UMGC RFP # 92325 – Academic Diploma Services – Page 1 of 58 (August 2026)

REQUEST FOR PROPOSAL #92325

ACADEMIC DIPLOMAS ORDER AND FULFILLMENT

SERVICES

ISSUE DATE: SEPTEMBER 14, 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 www.umgc.edu eMaryland Marketplace Advantage (eMMA) https://emma.maryland.gov/

SIGNIFICANT MILESTONES TIME: DATE

Last Day for Questions 9:00 AM ET 09/23/2026

Technical Proposal Due Date 9:00 AM ET 10/7/2026

Oral Presentation/Discussion Date TBD Anticipated Week of 10/19/26

Price Proposal Due Date 9:00 AM ET 10/7/2026 http://www.umgc.edu/ https://emma.maryland.gov/

UMGC RFP # 92325 – Academic Diploma Services – Page 2 of 58

SOLICITATION SCHEDULE

RFP # 92325

Issue Date: September 14, 2026

Last Day for Questions: September 23, 2026, 9:00 AM ET

Technical Proposal Due Date: October 7, 2026, 9:00 AM ET

Oral Presentation/Discussion Session(s): Week of October 19, 2026 (via Zoom)*

Price Proposal Due Date: October 7, 2026, 9:00 AM ET

Contractor(s) Selection Anticipated to be Finalized: November 3, 2026*

Agreement Executed by Selected Contractor(s): November 16, 2026*

Board of Regents Approval (if required): N/A

Board of Public Works Approval (if required): N/A

Contract Commencement: December 2026*

*Anticipated.

UMGC RFP # 92325 – Academic Diploma Services – Page 3 of 58

Academic Diploma Services

UNIVERSITY OF MARYLAND GLOBAL CAMPUS

RFP # 92325

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 A-1 Acknowledgement of Receipt of Addenda A-2 Bid/Proposal Affidavit A-3 Firm Profile A-4 Firm References

APPENDIX B: Price Proposal Forms B-1 Price Proposal Forms B-2 Living Wage Requirements and Affidavit B-3 Price Proposal Worksheet (Excel attachment to this RFP)

APPENDIX C: Contract Forms

C-1 Sample Contract C-2 Contract Affidavit

APPENDIX D: Electronic Fund Transfer Schedule

APPENDIX S: Solicitation Terms and Conditions

UMGC RFP # 92325 – Academic Diploma Services – Page 4 of 58

REQUEST FOR PROPOSALS

FOR

ACADEMIC DIPLOMA SERVICES

SECTION I. GENERAL INFORMATION

1. Summary.

1.1. Solicitation: The intent of this Request for Proposals (“RFP” or “Solicitation”) is to provide qualified 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/experience for a profile of the University.

2. Issuing Office.

2.1. Issuing Office:

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

Primary Procurement Officer:

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

Secondary Procurement Officer:

Lisa Dillard, Assistant Director, Procurement lisa.dillard@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 http://www.usmd.edu/regents/bylaws/SectionVIII/VIII300.html http://www.umgc.edu/ mailto:eric.pfister@umgc.edu mailto:lisa.dillard@umgc.edu

UMGC RFP # 92325 – Academic Diploma Services – Page 5 of 58 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. Please read the relevant parts of this document before submitting questions. UMGC will not answer questions regarding future budget or prior spend (if applicable), during the question and answer period for this RFP. While not required, UMGC requests that all questions are submitted as an email attachment in a Microsoft Excel spreadsheet.

4. Pre-Proposal Meeting.

A Pre-Proposal Meeting will not be held.

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/6500_Umgc_Rfp_92325_Academic_Diplomas_And_Order_Fulfillment_Se rvices

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.

mailto:lisa.dillard@umgc.edu mailto:eric.pfister@umgc.edu https://bidlocker.us/details/6500_Umgc_Rfp_92325_Academic_Diplomas_And_Order_Fulfillment_Services https://bidlocker.us/details/6500_Umgc_Rfp_92325_Academic_Diplomas_And_Order_Fulfillment_Services https://bidlocker.us/Account/Signup/UMGC mailto:help@bidlocker.us

UMGC RFP # 92325 – Academic Diploma Services – Page 6 of 58

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: Refer to the Solicitation Schedule for the due date and time of Price

Proposals. The Price Proposal MUST be uploaded separately from the Technical Proposal to the Bid Locker address for the Price Proposal submission. Failure to provide the Price Proposal separately may disqualify the Offeror’s Proposal from progressing in the procurement.

Price 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 documents are to include the RFP number and the Proposer’s name.

Bid Locker address for Price Proposal upload:

https://bidlocker.us/details/6500_Umgc_Rfp_92325_Academic_Diplomas_And_Order_Fulfillment_Services

Proposers shall allow sufficient time in uploading the Price 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.

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. Minority Business Enterprises.

N/A

UMGC RFP # 92325 – Academic Diploma Services – Page 7 of 58

7. 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.

8. Contractual Agreement and Term.

It is intended that one (1) contract will result from this Solicitation.

The Initial Term of this Contract shall commence upon full execution and shall continue for one

(1) year, unless otherwise expired, extended, or terminated in accordance with the provisions of this Contract. The cumulative value of all services performed under the resulting contract shall not exceed $1,000,000. Following the Initial Term of the contract, at the sole discretion of UMGC, there will be an option for renewal for a period not to exceed a cumulative total of two (2) additional years. Any renewal will be for time extension only with no increase in the anticipated cumulative dollar value of the contract(s). A Contract arising from this RFP is contingent upon approval of the Maryland Board of Regents and Maryland Board of Public Works in accordance with University Policy.

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

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

10. Post-Award Confidentiality.

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

UMGC RFP # 92325 – Academic Diploma Services – Page 8 of 58

SECTION II. SCOPE OF WORK

1. Purpose / Description.

The University of Maryland Global Campus (UMGC) operates as Maryland’s open university, serving working adults, military servicemembers, their families, and veterans across the United States, and around the world. Founded in 1947 originally as the College of Special and Continuation Studies, the University of Maryland Global Campus (UMGC) has maintained a singular focus on the needs of adults for whom a traditional education is impractical or impossible. At the core of UMGC’s capability is the ability to serve students who need more flexible class schedules and convenient locations. In the ensuing 75 plus years, UMGC has established a global presence in Asia, Europe, and across the United States. UMGC has over 185 worldwide locations and over 91,000 students across the globe, with over 57,000 of those students having military affiliation (e.g., uniformed service members, their dependents, and veterans).

The intent of this RFP is to provide firms an opportunity to present their qualifications, experience, and conceptual approach to providing the order and fulfillment of customized Academic Diplomas, Certificates, and Honorary Degrees for the University’s Graduation Services department (the “Services”).

Services are to be provided for the University’s Stateside, Europe, and Asia locations. There is no guaranteed amount of Services requested during the course of the contract.

2. Scope of Work:

Services under this Solicitation shall include, but not be limited to the following:

2.1 Estimated Quantities: The quantities listed below are combined estimates for UMGC’s Stateside, Europe, and Asia. The following numbers do not include reprints. Orders may be more or less, depending on actual need.

a) 25,500 - Diplomas awarded per year. Additional reprints ordered throughout the year.

b) 5750 - Average number of diplomas awarded per graduation term (spring, summer, winter and fall). This includes approximately 480 for Europe and Asia per term.

c) 6,000 - Certificates awarded per year.

d) 1,200 - Average number of certificates awarded per graduation terms. This includes approximately 120 for Europe and Asia per term.

e) Miscellaneous re-prints may be ordered on an as-needed basis during the year.

2.2 Graduation Dates/Schedule: The next commencement is scheduled for December 2026.

a) Undergraduate programs and most Graduate degree and certificate programs.

• Fall Term Graduation: December 30

• Spring Term Graduation: May 30

• Summer Term Graduation: August 30

b) Two (2) year MBA and MS programs:

• Fall Term Graduation: December 30

• Winter Term Graduation: March 30

• Spring Term Graduation: June 30

• Summer Term Graduation: September 30

2.3 Product Specifications:

UMGC RFP # 92325 – Academic Diploma Services – Page 9 of 58

a) UMGC Seal (required to be included on every credential):

• Gold leaf, red 485, blue reflex, grey 428, black, white

• Engraved

• Text is to be printed using thermography

b) Diplomas:

• Size: 11 x 14” Engraved UMGC seal

• Paper: 70# cover, acid free archival quality

• Includes name, degree name, and date

• Multiple majors to be imprinted

• Appropriate signatures

• (No white sleeves)

• Quantity: Estimated at 19,500 per year – includes reprints

c) Diploma Tubes:

• Diplomas to be inserted in tubes

• Three (3) piece telescopic Size: 2 x 11.5"

• Embossed navy-blue cardboard with outer ply UMGC seal flat stamped in gold ink

• UMGC Return Address and Student Addresses printed on the same label

• Quantity: Estimated 19,500 – includes reprints

d) Standard Certificates:

• Size: 8 ½ x 11”

• Paper: 70# cover, acid free archival quality (same as diploma paper)

• Include name, degree name, and date

• Engraved UMGC seal

• Signatures will vary

• Print in several scripts

• Quantity: Estimated 6000 per year - includes reprints

e) Certificate Folders:

• Size: 8 ½ x 11” Style:

• Long Top Flap

• Color: Navy Blue Gloss

• Front: UMGC seal centered in gold foil

• Quantity: Estimated 6000

f) Honorary Degrees:

• Mailed to UMGC’s Office of the President

• Size: 11 x 14”

• No printed signatures

• Engraved UMGC seal

• Paper: 70# cover, acid-free archival quality

• Awarded during the May ceremony

• Quantity: Eight (8) per year

g) Certificate Mailers:

• Size: 12.25 x 9.75”

• Color: White coated board Open end with zip and tear strip

• Quantity: 6000

UMGC RFP # 92325 – Academic Diploma Services – Page 10 of 58

2.4 Vendor Responsibilities:

a) Have the ability to deliver both paper and electronic diplomas, certificates and other forms of credentials electronically and manually in a secure manner.

b) Have the ability for students and/or UMGC staff to electronically request either a paper diploma or an electronic diploma, or both.

2.5 Vendor Capabilities: The awarded vendor shall be able to:

a) Demonstrate ongoing expertise for any channels/placements vendor is actively managing on behalf of the university, tracking, and providing POVs on new opportunities and/or possible changes.

b) Demonstrate experience in providing top-tier podcast services.

c) Be financially responsible for expediting the correction of all mistakes and errors made by the

Contractor.

d) Provide 24/7 ordering options, accessible worldwide.

e) Provide electronic confirmation and status of orders to students.

f) Provide electronic order tracking options.

g) Provide an option for the electronic storage of credentials earned by students

h) Accept electronic and certificate orders from UMGC via the contractor’s portal

i) Provide electronic diplomas to all graduates after each conferral.

j) Provide usage reports on a monthly basis, or when requested. Usage reports shall contain inventory levels. Provide an ongoing inventory to keep UMGC informed of levels. The University is not responsible for inventory over what was requested.

k) Provide student diplomas/certificates (estimated 25 per order) outside of the standard academic program and conferral periods with the same delivery turnaround times.

l) Provide services to include implementation, testing, execution and all training to UMGC staff as needed.

m) Provide proofs at no charge in portable document format (“.pdf”) for review by UMGC.

n) Have the ability to insert flyers in diploma mailings. This is not common practice.

o) Provide Emergency Rush option: 24-hour turnaround

p) Provide Standard Rush option: Turnaround in 5 business days.

2.6 Electronic Processing Requirements:

UMGC currently receives requests from students to have their diplomas verified and notarized for various reasons including overseas employment requirements. The electronic processing of documents shall contain certification that will skip the need for documents to be manually notarized. UMGC seeks to provide electronic processing as an additional option to students. UMGC currently has a diploma/certificate ordering process through a paper form which requires a hard signature and payment by students through the UMGC student portal. UMGC seeks a secure electronic ordering system which will allow student verification and provide consent for the document to be sent to a selected recipient (which can include self), collect payment at the time of order (to be consolidated with UMGC), allow Graduation Services to verify the document and provide delivery messages. A process for re-orders shall be established. Administrative access shall be granted to UMGC Graduation Services staff (as designated) for portal use. Order history and historical reports shall be available along with automated messaging.

Note: Students make payments directly to UMGC and the University pays the Contractor.

UMGC RFP # 92325 – Academic Diploma Services – Page 11 of 58

2.7 Delivery Requirements:

All paper diplomas and certificates shall be shipped within ten (10) business days from order date.

Emergency Rush (24-hour turnaround) and Standard Rush (5 Business days) options shall be available as needed. The Contractor shall mail diplomas directly to students in pre-approved mailing tubes, unless otherwise specified. Certificates shall be mailed in flat navy-blue folders. Any damage during shipment shall be the direct financial responsibility of the Contractor and shall be corrected immediately at no charge. Diplomas and/or certificates lost in transit will also be replaced at no cost by the Contractor. The Contractor shall mail diplomas and certificates directly to students based on mailing addresses provided by UMGC. Contractor shall have experience with international mailing and shall be responsible for mailing directly to students in UMGC’s European and Asia locations. Door to door tracking is required for tracing purposes.

3. Data Security Requirements

The awarded vendor must be able to adhere to UMGC’s Information Governance, Security, and Technology policies (https://www.umgc.edu/administration/policies-and-reporting/policies/info-governance-security-technology).

UMGC’s preference is for the awarded vendor to have undergone a SOC 2 Type 2 audit. In the absence of a SOC 2 Type 2 audit, a completed Higher Education Community Vendor Assessment Tool (“HECVAT”) will be acceptable.

https://www.umgc.edu/administration/policies-and-reporting/policies/info-governance-security-technology https://www.umgc.edu/administration/policies-and-reporting/policies/info-governance-security-technology

UMGC RFP # 92325 – Academic Diploma Services – Page 12 of 58

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.

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 2.9. Failure to include any of the items listed below may disqualify your firm’s response. The Technical Criteria, items 2.1 through 2.5 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.

2.1 Approach: Provide a narrative of how your firm will provide the Services outlined in the RFP. Your response should demonstrate ability, quality of work, experience, and expertise within the Scope of Work as outlined in the RFP. Additionally, your response must provide the following information:

• A narrative on the performance metrics and criteria that your firm tracks to measure program success.

• Describe how your firm will provide website/online portal training to UMGC users.

Explain your firm’s customer service protocol. Include the steps that UMGC staff and

UMGC RFP # 92325 – Academic Diploma Services – Page 13 of 58 students will need to take when issues arise such as lost or damaged mailings, response times, and contact information.

• Describe your data security protocol. How do you protect student information, etc.

• A proposed transition plan, if appropriate. Explain in detail how long it would take to be up and running for the next commencement date anticipated for December 2026.

• The number of business days required for delivery of all items to include both electronic and paper diplomas, certificates, folders, honorary degrees. This will be for Stateside and Overseas deliveries. Provide details on the shippers used for both domestic and international shipments (i.e. USPS, FedEx, DHL, etc.)

• The turnaround time for corrections on diplomas and certificates.

• A description of the types of electronic files your firm will accept.

• Sample Usage Reports (anonymized customer information is acceptable)

• Samples of Diplomas, Tubes, Certificates, Certificate Folders. Samples are to be delivered to the following address prior to the Proposal due date:

Sean Pitterson 1627 Montana Rd.

Chula Vista, CA 91913

Note: Samples will not be returned unless a stamped self-addressed return package is included.

2.2 Firm Profile and Firm References: Refer to Appendix A.1 and A.2. For Appendix A.2, provide no less than three references for recent clients. Higher education clients are preferred. The full name, title, and phone number for each reference shall be included. UMGC will inform the proposer prior to contacting any reference.

2.3 Staffing Organization and Proposed Key Personnel Qualifications: Identify the personnel who will serve on UMGC’s account. Provide the titles and resumes for each person identified.

2.4 Special/Unique Qualifications: Describe any special or unique qualifications that your firm possesses.

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

2.6 Insurance: Provide a copy of a Certificate of Insurance verifying your firm's Coverage for Commercial General Liability, Workmen's Compensation, and Professional Liability.

2.7 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.

2.8 Acknowledgement of Review of Contract: The UMGC Sample Contract for this Procurement will contain the mandatory 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

UMGC RFP # 92325 – Academic Diploma Services – Page 14 of 58 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.

3. Modifications of Technical Proposal.

Offerors may modify their Technical Proposals and upload them electronically at the UMGC Bid

Locker link provided in the solicitation at any time prior to the due date and time indicated in the Solicitation Schedule. Offerors must email written confirmation of the modification, including the signature of the Offeror, to the Procurement Officer 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.

UMGC RFP # 92325 – Academic Diploma Services – Page 15 of 58

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 a 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 directly convey 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.

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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 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, 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.

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ARTICLE 3. PRICE PROPOSALS

1. Submission.

Price Proposals must be uploaded electronically to the UMGC Bid Locker link provided below no later than the date and time indicated in the Solicitation Schedule. File names for the documents are to include the RFP number and the Proposer’s name.

Bid Locker address for Price Proposal upload:

https://bidlocker.us/details/6500_Umgc_Rfp_92325_Academic_Diplomas_And_Order_Fulfill ment_Services

Proposers shall allow sufficient time in submitting the Price 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 response has been received. Proposers will not be able to upload Proposals after the due date and time, and late Proposals will not be considered.

No pricing is to be provided in the Technical Proposal submittal; therefore, the Price Proposal MUST be uploaded separately from the Technical Proposal to the Bid Locker address for the Price Proposal submission. Failure to provide the Price Proposal separately may disqualify the Offeror’s Proposal from progressing in the procurement.

2. Content.

Refer to Appendix B for Price Proposal Information.

In addition to Appendix B-1 and B-2. Proposers are required to complete “Appendix B-3 - RFP 92325 – Pricing Worksheet”, as part of the price proposal submission. Tab 1- Item Cost, of Appendix B-3, contains the products and services UMGC anticipates needing for the services.

Proposers are able to edit those as needed in order to provide the services required in Section II:

Scope of Work. Tab 2-Assumptions, of Appendix B-3, is where proposers can indicate any assumptions regarding their pricing.

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).

The Committee will establish a financial ranking of the final Price Proposals from lowest to highest total offers.

https://bidlocker.us/details/6500_Umgc_Rfp_92325_Academic_Diplomas_And_Order_Fulfillment_Services

UMGC RFP # 92325 – Academic Diploma Services – Page 18 of 58

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. A summary of the Procurement Officer’s rationale for the selection may be given.

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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.)

A-1. Firm Profile Form

A-2. Firm References Form

A-3. Acknowledgement of Receipt of Addenda Form

A-4. Bid Proposal/Affidavit

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APPENDIX A.1

FIRM PROFILE

1. Company Name:

FED ID Number:

2. Company Address:

3. Contact Name, Email, and Phone:

4. Years in Business:

5. Number of Employees:

6. Company Management. Provide names and years with the Company.

7. Account Manager to be assigned:

7a. Years with Company:

7b. Provide a brief bio

8. Firms shall be in good standing with the State of Maryland. Is your firm registered with the State of

Maryland? Vendor Registration Number:

9. Describe the amount and types of customized Academic Diplomas your firm generates per year.

10. Is all work done in house?

11. Describe your security protocols in place for confidential student information.

12. Describe your firms experience with International ordering and fulfillment.

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APPENDIX A.2

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. These may be used for reference checks as well as evaluating experience. The University may use itself as a reference.

1. Company Name:

Contact Name:

Contact Email:

Contact Phone Number:

Description of Product and Services Provided:

2. Company Name:

Contact Name:

Contact Email:

3. Company Name:

Contact Name:

Contact Email:

UMGC RFP # 92325 – Academic Diploma Services – Page 22 of 58

APPENDIX A-3

ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA FORM

RFP NO.: 92325

TECHNICAL PROPOSAL DUE DATE: October 7, 2026 at 9:00 AM

RFP FOR: Academic Diploma Services

NAME OF OFFEROR: ________________________________________________

ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA

The undersigned, hereby acknowledges the receipt of the following addenda:

Addendum No. dated

As stated in the RFP documents, this form is included in our Technical Proposal.

Signature

Printed Name

Title

UMGC RFP # 92325 – Academic Diploma Services – Page 23 of 58

APPENDIX A-4

BID/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):

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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, forgery, falsification or destruction of records, or receiving stolen property;

(2) Been convicted of any criminal violation of a state or federal antitrust statute;

(3) Been convicted under the provisions of Title 18 of the United States Code for violation of the Racketeer Influenced and Corrupt Organizations Act, 18 U.S.C. §1961, et seq., or the Mail Fraud Act, 18 U.S.C. §1341 et seq., for acts arising out of the submission of bids or proposals for a public or private contract;

(4) Been convicted of a violation of the State Minority Business Enterprise Law, Section 14-308 of the State Finance and Procurement Article of the Annotated Code of Maryland;

(5) Been convicted of a violation of §11-205.1 of the State Finance and Procurement Article of the Annotated Code of Maryland;

(6) Been convicted of conspiracy to commit any act or omission that would constitute grounds for conviction or liability under any law or statute described in subsection (1), (2), (3), (4) or (5), above;

(7) Been found civilly liable under a state or federal antitrust statutes for acts or omissions in connection with the submission of bids or proposals for a public or private contract;

(8) Admitted in writing or under oath, during the course of an official investigation or other proceedings, acts or omissions that would constitute grounds for conviction or liability under any law or statute described above, except as follows (indicate reasons why the affirmations 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 the person(s) involved and their current positions and responsibilities with the business, and the status of any debarment):

E. AFFIRMATION REGARDING DEBARMENT

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 ever been suspended or debarred (including being issued a limited denial of participation) by any public entity, except as follows (list each debarment or suspension providing the dates of the suspension or debarment, the name of the public entity and the status of the proceedings, the name(s) of the person(s) involved and their current positions and responsibilities with the business, the grounds of the debarment or suspension, and the details of each person's involvement in any activity that formed the grounds of the debarment or suspension):

F. AFFIRMATION REGARDING DEBARMENT OF RELATED ENTITIES

I FURTHER AFFIRM THAT:

(1) The business was not established, and it does not operate in a manner designed to evade the application of or defeat the purpose of debarment pursuant to Sections 16-101, et seq., of the State Finance and Procurement Article of the Annotated Code of Maryland; and

(2) The business is not a successor, assignee, subsidiary, or affiliate of a suspended or debarred business, except as follows (you must indicate the reasons why the affirmations cannot be given without qualification):

G. SUBCONTRACT AFFIRMATION

I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the above business, has knowingly entered into a contract with a public body under which a person debarred or suspended under Title 16 of the State Finance and Procurement Article of the Annotated code of Maryland will provide, directly or indirectly, supplies, services, architectural services, leases of real property, or construction.

UMGC RFP # 92325 – Academic Diploma Services – Page 25 of 58

H. AFFIRMATION REGARDING COLLUSION

I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the above business, has:

(1) Agreed, conspired, connived, or colluded to produce a deceptive show of competition in the compilation of the accompanying bid or offer that is being submitted;

(2) In any manner, directly or indirectly, entered into any agreement of any kind to fix the bid price or price proposal of the bidder or Offeror or of any competitor, or otherwise taken any action in restraint of free competitive bidding in connection with the contract for…