’s price for the implementation as well as in the hourly rates of the assigned personnel. (Or, if reimbursables are allowed [such as travel, printing of documents, etc.], describe them here.)

3. Evaluation.

Price Proposals will be evaluated based on the total cost of the products and/or services requested above. The University may elect to request Best and Final Price Proposals (BAFO’s).

SECTION III

ARTICLE 4. FINAL EVALUATION, RANKING AND SELECTION

1. Recommendation of Award or Further Discussions.

The Committee may recommend an Offeror for contract award(s) based upon the Offeror’s Technical Proposal and Price Proposal without further discussion. However, should the Committee find that further discussion would benefit the University and the State of Maryland, the Committee may recommend such discussions to the Procurement Officer.

Should the Procurement Officer determine that further discussion would be in the best interest of the University and the State, the Procurement Officer shall establish procedures and schedules for conducting discussions and will notify responsible Offerors.

2. Final Ranking and Selection.

2.1. Process. Following evaluation of the Technical Proposals and the Price Proposals

(and Best and Final Offers, if applicable), the Evaluation and Selection Committee will make an initial overall ranking of the Proposals and recommend to the Procurement Officer the award of the contract(s) to the Offeror whose Proposal(s) is (are) determined to be the most advantageous to the University and the State of Maryland. The decision of the award(s) of the Contract will be made at the discretion of the Procurement Officer and will depend on the facts and circumstances of the procurement. All Offerors will be notified of the award(s) selection.

2.2. Basis for Award. Technical merit will have a greater weight than cost in the final ranking. Award may be made to the Offeror with a higher technical ranking even if its Price Proposal is not the lowest. The Procurement Officer retains the discretion to examine all factors to determine the award of the contract. The goal is to contract with the Offeror(s) that would best meet the needs of the University as set forth in the RFP.

2.3. Negotiations. The University may select for award one or more Offeror(s) to negotiate the terms and conditions of the Contract. The University reserves the right to make an award with or without negotiation.

3. Debriefing.

3.1. Request. Unsuccessful Offerors may request a debriefing. A request must be submitted in writing to the Procurement Officer within ten (10) days after the date on which Offeror knows, or should have known, that its Proposal was unsuccessful. Debriefings shall be conducted at the earliest feasible time.

3.2. Discussion. Debriefings shall be limited to discussion of the Offeror’s Proposal only and shall not include a discussion of a competing Offeror’s Proposal. The debriefing may include information on areas in which the unsuccessful Offeror’s Proposal was deemed weak or insufficient. The debriefing may not include discussion or dissemination of the thoughts, notes, or ranking from an individual Evaluation Committee Member.

APPENDIX A

TECHNICAL PROPOSAL FORMS

NOTE: Refer to Section III, Article 1, for all required contents of the Technical Proposal.

Completion of these forms in this Appendix A is NOT the complete contents required.

1. Firm References

2. Proposal Affidavit

3. Acknowledgement of Receipt of Addenda Form

1. FIRM REFERENCES

Provide names, contacts, and telephone numbers of at least three (3) organizations/clients that you have had business with and is similar to UMGC's requirements within the past five years. These may be used for reference checks as well as evaluating experience. The University may use itself as a reference.

Reference 1

Company Name:

Contact Name:

Contact Email:

Contact Phone:

Dates of Service (MM/YYYY – MM/YYYY):

Description of Services Provided:

If applicable, provide a link to an e-commerce storefront similar in scope to UMGC’s Gear

Site:

Reference 2

Company Name:

Contact Name:

Contact Email:

Contact Phone:

Reference 3

Contact Name:

Contact Email:

Contact Phone:

2. PROPOSAL AFFIDAVIT

A. AUTHORIZED REPRESENTATIVE

I HEREBY AFFIRM THAT: I am the (title) ____________________________________ and the duly authorized representative of (business) _____________________________________________ and that I possess the legal authority to make this Affidavit on behalf of myself and the business for which I am acting.

B. NOT USED

B-1. CERTIFICATION REGARDING MINORITY BUSINESS ENTERPRISES (applicable if an MBE goal is set)

The undersigned bidder hereby certifies and agrees that it has fully complied with the State Minority Business Enterprise Law, State Finance and Procurement Article, §14-308(a)(2), Annotated Code of Maryland, which provides that, except as otherwise provided by law, a contractor may not identify a certified minority business enterprise in a bid or proposal and:

(1) Fail to request, receive, or otherwise obtain authorization from the certified minority business enterprise to identify the certified minority proposal;

(2) Fail to notify the certified minority business enterprise before execution of the contract of its inclusion in the bid or proposal;

(3) Fail to use the certified minority business enterprise in the performance of the contract; or

(4) Pay the certified minority business enterprise solely for the use of its name in the bid or proposal.

Without limiting any other provision of the solicitation on this project, it is understood that if the certification is false, such false certification constitutes grounds for the State to reject the bid submitted by the bidder on this project, and terminate any contract awarded based on the bid.

B-2. CERTIFICATION REGARDING VETERAN-OWNED SMALL BUSINESS ENTERPRISES (if applicable to the solicitation)

The undersigned bidder hereby certifies and agrees that it has fully complied with the State veteran-owned small business enterprise law, State Finance and Procurement Article, §14-605, Annotated Code of Maryland, which provides that a person may not:

(1) Knowingly and with intent to defraud, fraudulently obtain, attempt to obtain, or aid another person in fraudulently obtaining or attempting to obtain public money, procurement contracts, or funds expended under a procurement contract to which the person is not entitled under this title;

(2) Knowingly and with intent to defraud, fraudulently represent participation of a veteran–owned small business enterprise in order to obtain or retain a bid preference or a procurement contract;

(3) Willfully and knowingly make or subscribe to any statement, declaration, or other document that is fraudulent or false as to any material matter, whether or not that falsity or fraud is committed with the knowledge or consent of the person authorized or required to present the declaration, statement, or document;

(4) Willfully and knowingly aid, assist in, procure, counsel, or advise the preparation or presentation of a declaration, statement, or other document that is fraudulent or false as to any material matter, regardless of whether that falsity or fraud is committed with the knowledge or consent of the person authorized or required to present the declaration, statement, or document;

(5) Willfully and knowingly fail to file any declaration or notice with the unit that is required by COMAR 21.11.12; or

(6) Establish, knowingly aid in the establishment of, or exercise control over a business found to have violated a provision of §B-2(1)—(5) of this regulation.

C. AFFIRMATION REGARDING BRIBERY CONVICTIONS

I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the above business (as is defined in Section 16-101(b) of the State Finance and Procurement Article of the Annotated Code of Maryland), or any of its officers, directors, partners, or any of its employees directly involved in obtaining or performing contracts with public bodies (as is defined in Section 16- 101(f) of the State Finance and Procurement Article of the Annotated Code of Maryland), has been convicted of, or has had probation before judgment imposed pursuant to Article 27, Section 641 of the Annotated Code of Maryland, or has pleaded nolo contendere to a charge of bribery, attempted bribery, or conspiracy to bribe in violation of Maryland law, or of the law of any other state or federal law, except as follows (indicate the reasons why the affirmation cannot be given and list any conviction, plea, or imposition of probation before judgment with the date, court, official or administrative body, the sentence or disposition, the name(s) of person(s) involved, and their current positions and responsibilities with the business):

D. AFFIRMATION REGARDING OTHER CONVICTIONS

I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the above business, or any of its officers, directors, partners, or any of its employees directly involved in obtaining or performing contracts with public bodies, has:

(1) Been convicted under state or federal statute of a criminal offense incident to obtaining or attempting to obtain, or performing a public or private contract, fraud, embezzlement, theft,…