Solicitation Name: Administration of Out-of-State Employer Services (Professional Employer Organization / Employer of Record)

Solicitation Number: BC-21475-B

REQUEST FOR PROPOSAL

FOR

ADMINISTRATION OF OUT-OF-STATE EMPLOYER SERVICES

(PROFESSIONAL EMPLOYER ORGANIZATION / EMPLOYER OF RECORD)

RFP NUMBER: BC-21475-B

ISSUED: February 10, 2026

TECHNICAL PROPOSAL DUE DATE: MARCH 13, 2026, at 2:00PM (EST)

Prospective bidders/offerors are encouraged to regularly visit the University’s Department of Procurement & Strategic Sourcing website, e-Maryland Marketplace Advantage (eMMA) to ensure receipt of any addenda and other updates related to this solicitation. The links to these resources are provided below:

• UMBC Bid Board - https://procurement.umbc.edu/bid-board/

• eMaryland Marketplace Advantage (eMMA) - https://emma.maryland.gov

ISSUING OFFICE

Department of Procurement & Strategic Sourcing

University of Maryland, Baltimore County Administration Building, 7th Floor

1000 Hilltop Circle Baltimore, MD 21250

MINORITY, WOMEN AND SMALL BUSINESSES ARE ENCOURGAGED TO

RESPOND TO THIS SOLICITATION

https://procurement.umbc.edu/bid-board/ https://emma.maryland.gov/

Key Information Sheet & Solicitation Schedule

Request for Proposals Title: Administration of Out-of-State Employer Services

Solicitation Number: BC-21475-B RFP Issue Date: February 10, 2026 Procurement Officer: Rosetta Butler, CMPA, CPPB Technical Proposal Due Date & Time:

(Not a Public Bid Opening)

March 13, 2026, at 2:00PM (EST)

Technical Proposals are to be sent to: Technic.oqnmt0voqb1qtwgw@u.box.com Price Proposals are to be sent to: Instructions will be provided to shortlisted firms Pre-Proposal Conference February 26, 2026, at 2:00 PM (EST) at this link or call

+1 202-860-2110, Password: HVn7VEGDN44 and Access code: 2861 024 0304

Questions Due Date & Time: March 2, 2026, at 2:00PM (EST) Submit Questions on company letterhead to:

Questio.jlabxo87te8pskmx@u.box.com

Oral Presentations Placeholder Date March 30, 2026 Minority Business Enterprise (MBE) Subcontracting Goal:

10%

Contract Type: Indefinite quantity with fixed unit prices Term of Contract: One (1) year-based term period with four (4) one-year renewal option period.

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should email the Issuing Office at rbutler2@umbc.edu at least five (5) days prior to any meeting scheduled in connection with this solicitation.

mailto:Technic.oqnmt0voqb1qtwgw@u.box.com https://www.google.com/url?q=https://umbc.webex.com/umbc/j.php?MTID%3Dm548fd3c1e5edc539bc00510b2d0cb1d9&sa=D&source=calendar&ust=1771173978951925&usg=AOvVaw08Oi3UcCnD0yUWa_b6jjAI mailto:Questio.jlabxo87te8pskmx@u.box.com mailto:rbutler2@umbc.edu

NOTICE TO BIDDER/OFFERORS

To help improve the quality of bid and proposal solicitations and to make our procurement process more responsive and "business friendly," we ask that you provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your bid, proposal or "no bid," response, as the case may be. Thank you for your assistance.

Project No. BC-21475-B Project Title: Administration of Out-of-State Employer Services (Professional Employer Organization / Employer of Record

If you have responded with a “no bid” please indicate the reasons below (check applicable boxes):

Other commitments preclude our participation at this time.

The subject of the solicitation is not something we normally provide.

We are inexperienced in the work/commodities required.

The specifications are either unclear or too restrictive (explain below).

The scope of work is beyond our current capacity.

Doing business with Maryland Government Agencies is simply too complicated (explain below).

We cannot be competitive (explain below).

Time allotted for completion of the bid/proposal response is insufficient.

Start-up time is insufficient.

Bonding/insurance requirements are prohibitive (explain below).

MBE requirements (explain below).

Bid/Proposal requirements (other than specifications or scope) are unreasonable or too risky (explain below)

Prior experience with University contracts were not profitable or otherwise unsatisfactory (explain below).

Payment schedule too slow.

Other:

Explanation:

If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the remarks section below:

Remarks:

Bidder/Offeror Name:

Contact Person:

Signature: Date:

Address:

Email: Phone:

TABLE OF CONTENTS

SECTION I. SPECIFICATIONS/SCOPE OF WORK .....………………...………………………………….. 7

A. BACKGROUND

B. SUMMARY STATEMENT

C. MINIMUM QUALIFICATIONS

D. SPECIFICATIONS/SCOPE OF WORK

SECTION II. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE ………………………………………………………………………………13

B. QUALIFYING PROPOSALS

C. TECHNICAL EVALUATION

D. FINANCIAL EVALUATION

E. DISCUSSIONS - BEST AND FINAL OFFERS

F. EVALUATION CRITERIA

G. FINAL RANKING AND SELECTION

H. DEBRIEFING

SECTION III. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

B. TRANSMITTAL LETTER

C. TECHNICAL PROPOSAL

D. TECHNICAL PROPOSAL CONTENTS

E. BID/PROPOSAL AFFIDAVIT

F. MBE UTILIZATION AFFIDAVIT

G. PERFORMANCE BOND

H. ADDENDA ACKNOWLEDGMENT FORM

I. CONFLICT OF INTEREST AFFIDAVIT & DISCLOSURE

J. PRIME CONTRACTOR LIST OF CONTRACTORS

SECTION IV. INFORMATION FOR OFFERORS

A. ISSUING OFFICE AND PROCUREMENT OFFICER

B. PRE-PROPOSAL CONFERENCE AND SITE VISIT

C. QUESTIONS AND INQUIRIES

D. INSURANCE

E. PROPOSAL DUE DATE

F. DURATION OF PROPOSAL OFFER

G. PROCUREMENT METHOD

H. BASIS FOR AWARD

I. ALTERNATE PROPOSALS

J. MINORITY BUSINESS ENTERPRISE UTILIZATION

K. LIQUIDATED DAMAGES PROVISION RELATED TO MBE GOAL

SECTION V. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

B. ADDENDA TO THE RFP

C. PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

E. DISCUSSIONS

F. ORAL PRESENTATIONS

G. INCURRED EXPENSES

H. ARREARAGES

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

J. ECONOMY OF PREPARATION

K. PUBLIC INFORMATION ACT NOTICE

L. EXECUTION OF PROPOSALS

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

N. ORDER OF PRECEDENCE

O. REQUIRED CONTRACT PROVISIONS

P. OFFEROR RESPONSIBILITIES

Q. FALSE STATEMENTS

R. PAYMENT TO THE CONTRACTOR; TAXES

S. PRESS RELEASES

T. RECIPROCAL PREFERENCE

U. NON-VISUAL ACCESS

V. INTERGOVERNMENTAL COOPERATIVE PURCHASING

W. PARKING

X. SMOKING

EXHIBITS

Exhibit A. PreBid/-Proposal Conference and Site Visit Response Form …….……………………………..……25 Exhibit B. Offeror Information Sheet ……………………………………………….………………….………...26 Exhibit C. Proposal Price Instructions & Sample Form …………………………….…………….……………...27

Exhibit D. MBE Affidavits and Forms …………………………………………….….…………………..…….29

• D-1A MBE Utilization and Fair Solicitation Affidavit & MBE Participation Schedule (must

• be submitted with Bid/Proposal)

• D-1B Waiver Guidance

• D-1C Good Faith Efforts Documentation to Support Waiver Request

• D-1D MBE Subcontractor Unavailability Certificate

• D-2 Outreach Efforts Compliance Statement

• D-3A MBE Subcontractor Project Participation Certification

• D-3B MBE Prime Project Participation Certification

• D-4A Prime Contractor Paid/Unpaid MBE Invoice Report

• D-4B MBE Prime Contractor Report

• D-5 Subcontractor Paid/Unpaid MBE Invoice Report

Exhibit E Proposal Affidavit ………………………………………………………...……………………….…...53 Exhibit F Firm Profile & Experience …………………………………………………...………………………...59 Exhibit G Reference Checks ……………………………………………………………...…………………… Exhibit H Key Personnel …………………………………………………………………...……………………...62 Exhibit I Financial Stability of Bidder/Offeror.……………………………………………...…………… Exhibit J Acknowledgement of Receipt of Addenda...………………………………………...…………………64 Exhibit K Conflict of Interest Affidavit & Disclosure Form...………………………………….………….……...65 Exhibit L UMBC Sample Contract …………………………………………………………….……………… Exhibit M Prime Contractor List of all Subcontractors ………………………………………………….…… Exhibit N Non-Disclosure Agreement ………………………………………………………………….………...78

SECTION I. SPECIFICATIONS/SCOPE OF WORK

A. BACKGROUND

Established in 1966, the University of Maryland, Baltimore County (UMBC) is one of twelve institutions that, along with two regional centers, constitute the University System of Maryland. UMBC is located on 482 acres with 4.2 million gross square feet and only 15 minutes from Baltimore’s Inner Harbor and 30 minutes from Washington, D.C.

and five minutes from BWI Airport.

The University of Maryland, Baltimore County (UMBC) is a dynamic public research university located in Baltimore County, Maryland, and is a member institution of the University System of Maryland. UMBC is recognized for its strong commitment to academic excellence, innovation, and inclusive excellence, serving a diverse student population across undergraduate, graduate, and professional programs.

B. SUMMARY STATEMENT

The University of Maryland, Baltimore County (UMBC), a constituent institution of the University System of Maryland and an agency of the State of Maryland (herein referred to as the "University" or "UMBC"), is seeking soliciting proposals from qualified Offerors and experienced Professional Employer Organization (PEO) and/or Employer of Record (EOR) providers to administer employment-related services for University employees working domestically outside the State of Maryland. The intent of this RFP is to establish a contract that provides centralized expertise, ensures compliance with applicable federal, state, and local laws as well as supports the University’s evolving remote and alternative work arrangements.

This is an as-needed contract. UMBC makes no guarantee as to the volume, frequency, or dollar value of services to be requested under any resulting contract This solicitation shall be conducted in accordance with the University System of Maryland (USM) Board Regents Procurement Policies and Procedures.

C. MINIMUM QUALIFICATIONS

1. The Offeror shall have at least five (5) years’ experience in providing PEO/EOR services to public sector or higher education clients, knowledge of multi-state employment compliance and ability to scale services based on fluctuating demand. Each reference shall include the organization’s name, a brief description of the services provided, the timeframe of the engagement, and contact information (including name, title, phone number, and email address) for the individual who can verify the services rendered.

2. The Offeror shall provide evidence of financial stability (e.g., audited financial statements or Dun & Bradstreet report) to ensure long-term viability.

3. The Offeror shall agree to comply with all applicable University System of Maryland and State of Maryland procurement policies, terms, and conditions.

4. UMBC reserves the right to verify all information provided, as well as to consult any other sources available including any person or persons associated with the references provided or the project cited as a reference.

UMBC also reserves the right to request additional references or contact any known firm associated with the Offeror, as well as itself even if not provided as a reference by the Offeror. References will be held in the strictest of confidence.

D. SCOPE OF WORK/SPECIFICATIONS

The Contractor shall provide consultation, implementation, administration, and compliance services associated with employing UMBC staff working outside the State of Maryland. Services shall include, but not be limited to, the following:

1. Responsibilities and Tasks

1.1. Contractor Responsibilities

1.1.1. The Contractor shall provide timely consultation to the University regarding out-of-state employment matters, including:

1.1.1.1. State-specific wage and hour requirements

1.1.1.2. Employer tax obligations and registrations

1.1.1.3. Workers’ compensation requirements

1.1.1.4. Statutory benefits (e.g., paid leave, disability, unemployment)

1.1.1.5. Payroll frequency and timing requirements

1.1.1.6. Discipline, termination, and separation requirements

1.1.1.7. Labor and employment law considerations

1.1.1.8. Collective bargaining implications, where applicable

1.1.1.9. Safety, risk, and workplace compliance considerations

Consultation must support pre-hire decision-making and provide clear cost and compliance implications for supervisors and HR partners. Please note that ongoing consultation with the states’ Central Payroll Bureau (CPB) may be necessary to ensure compliance.

1.1.2. Employer of Record / Co-Employment Services - Where required, the Contractor shall act as Employer of Record or co-employer and:

1.1.2.1. Maintain required state registrations and employer authorizations

1.1.2.2. Execute employment agreements compliant with local laws

1.1.2.3. Assume responsibility for statutory employer obligations

1.1.2.4. Coordinate onboarding and offboarding activities

1.1.3. Payroll Coordination – The Contractor shall coordinate payroll functions, including:

1.1.3.1. Gross-to-net payroll processing

1.1.3.2. Tax withholdings and remittances

1.1.3.3. Required employer contributions

1.1.3.4. Coordination with the University’s payroll office

1.1.3.5. Payroll calendars and pay cycle alignment

1.1.3.6. Issuance of required tax forms and reports

1.1.4. Labor and Employee Relations Support - The Contractor shall provide HR support services in partnership with the University, including:

1.1.4.1. Guidance on employee relations matters

1.1.4.2. Discipline and corrective action support

1.1.4.3. Grievance and compliance coordination

1.1.4.4. State-specific policy addenda and handbook supplements

1.1.4.5. Support for employees covered by collective bargaining agreements

Final authority for disciplinary decisions shall remain with the University unless otherwise required by law.

1.2. University Responsibilities

The University of Maryland, Baltimore County (UMBC) shall be responsible for providing reasonable cooperation and information necessary to support the Contractor’s performance of services under this Contract. University responsibilities shall include, at a minimum, the following:

1.2.1. Designating a primary University point of contact to coordinate services and communications.

1.2.2. Notifying the Contractor of changes to employee work locations that may impact compliance obligations.

1.2.3. Reviewing Contractor recommendations, reports, and compliance guidance in a timely manner.

1.2.4. Facilitating reasonable access to University personnel for purposes of information gathering, clarification, and coordination.

1.3. Project Management and Coordination

The Contractor shall provide effective project management and coordination to ensure timely, accurate, and compliant delivery of all services under this Contract. Project management activities shall support clear communication, accountability, and collaboration between the Contractor and the University.

1.3.1. The Contractor shall designate a qualified Project Manager who shall serve as the primary point of contact for UMBC.

1.3.2. The Project Manager shall have authority to coordinate resources, manage tasks, and address issues related to contract performance.

1.3.3. Any change in the designated Project Manager shall require prior written notice to UMBC.

1.3.4. The Contractor shall coordinate regularly with UMBC’s designated point(s) of contact to:

1.3.4.1. Review current out-of-state employment activities

1.3.4.2. Discuss compliance status and upcoming requirements

1.3.4.3. Address questions, risks, or issues

1.3.5. The Contractor shall promptly identify and communicate any issues, risks, or compliance concerns that may impact UMBC.

1.4. Staffing and Key Personnel

The Contractor shall promptly identify and communicate any issues, risks, or compliance concerns that may impact UMBC.

1.4.1. The Contractor shall identify all key personnel proposed to support the Contract and provide a brief description of their roles and responsibilities. At a minimum, the Contractor shall identify the following positions and submit a current resume for each.

1.4.1.1. Project Manager

1.4.1.2. Compliance Lead or Subject Matter Expert(s)

2. Deliverables

Deliverable Frequency Implementation Plan One-time State-Specific Compliance Matrix Initial + updates Payroll & Tax Reports Per pay cycle Quarterly Compliance Briefings Quarterly Employee Census & Status Reports Quarterly Incident & Risk Notifications As needed Annual Service Review Annually

Reports must be available electronically and in formats usable by the University.

3. Technology, Data Security, and Confidentiality

Provide secure technology platforms to support service delivery. All systems and data handling must comply with UMBC, USM, and State of Maryland information security and confidentiality requirements. The Contractor shall provide secure technology platforms to support service delivery, including:

3.1. Secure employer and employee portals

3.2. Data exchange capabilities

3.3. Role-based access controls

3.4. Multi-factor authentication

3.5. Compliance with applicable data protection standards

All technology must align with University IT and data security requirements.

4. Vendor Requirements

4.1. Service Coverage – Vendor(s) must:

4.1.1. Identify all U.S. states and territories where they are authorized to provide services

4.1.2. Provide documentation of Employer of Record authority where applicable

4.1.3. Identify any Vendor Partners used and their role

4.2. Vendor Partner Transparency – If Vendor Partners are used, the vendor must disclose:

4.2.1. Partner identity and service scope

4.2.2. How partners are disclosed to the University

4.2.3. Whether partners appear in service agreements

5. Documentation

The Contractor shall prepare, maintain, and provide complete, accurate, and up-to-date documentation to support all consultation, implementation, administration, and compliance services associated with employing University of Maryland, Baltimore County (UMBC) staff working outside the State of Maryland. At a minimum, documentation shall include the following:

5.1. Employee Work Location & Jurisdiction Records

5.1.1. Documentation identifying each out-of-state employee, including:

5.1.1.1. Documentation identifying each out-of-state employee, including:

5.1.1.1.1. Primary work location(s)

5.1.1.1.2. Applicable state and local jurisdictions

5.1.1.1.3. Effective dates of out-of-state work arrangements

5.1.2. Confirmation of jurisdiction-specific employment requirements applicable to each location.

5.2. Registration & Compliance Documentation

5.2.1. Evidence of employer registrations, filings, and approvals required in each applicable state and local jurisdiction, including but not limited to:

5.2.1.1. State and local tax registrations

5.2.1.2. Unemployment insurance registrations

5.2.1.3. Workers’ compensation registrations

5.2.1.4. Any other jurisdiction-specific employment registrations

5.2.2. Copies of confirmations, approvals, or filings submitted on UMBC’s behalf.

5.3. Tax Withholding & Payroll Compliance Records

5.3.1. Documentation supporting:

5.3.1.1. State and local tax withholding requirements

5.3.1.2. Employer tax obligations

5.3.1.3. Remittance schedules and filing deadlines

5.3.2. Summary reports confirming compliance with applicable payroll and tax requirements (UMBC is not delegating payroll authority unless expressly stated).

5.4. Labor & Employment Law Compliance Guidance

5.4.1. Written guidance outlining applicable state and local labor and employment laws, including:

5.4.1.1. Wage and hour requirements

5.4.1.2. Leave laws

5.4.1.3. Employment notices and postings

5.4.1.4. Any other jurisdiction-specific mandates

5.4.2. Documentation of compliance recommendations provided to UMBC.

5.5. Data Security & Record Retention

5.5.1. Documentation describing data security measures used to protect UMBC and employee information.

5.5.2. Record retention schedules confirming compliance with applicable federal, state, and University record-keeping requirements.

5.5.3. Certification that UMBC data remains the property of the University.

5.6. Transition & Close-Out

5.6.1. Upon contract expiration or termination, complete transfer of all UMBC-related documentation, records, and compliance files in a mutually agreed-upon format.

5.6.2. Written certification that all required filings and obligations have been completed through the effective termination date.

5.7. Record Retention Period

5.7.1. All records related to consultation, implementation, administration, and compliance services for out-of-state employment shall be retained for a minimum of seven (7) years following the later of:

5.7.1.1. Contract expiration or termination, or

5.7.1.2. The resolution of any audit, investigation, claim, or litigation involving such records.

5.7.2. Records subject to ongoing audits, disputes, or legal holds shall be retained until final resolution, regardless of the standard retention period.

6. Reporting Requirements

At a minimum, the Contractor shall provide:

6.1. Standard Reports (Quarterly)

6.1.1. Active employees by state

6.1.2. Payroll summary by jurisdiction

6.1.3. Compliance status and outstanding actions

6.1.4. Statutory benefit tracking

6.1.5. Issues, risks, and mitigation activities

6.2. Compliance Updates

6.2.1. Quarterly legislative and regulatory updates

6.2.2. Immediate notification of high-risk compliance changes

6.3. Ad-Hoc Reporting

6.3.1. Cost projections by state

6.3.2. Pre-hire compliance assessments

6.3.3. Audit support documentation

7. Compliance and Regulatory Requirements

7.1. Monitor and ensure compliance with all applicable federal, state, and local employment, payroll, and tax laws. Notify the University promptly of material regulatory changes and high-risk compliance issues. The Contractor shall ensure ongoing compliance with all applicable laws and regulations, including:

7.1.1. Employment and labor laws

7.1.2. Payroll and tax regulations

7.1.3. Benefits mandates

7.1.4. Required postings, notices, and filings

The vendor shall proactively monitor regulatory changes and notify the University of material compliance risks.

8. Ownership

All records and data related to UMBC, its employees, or this Contract are and shall remain the property of the University.

9. Destruction of Records

9.1. At the conclusion of the applicable retention period, records may be destroyed only in accordance with

UMBC-approved record disposition practices.

9.2. Destruction of records shall be secure and documented.

9.3. Upon request, the Contractor shall provide written certification of record destruction.

SECTION II. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

All technical proposals received by the closing deadline will be evaluated by a committee appointed by the Procurement Officer. The committee may request additional technical assistance from any source within the University System of Maryland, state government, or other sources deemed appropriate. Technical and price proposals will be evaluated independently.

B. QUALIFYING PROPOSALS

Proposals shall be initially reviewed for compliance with the solicitation requirements. Failure to comply with solicitation requirements may result in a proposal being classified as not reasonably susceptible of being selected for award. Minor irregularities in proposals that are immaterial or inconsequential in nature may be cured or waived whenever it is determined to be in the University's best interest.

C. TECHNICAL EVALUATION

1. After determining compliance with the RFP’s minimum requirements, the evaluation committee will assess and rank technical merit of each proposal in accordance with the criteria below.

2. At the discretion of the Procurement Officer following recommendations by the evaluation committee, a shortlist of qualified proposals may be established during the technical evaluation. Only shortlisted offerors would continue in the evaluation process; offerors not short-listed shall be so advised.

D. FINANCIAL EVALUATION

Price proposals will be evaluated separately from Technical Proposals. Do not submit price information in the technical proposal. Price Proposals will be requested after a shortlist has been established.

E. DISCUSSIONS - BEST AND FINAL OFFERS

1. The Procurement Officer may invite one or more qualified offerors for oral presentations of their proposals. Discussions or negotiations may be conducted with qualified offerors. With or without discussions, UMBC may determine whether the Offeror to be not responsible or the Offeror’s Proposal to be not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of Proposals and prior to Contract award.

2. When in the best interest of the University, the Procurement Officer may request that qualified offerors revise their initial proposals by submitting best and final offers.

F. EVALUATION CRITERIA

1. The evaluation criteria are listed below in descending order of importance:

a. Understanding of Scope and Approach

b. Experience and Qualifications

c. Compliance and Risk Management

d. Staffing and Customer Support Model

e. Technology, Data Security, and Reporting

f. Implementation and Transition Plan

g. Cost Proposal

G. FINAL RANKING AND SELECTION

Following evaluation of the technical and price proposals, the evaluation committee will recommend to the Procurement Officer award to the responsible offeror whose proposal is determined to be the most advantageous to the University.

H. DEBRIEFING

Unsuccessful offerors may request a debriefing. If the offeror chooses to do so, the request shall be submitted in writing to the Procurement Officer within ten days after the offeror knows or should have known its proposal was unsuccessful. Debriefings shall be limited to discussion of the specific offeror's proposal only and shall not include a discussion of a competing offeror's proposal. Debriefings shall be conducted at the earliest feasible time.

SECTION III. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

1. The technical proposal shall be submitted electronically not later than the date and time indicated on the Key Information Summary Sheet.

2. All other correspondence should be directed to the appropriate procurement representative per the instructions contained in this document. The solicitation name and number shall appear in subject line of email along with your company name.

3. Any attachment, or cumulative attachments, at or exceeding 150MB in size will not be accepted by the University email system. Zip files will also not be accepted by the University. Bidders are permitted to separate attachments into multiple, but shall be clearly labeled.

4. If product literature and other publications are needed to supplement offeror’s response, include a reference to the document name and page in text, and insert the product literature, etc. following the last section of the response.

B. EXECUTIVE SUMMARY/TRANSMITTAL LETTER

Each technical proposal shall be covered by an executive summary/transmittal letter, prepared on the offeror’s business stationery, signed by an individual who is authorized to bind the firm to all statements, proposed services, and prices offered. Do not include price information in the transmittal letter.

C. TECHNICAL PROPOSAL

1. Ensure that it is page-numbered and prepared in a clear and concise manner that addresses each part of the RFP. Do not include price information in the technical proposal.

2. Organize the technical proposal in the same sequence as Section I of this RFP, and address each separate item herein, confirming compliance and describing in detail how offeror proposes to meet or exceed each requirement.

D. TECHNICAL PROPOSAL CONTENTS

1. Executive Summary/Transmittal Letter. A brief synopsis that demonstrates offeror’s understanding of the University’s requirements and highlighting offeror’s proposed solution/approach to the project, tax identification number and a statement attesting to all terms and conditions or contract terms that Offeror is taking exception to.

Executive Summary shall also include a statement identifying those portions of the technical proposal considered confidential, or containing proprietary information or trade secrets as detailed in Section V.K.

2. Technical Proposal. Narrative discussing all objectives and requirements as outlined in Section I of this RFP. Organize the technical response in the same sequence as Section I of this RFP, and address each separate item herein, confirming compliance and describing in detail how offeror proposes to meet or exceed each requirement.

3. Key Personnel. Using Exhibit H, provide the names of key offeror personnel proposed for the University’s project, if awarded, emphasizing specific experience on contracts similar in scope and volume to the requirements of this RFP. Note: offeror shall submit forms only for personnel reasonably expected to be committed to the University for the duration of the project.

Include, a minimum, information on the Key Personnel assigned to the University’s contract.

Provide lists names and titles of team members who will be assigned to this Project including assigned project roles and tasks.

In addition to Key Personnel Forms, resumes shall also be submitted for all individuals identified in list.

Clearly define the division of responsibility among members of Offeror’s team.

4. Company Profile. Complete the Company Profile form included with this RFP (Exhibit F), noting the website to be consulted for additional company information.

5. Subcontractors. List each subcontractor proposed for the University’s contract, with a complete description of its role and involvement. Duplicate the "Company Profile" form as necessary for this response.

6. Offeror Experience on Similar or Relevant Projects. Complete the Firm Experience Form (Exhibit G), providing not less than three comparable projects previously undertaken by offeror. Identify the similarities and differences between projects recently completed and the proposed project.

Documented success with strategic planning, higher education, research enterprise planning, and organizational and programmatic restricting to advance work culture including diversity, equity and inclusion is preferred.

The University reserves the right to make such investigations, as it deems necessary to confirm the responsibility of offeror. In the absence of information clearly indicating that the offeror is responsible, the Procurement Officer shall decide of non-responsibility.

7. Additional Documentation. Furnish any additional documents that may become part of the final agreement (e.g., Software License Agreements, General Terms & Conditions, etc.).

8. References. Furnish reference data for not less than three (3) comparable projects currently underway or completed, including the name and telephone number of the project manager and/or procurement officer for each. The University reserves the right to make such investigations as it deems necessary to confirm the responsibility of offeror.

9. The University reserves the right to request offeror to furnish its most recent annual financial statements or other financial report to confirm financial capacity and stability.

E. BID/PROPOSAL AFFIDAVIT

Complete the Bid/Proposal Affidavit (Exhibit E) and submit with the technical proposal.

F. MBE UTILIZATION AFFIDAVIT

The MBE Utilization Affidavit is included in this solicitation as Exhibit D. In addition to completing the MBE Utilization Affidavit, offerors are encouraged to: 1) Identify potential MBE(s), the scope of services to be performed by the MBE(s), and the percentage(s) of the total contract price to be paid for said scope of work; and 2) Include evidence of MBE certification for each MBE prime or MBE subcontractor are required of the successful offeror.

G. PERFORMANCE BOND

The successful offeror shall be required to submit a performance bond for the full amount of the first year’s contact value and renew the bond at the beginning of each contract year. The bond shall be in the form included as Exhibit O; information regarding other forms of security allowed under the USM Procurement Policies and Procedures will be provided upon request to the Procurement Officer.

H. ADDENDA ACKNOWLEDGMENT FORM

Should one or more addenda be issued to this RFP, offerors shall acknowledge receipt of each on the Addenda Acknowledgment Form (Exhibit J). Identify each addendum by number and date, sign the form.

I. CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

Complete the Conflict of Interest Affidavit and Disclosure (Exhibit K) and enclose with the technical proposal

J. PRIME CONTRACTOR LIST OF CONTRACTORS

Complete (Exhibit M) and enclose with the technical proposal.

SECTION IV. INFORMATION FOR OFFERORS

A. ISSUING OFFICE AND PROCUREMENT OFFICER

The sole point of contact for purposes of this RFP is the Procurement Officer or his/her representative (hereinafter referred to as Procurement Officer) noted on the Key Information Summary Sheet.

Only the information communicated by the Procurement Officer shall be deemed the official position of the University; no other State or University employee, official, or representative has authority to change the requirements of this solicitation. Attempts by offeror to contact members of the evaluation committee or otherwise circumvent this procedure in any manner may be grounds for disqualification.

B. MANDATORY PRE-PROPOSAL CONFERENCE AND SITE VISIT

A pre-proposal conference will be held as noted on the Key Information Summary Sheet. Offerors shall submit questions in writing to the Procurement Officer prior to the pre-proposal conference amd site visit. Attendance of both the pre-proposal conference and site visit are required for proposal acceptance.

To ensure adequate seating, all potential offerors should confirm attendance by returning the Pre-Proposal Conference Response and Site Visit Response Form (Exhibit A), not less than 48 hours in advance of the conference.

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should contact the Issuing Office at rbutler2@umbc.edu five (5) days prior to any meeting scheduled in connection with this solicitation.

C. QUESTIONS AND INQUIRIES

Offerors shall direct all communications regarding this solicitation to the Procurement Officer. Submit questions to the Procurement Officer, in writing (email preferred) not later than the date indicated on the Key Information Summary Sheet. Addenda, if required, will be furnished to all potential offerors known to have received the RFP.

D. INSURANCE

1. The Offeror shall secure, pay the premiums for, and keep in force until the expirations of the contract, and any renewal thereof, adequate insurance as provided below, such insurance to specifically include liability assumed by the Bidder under the contract. Upon award, the successful Bidder shall furnish certificates of insurance.

a. Commercial General Liability Insurance including all extensions; $2,000,000 each occurrence; $2,000,000 personal injury; $2,000,000 products/completed operations; and $2,000,000 general aggregate.

b. Workmen’s Compensation Insurance and Unemployment Insurance as required by the laws of the State of Maryland.

c. If automotive equipment is used in the operation, automobile liability insurance of $1,000,000 combined single limit, each accident.

d. If food products are used in the operation, food products liability insurance, if not included in the Comprehensive, with limits of not less than $1,000,000 for each person and $2,000,000 for each accident.

2. Each policy for liability protection, bodily injury or property damage shall specifically name, on its face, University of Maryland, Baltimore County, as an additional named insured as respects operations under the contract and premises occupied by the Contractor provided, however, with respect to the Contractor’s liability for bodily injury or property damage under items 1.a.-1.e. above, such insurance shall cover and not exclude Contractor’s liability for injury to the property of the University and to the persons or property of employees, students, faculty members, agents, officers, regents, invitees or guests of the University.

3. Each insurance policy shall contain the following endorsements: “It is understood and agreed that the Insurance Company shall notify in writing procurement officer forty-five (45) days in advance of the effective date of any reduction in or cancellation of this policy.” A certificate of each policy of insurance shall be furnished to the procurement officer. With the exception of Workmen’s Compensation, upon the request of the procurement officer, a certified true copy of each policy of insurance, including the above endorsement, manually countersigned by an authorized representative of the insurance company, shall be furnished to the procurement officer. A certificate of insurance for Workmen’s Compensation together with a properly executed endorsement for cancellation notice shall also be furnished. Following the notice of contract award, the requested certificates and policies shall be delivered as directed by the procurement officer. Notices of policy changes shall be furnished to the procurement officer.

4. All required insurance coverages shall be acquired from insurers authorized to do business in the State of Maryland and acceptable to the University. The insurers shall have a policyholders’ rating of “A- ” or better, and a financial size of “Class VII” or better in the latest edition of Best’s Insurance Reports.

E. PROPOSAL DUE DATE

Proposals shall be received at the Issuing Office by the date and time indicated in the Key Information Summary Sheet. Requests for extensions will not be granted, nor will late proposals, late requests for modification, or late requests for withdrawal be considered.

Unless specifically requested, proposals submitted by fax will not be accepted.

F. DURATION OF PROPOSAL OFFER

Proposals submitted in response to this RFP are irrevocable for 120 days following the closing date for proposals or, if requested, the due date for best and final offers (BAFO). This period may be extended by mutual written agreement between the offeror and the University.

G. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with the University System of Maryland (USM) Board of Regents Procurement Policies and Procedures. The procurement method is Competitive Sealed Proposals.

H. BASIS FOR AWARD

1. The University may classify a proposal as "not reasonably susceptible of being selected for award" if it is incomplete or does not meet minimum requirements. The University may also determine that an offeror is non-responsible, i.e., does not have the capacity in all respects to perform the work required. Should a proposal be judged not reasonably susceptible of being selected for award, or an offeror found not responsible, the proposal will not be considered further; offeror will be notified accordingly.

2. Proposals will be evaluated by an evaluation committee. The committee will recommend award to the responsible offeror whose proposal is determined to be the most advantageous to the University, considering both technical factors and price.

3. Award pursuant to this solicitation is final only upon approval by the appropriate office of the University and/or the State of Maryland, and contract execution on behalf of the University.

I. ALTERNATE PROPOSALS

Neither multiple nor alternate proposals will be accepted.

J. MINORITY BUSINESS ENTERPRISE UTILIZATION

1. An MBE subcontract participation goal of 10% percent of the total contract dollar amount has been established for this procurement. By submitting a response to this solicitation, the bidder or offeror agrees that this percentage of the total dollar amount of the contract will be performed by certified minority business enterprises.

2. By submitting a response to this solicitation, the bidder or offeror agrees that these percentages of the total dollar amounts of the contract will be performed by certified minority business enterprises as specified.

• A prime contractor — including an MBE prime contractor — shall accomplish an amount of work not less than the MBE subcontract goal with certified MBE subcontractors.

• A prime contractor comprising a joint venture that includes MBE partner(s) shall accomplish the MBE subcontract goal with certified MBE subcontractors.

3. If this solicitation includes an MBE Goal, the Contractor shall:

• Submit a report to the MBE Liaison officer once per quarter identifying all non-MBE subcontractor payments, MBE subcontractor payments, and all outstanding invoices for subcontractors. This shall include Contractor’s self-performing work if such work can be counted towards MBE participation goals.

• Maintain such records as are necessary to confirm compliance with its MBE participation obligations. These records must indicate the identity of certified minority and non-minority subcontractors employed on the Contract, type of work performed by each, and actual dollar value of work performed. Subcontract agreements documenting the work performed by all MBE participants must be retained by the Contractor and furnished to the Procurement Officer on request.

4. A current directory of certified MBEs is available through the Maryland State Department of Transportation (MDOT), Office of Minority Business Enterprise. The directory is also available on the MDOT website at http://mbe.mdot.maryland.gov/directory/. Only MDOT-Certified MBEs may be used to meet the MBE subcontracting goals.

5. All documents completed and submitted by the Offeror in connection with its certified MBE participation commitment shall be considered a part of the Contract and are hereby expressly incorporated into the Contract by reference thereto.

6. When a certified MBE firm participates as a prime contractor on a Contract, a procurement agency may count the distinct, clearly-defined portion of the work of the Contract that the certified MBE firm performs with its own workforce toward fulfilling up to, but no more than, fifty-percent (50%) of the overall MBE participation goal.

K. LIQUIDATED DAMAGES PROVISION RELATED TO MBE GOAL

This contract requires the Contractor to make good faith efforts to comply with the Minority Business Enterprise (“MBE”) Program and contract provisions. The University and the Contractor acknowledge and agree that the University will incur damages, including but not limited to, loss of goodwill, detrimental impact on economic development and diversion of internal staff resources if the Contractor does not make good faith efforts to comply with the requirements of the MBE Program and MBE contract provisions. The parties further acknowledge and agree that the damages the University might reasonably anticipate to accrue as a result of such lack of compliance are difficult to ascertain with precision.

Therefore, upon a determination by the University that the Contractor failed to make good faith efforts to comply with one or more of the specified MBE Program requirements or contract provisions, the Contractor agrees to pay liquidated damages to the University at the rates set forth below. The Contractor expressly agrees that the University may withhold payment on any invoices as a set-off against liquidated damages owed. The Contractor further agrees that for each specified violation, the agreed upon liquidated damages are reasonably proximate to the loss the University is anticipated to incur as a result of such violation.

1. Failure to submit each monthly payment report in full compliance with COMAR 21.11.03.13B (3):

$24.93 per day until the monthly report is submitted as required.

2. Failure to include in its agreements with MBE subcontractors a provision requiring submission of payment reports in full compliance with COMAR 21.11.03.13B (4): $ 87.24 per MBE subcontractor.

3. Failure to comply with COMAR 21.11.03.12 in terminating, canceling, or changing the scope of work/value of a contract with an MBE subcontractor and/or amendment of the MBE participation schedule: the difference between the dollar value of the MBE participation commitment on the MBE participation schedule for that specific MBE firm and the dollar value of the work performed by that MBE firm for the contract.

4. Failure to meet the Contractor’s total MBE participation goal and sub-goal commitments: the difference between the dollar value of the total MBE participation commitment on the MBE participation schedule and the MBE participation actually achieved.

Notwithstanding the use of liquidated damages, the University reserves the right to terminate the contract and exercise all other rights and remedies provided in the contract or by law.

SECTION V. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

The purpose of this solicitation is to provide information to offerors interested in preparing and submitting proposals to meet the requirements contained herein. Offerors shall familiarize themselves with each section and subsection of this document.

B. ADDENDA TO THE RFP

The University reserves the right to amend this solicitation at any time prior to the proposal due date. If it becomes necessary to amend any part of this solicitation, the Procurement Officer will furnish addenda to all prospective offerors known to the University to have received a copy of the RFP.

Each Offeror shall acknowledge the receipt of all addenda issued by completing Exhibit J, Acknowledgement of Receipt of Addenda, and enclosing it with the technical proposal.

C. PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS

Proposals may be modified or withdrawn by written notice received at the Issuing Office at any time before the proposal due date and time.

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

The University reserves the right to cancel this solicitation, to accept or reject any or all proposals, in whole or in part, received in response to this solicitation, and to waive or permit cure of minor irregularities as its best interests may require.

E. DISCUSSIONS

The University reserves the right to conduct discussions with all qualified or potentially qualified offerors, in any matter necessary to serve its best interests. The University also reserves the right to award a contract based upon written proposals received, without discussions or negotiations.

F. ORAL PRESENTATIONS

Offerors may be required to make oral presentations to University representatives. The Procurement Office will provide notice of the time and place for presentations.

G. INCURRED EXPENSES

The University assumes no responsibility for expenses incurred by offeror in preparing and submitting a proposal, making an oral presentation, or participating in discussions or any other activity in response to this

RFP.

H. ARREARAGES

By submitting a response to this RFP, offeror represents that it is not in arrears in the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract if selected for award.

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

Each prospective offeror is encouraged to ensure that it is appropriately registered to do business in the State of Maryland, and in good standing with respect to taxes, personal property returns, unemployment insurance, etc., before the closing date.

Failure to complete registration with the State Department of Assessments and Taxation (SDAT) may disqualify an otherwise successful offeror from recommendation for contract award.

J. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straight-forward, concise description of the offeror's ability to fulfill the requirements of this solicitation.

K. PUBLIC INFORMATION ACT NOTICE

Offeror shall give specific attention to identification of those portions of its proposal considered confidential, or containing proprietary information or trade secrets. Upon request, offeror shall provide justification why such material should not be disclosed by the University under the Public Information Act, Title 4, Subtitle 3 of the General Provisions Article, Annotated Code of Maryland.

L. EXECUTION OF PROPOSALS

Proposals shall be typewritten or written legibly in ink, and signed in ink as follows, depending on the offeror's form of business organization:

1. Sole Proprietorship. Proprietor shall sign full name, with address.

2. Partnership and Joint Venture. Submit the proposal in the name of the partnership or joint venture.

Clearly state the partnership name and the identity of each general partner, and execute all affidavits and certificates on behalf of the partnership, or on behalf of each general partner. No provision of any agreement among partners will be binding on the University unless it is disclosed in the offeror’s proposal. Reasonable evidence satisfactory to the University of the authority of one partner to bind other purported partners is required. It is recommended that the proposal contain a copy of the partnership agreement, if one exists. If no partnership agreement exists, and if the number of general partners is reasonably small, each general partner should execute all required documents included in the proposal. At the University's option, all general partners may be required to sign the proposal.

Failure to present the University with satisfactory information concerning a purported partnership or joint venture may be grounds for finding a proposal unacceptable.

3. Corporation. An officer or authorized agent of the corporation shall sign with full name, indicate title, and include the name and address of the corporation. In the case of an authorized agent, enclose a letter from an officer of the corporation authorizing said individual to act on behalf of the corporation.

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

Should offeror find discrepancies in the specifications or other provisions included in this solicitation, or be in doubt as to the meaning or intent of any section or subsection herein, offeror shall request…