RFP_PHPA_3316_MWOCN_Planning_Services_-_REPOST_04232025_.pdf

EXHIBIT A

REQUEST FOR PROPOSALS (RFP)

PROCUREMENT ID NUMBER –PHPA 3316/ BPM050881

Issue Date: April 23, 2025

Sexual Violence Prevention Conference Planning Services

NOTICE

A Prospective Offeror that has received this document from the Maryland Department of Health’s website or https://procurement.maryland.gov , or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFP, should immediately contact the Procurement Officer and provide the

Prospective Offeror’s name and mailing address so that addenda to the RFP or other communications can be sent to the Prospective Offeror.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

Small Business Reserve Are Encouraged to Respond to this Solicitation

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL

PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07

https://procurement.maryland.gov/

08/31/2022

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH

RFP KEY INFORMATION SUMMARY SHEET

Request for Proposals: Sexual Violence Prevention Conference Planning Services

Solicitation Number: PHPA-3316/ BPM050881

RFP Issue Date: April 23, 2025

RFP Issuing Office: Maryland Department of Health Prevention and Health

Promotion Administration (PHPA)

Rape and Sexual Assault Prevention Program

201 W Preston St, Baltimore, MD 21201

Procurement Officer: Li’Chelle Lindsey

Maryland Department of Health Prevention and Health

Promotion Administration (PHPA)

201 W Preston St, Baltimore, MD 21201

410-767-5621

LiChelle.Lindsey@maryland.gov

Contract Monitor: Jada Ledbetter

PHPA Center for Injury and Violence Prevention

201 W Preston St, Baltimore, MD 21201

Proposals are to be submitted to: eMaryland Marketplace Advantage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fho mepage - Additional information can be found in the Frequently Asked Questions and Quick

Reference Guides. Any questions please contact the eMMA Help Desk at eMMA.helpdesk@maryland.gov.

Questions Due Date: April 30, 2025 2:00 pm Local Time EST

Closing Date and Time: May 07, 2025 2:00 pm Local Time EST https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://mdprocurement.freshdesk.com/support/home https://mdprocurement.freshdesk.com/support/home https://mdprocurement.freshdesk.com/support/home

07/24/2024

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.1.1 The Maryland Department of Health (MDH or the Department), Rape and Sexual Assault Prevention

Program is issuing this Request for Proposals (RFP) to secure conference planning services for the Maryland Women of Color Network’s annual Sexual Violence Conference in November 2025 for up to 200 attendees which includes professionals, students, and community leaders.

1.1.2 It is the State’s intention to obtain services, as specified in this RFP, from a Contract between the selected

Offeror and the State. The anticipated duration of services to be provided under this Contract is May 15, 2025 -

January 31, 2026.

1.1.3 The Department intends to make a single award for this contract as a result of this RFP.

1.1.4 Offerors, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for

Contract performance regardless of subcontractor participation in the work.

1.2 Contract Type

The Contract resulting from this solicitation shall be a firm fixed price as defined in COMAR 21.06.03.02.

1.3 Procurement Method

This solicitation shall be made in accordance with the small procurement regulations described in COMAR 21.05.07.

1.4 Procurement Officer

The sole point of contact in the State for purposes of this solicitation prior to the award of any Contract is the

Procurement Officer at the address listed below:

Li’Chelle Lindsey

Maryland Department of Health

Prevention and Health Promotion Administration (PHPA)

201 W Preston St, Baltimore, MD 21201

410-767-5621

LiChelle.Lindsey@maryland.gov

The Department may change the Contract Officer at any time by written notice.

1.5 Contract Monitor

The Contract Monitor is:

Jada Ledbetter

Maryland Department of Health

PHPA Center for Injury and Violence Prevention

Rape and Sexual Assault Prevention Program

201 W Preston St

Baltimore, MD 21201

The Department may change the Contract Monitor at any time by written notice.

1.6 eMaryland Marketplace Advantage

Each Offeror is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the

Transmittal Letter (cover letter) submitted at the time of its Proposal submission to this RFP.

eMMA is an electronic commerce system administered by the Maryland Department of General Services. The RFP and associated materials, the solicitation and summary of the Pre-Proposal Conference, Offeror questions and the

Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMMA.

In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to https://procurement.maryland.gov/, click on “Register” to begin the process, and then follow the prompts.

1.7 Questions

Written questions from prospective Offerors will be accepted by the Procurement Officer. Questions to the

Procurement Officer shall be submitted via e-mail to the following e-mail address: LiChelle.Lindsey@maryland.gov.

Please identify in the subject line the Solicitation Number and Title.

Questions are requested to be submitted by the date indicated on the Key Information Summary Sheet. The

Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Proposal due date.

1.8 Pre-Proposal Conference

There will not be a Pre-Proposal Conference for this RFP.

1.9 Proposals Due (Closing) Date and Time

Proposals, in the number and form set forth in Section 4.2 “Proposals' ' must be received in eMMA no later than May

07, 2025 by 2:00PM EST Local Time indicated on the Key Information Summary Sheet In order to be considered.

Requests for extension of this time or date will not be granted. Proposals received after the due date and time listed in this section will not be considered. Questions regarding this solicitation should be directed (By email only, no phone calls will be accepted) to the PROCUREMENT OFFICER.

https://procurement.maryland.gov/

Proposals may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in this section for receipt of Proposals. Multiple and/or alternate Proposals will not be accepted.

Proposals may not be submitted by email, mail, hand delivery or facsimile.

1.10 Award Basis

The Contract shall be awarded to the responsible Offeror submitting the Proposal that has been determined to be the most advantageous to the State, considering price and evaluation factors set forth in this RFP, for providing the goods and services as specified in this RFP. See RFP Section 5 for further award information.

1.11 Revisions to the RFP

If it becomes necessary to revise this RFP before the due date for Proposals, the Department shall endeavor to provide addenda to all prospective Offerors that were sent this RFP or which are otherwise known by the Procurement Officer to have obtained this RFP. In addition, addenda to the RFP will be posted on eMMA. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals.

Addenda made after the due date for Proposals will be sent only to those Offerors that submitted a timely Proposal and that remain under award consideration as of the issuance date of the addenda.

Acknowledgment of the receipt of all addenda to this RFP issued before the Proposal due date shall be included in the

Transmittal Letter accompanying the Offeror’s Technical Proposal. Acknowledgement of the receipt of addenda to the RFP issued after the Proposal due date shall be in the manner specified in the addendum notice. Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with the terms, additions, deletions, or corrections set forth in the addendum.

1.12 Cancellations

The State reserves the right to cancel this RFP, accept or reject any and all Proposals, in whole or in part, received in response to this RFP, waive or permit the cure of minor irregularities, and conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of the State. The State reserves the right, in its sole discretion, to award a Contract based upon the written Proposals received without discussions or negotiations. In the event a government entity proposes and receives the recommendation for award, the procurement may be canceled and the award processed in accordance with COMAR 21.01.03.01.A(4). If the services that are the subject of the RFP are currently being provided under an interagency agreement with a public institution of higher education and the State determines that the services can be provided more cost effectively by the public institution of higher education, then the RFP may be canceled in accordance with Md. Code Ann., State Finance and Procurement

Art., § 3- 207(b)(2).

SECTION 2 – MINIMUM QUALIFICATIONS

2.1 Offeror Minimum Qualifications

The Offeror must provide proof with its Proposal that the following Minimum Qualifications have been met:

2.1.1 The Offeror shall list working knowledgeable experience of outlined deliverables. As proof of meeting this requirement, the Offeror shall provide with its proposal experience planning at least three (3) professional development events, including at least one in-person event with 100+ attendees. The Offeror shall provide the contact information for professional references to attest for the Offeror’s ability to plan and execute each of the events identified.

REQUIRED DOCUMENTATION: Minimum Qualification Eligibility Form Attachment D.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

The State is issuing this solicitation for the purpose of providing a professional development opportunity for sexual violence prevention. The annual statewide conference, hosted by the Maryland Women of Color Network (MWOCN), is a networking and training event for rape crisis centers, government agencies, faith-based organizations, community-based organizations, community leaders, and students to increase knowledge and gain skills related to sexual violence prevention, trauma-informed and survivor-centered practices, and culturally relevant and culturally centered approaches that can be applied in their organizations and within their communities. This conference will be held for the 20th time this year. The day-long conference is planned to be in-person, on November 14, 2025, at Bowie State University. The conference will include plenary and break-out sessions. This contract will result in selecting a conference planner to coordinate partners and hold the in-person conference in November 2025.

Rape Prevention and Education (RPE)

The CDC’s Rape Prevention and Education (RPE) program provides funding to state health departments in every state and territory, including the Maryland Department of Health (MDH) Rape & Sexual Assault Prevention Program (RSAPP). RPE recipients work collaboratively with diverse stakeholders, including sexual violence coalitions, colleges and universities, rape crisis centers, community organizations, and other governmental agencies to guide, implement, and support state sexual violence prevention efforts.

About MWOCN

MWOCN is a program of the Maryland Coalition Against Sexual Assault (MCASA), which is the federally recognized statewide sexual assault coalition in Maryland. MWOCN is a professional development network made up of victim service professionals and community members interested in sexual violence services who identify as women of color or as allies. MCASA and MWOCN are conference co-sponsors that provide expertise, marketing, and assist with conference logistics. MWOCN was founded in 2000 to be an advocate in communities of color for victims of sexual violence, and to provide insight and guidance to MCASA on issues of sexual violence that impact women of color. Since its inception, MWOCN has actively worked toward breaking down barriers to service delivery and influencing meaningful change at all levels for women of color by providing workshops, participating in community activities, and researching the best practices that support women of color who are survivors of sexual violence.

MWOCN Conference

Supporting the MWOCN conference is one method of training and technical assistance that RSAPP provides.

RSAPP establishes partnerships to provide technical assistance to increase the alignment between state-level goals and prevention strategies at state and local levels. Additionally, to increase the capacity of partners to access and use data, especially as it relates to health disparities. Securing a conference planner, co-sponsoring the annual MWOCN conference, and coordinating the conference with key partners are methods used to accomplish RSAPP’s training and technical assistance activities. Additionally, the CDC requires that MDH work to reduce health disparities and equity gaps that contribute to higher rates and impacts of sexual violence. RSAPP uses data to determine where health disparities exist and uses this to plan, implement, and evaluate strategies that address these inequities. In RSAPP’s needs assessment and state planning activities, women of color—with an emphasis on Black and African American women—were identified as a priority population. The MWOCN conference typically draws over 100 people, consisting of professionals and community leaders from across the state. The conference is sponsored by Bowie State University, where the event will be held. Advance registrations are obtained using an electronic system. Registration fees are made to be affordable and cover the costs of provided meals. The conference planner is responsible for developing materials, coordinating venue-related logistics, and managing registration. The conference is coordinated using the expertise and perspectives of MWOCN members.

On a biweekly basis, the conference planner coordinates and facilitates virtual conference planning committee meetings with co-sponsor representatives from RSAPP, MCASA, and MWOCN.

The conference is marketed primarily by MCASA via social media and email. A conference logo is used to brand the conference, for use in marketing and other conference-related items. The conference planner is responsible for coordinating marketing efforts; developing marketing materials using a professionally trained graphic designer (conference logo, save the date and related images, conference program, printed materials); drafting monthly email content and social media posts (if needed); and creating conference-related products (printed items, signage, etc.).

The conference format usually consists of a keynote speaker and multiple workshops. Leadership from co-sponsor organizations typically provide opening remarks and a Maryland WOCN member serves as moderator. Breakfast and lunch are provided, paid for by registration fees. A raffle is held throughout the day to incentivize attendance.

Forms of self-expression (art, music), self-care (meditation, quiet corner), and co-sponsor vendor tables (approximately 3) are made available throughout the day. The conference planner is responsible for the planning and managing these logistics on the day of the conference, including registration/attendance, schedule, catering, A/V equipment, speakers and volunteers, materials, supplies, incorporating and managing the raffle (not soliciting donations), collecting evaluations, and coordinating certificates.

An evaluation survey collects information from attendees about conference quality and effectiveness. The conference planner is not responsible for developing survey questions but is responsible for collecting and sharing results. Certificates of attendance, including social work and health education CEUs, are made available after the conference. The conference planner is responsible for issuing certificates of attendance as needed. While the conference planner is not responsible for issuing social work and health education CEUs, they are responsible for collecting the documentation needed by MCASA for social work CEUs and MDH for health education CEUs.

After the conference, a debrief is held with the conference planning committee and co-sponsors. The conference planner compiles evaluation results and attendance numbers for the group. Debrief notes, attendance records, evaluation results, and recommendations are compiled into a final report by the conference planner.

3.2 Scope of Work - Requirements

The Contractor shall:

3.2.1 General Requirements

3.2.1.1 Coordinate a full day conference, scheduled for November 14, 2025 at Bowie State University in consultation with the planning committee consisting of the MDH Contract Monitor and conference co-sponsors

(MDH, MCASA, and Maryland WOCN). Proposals should describe each item outlined below. Items should also be reflected on the project Work Plan. As reflected in the submitted Work Plan, appropriately time major activities so they are completed in advance and delivered on time. The Work Plan should include a project timeline for planning an in-person conference in 2025. The proposal and Work Plan should cover the full scope of the project

3.2.1.2 The Americans with Disabilities Act:

The Americans with Disabilities Act (https:www.ada.gov/) protects qualified individuals with disabilities from discrimination on the basis of disability in services, programs, and activities. Accessibility and inclusion of diverse populations are essential to reduce health disparities for vulnerable populations. Contractors must comply with all

ADA requirements in their work to ensure the needs of persons with disabilities and other vulnerable populations are met. This includes, but is not limited to:

● facilities and any venues used for meetings/conferences are accessible;

● requested accommodations are provided in a timely manner; and

● written and printed materials developed in accessible formats (easy to read, large print, etc.), or providing access to alternative formats.

For contracts which include direct patient care or service delivery through a program, the ADA requires entities provide full and equal access for people with disabilities. This includes, but is not limited to:

• reasonable modifications of policies, practices, and procedures;

• effective communication; and

• accessible facilities.

A. Collect accommodation requests and coordinate with the MDH Contract Monitor to make events accessible for people with disabilities (ex. Closed captioning, language interpretation, etc.). While costs for accessibility and accommodation due to language or disability are not the responsibility of the event planner, the conference planner is responsible for collecting accessibility needs on registration forms and communicating accessibility requests promptly to the MDH Contract Monitor. Accessibility considerations should be reflected in the proposal and Work Plan.

3.2.2 MWOCN Conference Planning Committee

3.2.2.1 Coordinate and facilitate conference planning committee calls every two weeks made up of MCASA representatives, Maryland WOCN members, and MDH Contract Monitor. The conference planner shall prioritize discussion and decision-making around the following items with the Maryland WOCN planning committee:

A. Conference theme,* title,* design, and logo

B. Keynote speaker* and workshop selection

C. Conference agenda and meeting space layout

D. Conference products/giveaways

E. Volunteer roles

F. Catering menu (Food will be provided by Bowie State University Catering/food services)

G. Registration fee affordability and consideration of tiered pricing (early bird, etc.)

H. Parking and exterior signage

I. Additional or adapted conference components not specified in the scope of work

*The conference planning committee may decide on these items prior to the contract start date to move conference planning forward. The Offeror shall be informed of any early decisions as part of the on-boarding process.

3.2.2.2 Use consensus-building and decision-making processes that prioritize active participation and discussion from the planning committee. Previously used successful strategies have included periodic in-person meetings, using and encouraging on-camera use during virtual meetings, preliminary polls that include group discussion, and using skilled facilitation to summarize feedback to arrive at a group decision. Proposals should describe methods used by Offerors previously to incorporate stakeholder feedback in the coordination and planning of an event.

A. Applicants are encouraged to join MWOCN as a member and attend one or more general body meetings for the duration of the contract to familiarize oneself with the priorities and norms of the group.

General body meetings are typically held on the second Friday of each month.

3.2.3 MWOCN Conference Planning

3.2.3.1 Act as the primary point of contact with subcontractors and vendors (venue, speakers, graphic designer, printer, photographer, and others). Venue coordination includes ongoing communication with the venue’s Special Events staff.

3.2.3.2 Provide timely and professional customer service on an ongoing basis to conference registrants, attendees, planning committee members, speakers, ensuring and maintaining civility and respect throughout the conference and planning process. Any instances of incivility or disrespect directed to event planners shall be promptly communicated to the MDH Contract Monitor.

3.2.3.3 Outline preliminary ideas for venue layout and logistics, including breakout rooms, A/V, photography and/or videography, and catering. Committee input is key to these decisions. Registration area, large meeting space (for plenary and meals), breakout rooms, quiet decompression area, parking signage, A/V, venue staff (A/V, manager, catering, housekeeping, etc.), and accessibility should be considered.

A. Historically, the conference has been held in the Wiseman Ballroom in the Bowie State University Student Center. Adjacent to the ballroom is a theatre, and three meeting rooms that may be available for use on the day of the conference for breakout sessions.

B. Parking is available in lots N and O, in front of the student center. Parking is free for all staff, speakers, and attendees.

C. Audio and video (A/V) equipment, including public address systems, projectors, screens, and speakers are available upon request.

D. Catering will be provided through the Bowie State University Catering or food service. Contractors are responsible for coordinating with catering staff to provide breakfast and lunch for attendees.

E. Conduct one or more site visit(s) at the conference venue with the MDH Contract Monitor and Maryland WOCN planning committee.

3.2.3.4 Coordinate volunteers and tasks. The volunteer pool consists of approximately 10 MWOCN members and 11 co-sponsor staff (tasks may include registration, workshop monitoring, trained crisis intervention, etc.). Coordination of volunteers includes providing instructions in advance of the conference, such as registration procedures or workshop monitoring tasks. The Offeror shall work with the MWOCN Conference Planning Committee to identify a crisis counselor to be available for attendees throughout the day.

3.2.3.5 Manage all aspects for conference registration, which includes:

A. Determining the registration fee. Registration fees cover catering (breakfast, lunch, coffee/tea, and dessert, with consideration to accommodating dietary needs, including Kosher, gluten-free, vegetarian, and vegan). Buffet style is preferred.

B. Selecting the registration platform and creating an online registration form. A registration platform should include the following: Ability to send email messages to registrants, ability for complementary attendees to register, ability to accept electronic payments, option or instruction for non-electronic (check) payment; capacity to register multiple attendees in the same transaction; ability to collect custom fields for registration. The registration form should collect name, title, organization, mailing address, phone number, email, accessibility, dietary needs/accommodation requests, and CEU information. The registration platform used should make clear that the conference is held in-person and is not hybrid or virtual.

Consideration for organizations to submit payments by check should be made.

C. Managing registration process, including emails for updates, reminders, and follow-up.

D. Providing registration updates on a weekly basis.

E. Managing conference registration and maintaining an accurate attendance record on the day of the conference.

F. Registration considerations include allowing complementary registration for conference planning staff, speakers, volunteers, co-sponsors, and WOCN conference planning committee members, plus 10 guests identified by MCASA.

3.2.3.6 Incorporating a conference raffle, where items will be given away at no cost to conference participants to incentivize attendance. The Offeror is responsible for purchasing and disseminating raffle prizes. Raffle prizes may also include items donated by the MWOCN and co-sponsors and/or custom items printed by the conference planner.

3.2.3.7 Developing and finalizing the conference agenda in consultation with the planning committee and co-sponsors (Note: See sample agenda in Attachment C).

3.2.3.8 Ordering custom printed items for the conference (ex: branded reusable bags, pens, etc.), obtaining final, written approval of products and proofs from co-sponsors and the MDH Contract Monitor.

All materials displayed must be approved prior to the conference.

3.2.3.9 Disseminating the evaluation survey, provided by the MDH Contract Monitor, to conference attendees following the event. Share results during the debrief meeting and compile results in the Final Report.

3.2.3.10 Using a professionally trained graphic designer to develop digital promotional ads (including the Save the Date and two additional marketing images) and an electronic program. Logos and colors associated with MWOCN and MCASA should be used on all of the marketing materials, as well as logos for the Maryland Department of Health and Bowie State University.

3.2.3.11 Compiling, editing, and proofreading the conference program. Submit draft(s) to the conference planning committee and MDH Contract Monitor for feedback and approval at least five business dates prior to printing. (Note: See the 2024 conference program in Attachment C).

3.2.3.12 Creating and set-up of signage to direct attendees to the conference location and parking area, including signage along key roadways, intersections, and entrances. Conference volunteers may assist with signage set-up.

3.2.3.13 Pursue and secure speakers and presenters as identified in consultation with the MWOCN planning committee and MDH Contract Monitor. Proposals should describe previous relevant experience and methods to guide selections for this project. Considerations include the following:

A. The conference will include one (1) keynote speaker and two (2) break-out sessions that feature three

(3) different workshops in each session (for a total of 6 different workshops). Proposals should describe considerations and extent of flexibility, as keynote speaker costs and preference of MWOCN and conference co-sponsors may vary each year. The conference planning committee may vote to reduce the number of workshop offerings downward.

B. The Work Plan should include a timeline for the selection of a keynote speaker and workshops, with a recommendation of solidifying workshops at least three (3) months prior to the conference.

C. Proposals should describe methods for obtaining advance submission of presentations and handouts and the timeline that allows for the conference planning committee to review and request changes. Materials are reviewed for quality assurance, social work and health education CEU issuance, and accessibility purposes.

D. Workshop presenters are typically paid a nominal stipend and should only present their workshop during one workshop session; keynote speakers are typically paid a more substantive fee; and those giving opening remarks are typically unpaid. Proposals shall describe considerations around pricing and payment of speakers, and methods used to ensure that payments are timely and paid in full.

E. Workshops have been selected previously by issuing a Call for Proposals, created by the conference planner, and distributed by co-sponsors and WOCN members. The conference planner facilitates the review of workshops, and the selections are made by the conference planning committee.

F. Speakers and presenters may include self-care/wellness sessions or performing arts expression, depending on the interest of the MWOCN Conference Planning Committee.

3.2.3.14 The Offeror shall host a virtual dress rehearsal consisting of staff, volunteers, and speakers. There, a detailed agenda will be reviewed, instructions will be provided, and questions will be asked and answered.

3.2.3.15 The Offeror shall schedule a virtual practice session with each speaker to test presentation material and content to be attended by the Offeror, an MDH representative, and at least one MCASA or WOCN representative. The practice session(s) are separate from the virtual dress rehearsal.

3.2.4 Staffing and Organizational Capacity

3.2.4.1 Describe the Applicant’s organizational capacity to implement projects similar in scope and content, including experience managing contracts, tracking project activities, and financial transactions, including projects specific to sexual violence and trauma-informed events.

3.2.4.2 Describe key personnel (their education, skills, and expertise) that are relevant to the implementation and management of the project, including education or training specific to sexual violence. Proposals shall identify the roles and responsibilities that key personnel will hold in planning and implementing the event. If a proposed position is vacant, provide a position description.

3.2.4.3 Describe graphic designer’s educational and training qualifications and graphic design software to be used. Include a sample of the graphic designer’s previous work.

3.2.4.4 Based on the information provided in Attachment D, (3) professional references shall be contacted and reviewed for quality.

3.2.4.5 If an offeror intends to enter into subcontracts for services, shall provide the following information: the names of the subcontractors; scope of services to be subcontracted; payment arrangement (such as the frequency and required deliverables to warrant payment); and a plan for monitoring the performance of the subcontractors.

3.2.5 Reports

3.2.5.1 Compile evaluation survey responses into a summary document and share in time for debrief sessions.

3.2.5.2 Submit the Final Report for the Maryland WOCN Conference. The Report includes:

A. Total number of people registered and total number of people who attended (paid and complementary attendees).

B. Summary of evaluation results (totals and percentages of each item from the evaluation tool and comments).

C. Debrief notes from conference planning committee members and MDH staff.

D. Names of those attended, specifying individuals who requested CEUs, and type of CEUs requested..

E. Recommendations or next steps identified by the conference planner to assist with future project planning.

3.3 Invoicing

3.3.1 General

(a) All invoices for services shall be signed by the Contractor and submitted to the Contract Monitor. All invoices shall include the following information:

● Contractor name;

● Remittance address;

● Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

● Invoice period;

● Invoice date;

● Invoice number

● State assigned Contract number;

● State assigned (Blanket) Purchase Order number(s);

● Goods or services provided; and

● Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

(b) The Department reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the Contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the Contract until such time as the

Contractor brings itself into full compliance with the Contract. Any action on the part of the Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and

Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.02.

3.3.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

Invoice Due Date Award Amount Deliverables

First Invoice June 30, 2025 22% Conference Logo, Save the Date, Call for Workshop

Proposals

Second Invoice August 15, 2025 30% Conference Registration

Third Invoice November 1, 2025 38% Conference Agenda

Final Invoice January 31, 2026 10% Attendance Record, Printed items, Marketing images, Conference Program, Conference held, Evaluation Survey, Debriefing Notes, Final Report, Final Registration and Attendance Report

SECTION 4 – PROPOSAL FORMAT

4.1 Two Part Submission

Offerors shall submit Proposals in separate volumes:

▪ Volume I – TECHNICAL PROPOSAL

▪ Volume II – FINANCIAL PROPOSAL

4.2 Proposals

4.2.1 Proposals must be submitted to eMMA by the due date indicated on Key Information Summary Sheet. The

Procurement Officer will not accept submission after the date and exact time stated in the Key Information Summary

Sheet.

4.2.1.1 The eMMA submission subject line shall state the RFP Title and number and either Technical Proposal or

Budget Narrative.

4.2.1.2 Two Part Submission:

A. Technical Proposal (See 4.3.)

B. Financial Proposal (See 4.4)

4.2.2 Proposals will be shown only to State employees, members of the Evaluation Committee, or other persons deemed by the Department to have a legitimate interest in them.

*All information submitted as part of this proposal is subject to release under the Public Information Act

(PIA). If you would like the Maryland Department of Health (MDH) to consider redactions in the event that your proposal is subject to a PIA request, submit a proposed PIA copy including justifications for each redaction and under what statute that justification is qualified for redaction.

4.3 Volume I – Technical Proposal

Note: No pricing information is to be included in the Technical Proposal (Volume 1). Pricing information is to be included only in the Financial Proposal (Volume II).

4.3.1 The Technical Proposal shall include the following documents and information in the order specified as follows:

4.3.1.1 Transmittal Letter:

● Offeror;

● Solicitation Title and Solicitation Number that the Proposal is in response to;

● Signature, typed name, and title of an individual authorized to commit the Offeror to its Proposal;

● Federal Employer Identification Number (FEIN) of the Offeror, or if a single individual, that individual’s

Social Security Number (SSN);

● Offeror’s eMMA number;

● Offeror’s MBE certification number (if applicable);

● Offeror’s SBR number (if applicable) – please contact eMMA at 410-767-1492 if you don’t know your number.

4.3.1.2 Minimum Qualifications Documentation (If applicable)

The Offeror shall submit any Minimum Qualifications documentation that may be required, as set forth in Section 2

“Offeror Minimum Qualifications.”

4.3.1.3 Offeror Technical Response to RFP Requirements and Proposed Work Plan:

a. The Offeror shall address each Scope of Work requirement (Section 3.2) in its Technical Proposal and describe how its proposed services, including the services of any proposed subcontractor(s) (See Section 3.2.4.5), will meet or exceed the requirement(s). If the State is seeking Offeror agreement to any requirement(s), the Offeror shall state its agreement or disagreement. Any paragraph in the Technical Proposal that responds to a Scope of Work (Section 3.2) requirement shall include an explanation of how the work will be done. Any exception to a requirement, term, or condition may result in having the Proposal classified as not reasonably susceptible of being selected for award or the

Offeror deemed not responsible.

b. The Offeror shall submit a Work Plan, using the Offeror’s format, that shall include key activities, person(s) responsible, timeline, and completion date. The Work Plan shall include required services as outlined in RFP Section

3, Scope of Work. Project deadlines considered contract deliverables must be recognized in the Work Plan.

4.3.1.4 Signed W-9 with Contact Person Name and Phone Number

4.4 Volume II – Financial Proposal

Under a separate file from the Technical Proposal and clearly identified in the format identified in Section 4.2

“Proposals,” the Offeror shall submit their Financial Proposal. The Financial Proposal shall contain all price information in the format specified in Exhibit B. The Offeror shall complete the Financial Proposal Form only as provided in the RFP.

SECTION 5 – EVALUATION COMMITTEE, EVALUATION CRITERIA, AND

SELECTION PROCEDURE

5.1 Evaluation Committee

Evaluation of Proposals will be performed in accordance with COMAR 21.05.03 by a committee established for that purpose and based on the evaluation criteria set forth below. The Evaluation Committee will review Proposals, participate in Offeror oral presentations and discussions, and provide input to the Procurement Officer. The

Department reserves the right to utilize the services of individuals outside of the established Evaluation Committee for advice and assistance, as deemed appropriate.

5.2 Technical Proposal Evaluation Criteria

The criteria to be used to evaluate each Technical Proposal are listed below.

Based on the Technical Proposal, the Offeror’s demonstrated ability to:

5.2.1 General Requirements as described in section 3.2.1

5.2.2 MWOCN conference planning committee as described in section 3.2.2

5.2.3 MWOCN conference planning as described in section 3.2.3

5.2.4 Staffing and Organizational Capacity as described in section 3.2.4

5.2.5 Reports as described in section 3.2.5

5.3 Financial Proposal Evaluation Criteria

All Qualified Offerors will be ranked from most advantageous to the least advantageous price based on the Total

Proposal Price within the stated guidelines set forth in this RFP and as submitted on Exhibit B - Financial Proposal

Form. In cases where the financial cost is fixed, then only the technical proposals are ranked.

5.4 Selection Procedures

5.4.1 General

The Contract will be awarded in accordance with the Competitive Sealed Proposals (CSP) method found at COMAR

21.05.03. The Competitive Sealed Proposals method allows for the conducting of discussions and the revision of

Proposals during these discussions. Therefore, the State may conduct discussions with all Offerors that have submitted Proposals that are determined to be reasonably susceptible of being selected for contract award or potentially so. However, the State reserves the right to make an award without holding discussions.

In either case (i.e., with or without discussions), the State may determine an Offeror to be not responsible and/or an

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. If the State finds an Offeror to be not responsible and/or an

Offeror’s Technical Proposal to be not reasonably susceptible of being selected for award, that Offeror’s Financial

Proposal will be returned if the Financial Proposal is unopened at the time of the determination.

5.4.2 Award Determination

Upon completion of the Technical Proposal and Financial Proposal evaluations and rankings, each Offeror will receive an overall ranking. The Procurement Officer will recommend award of the Contract to the responsible

Offeror that submitted the Proposal determined to be the most advantageous to the State. In making this most advantageous Proposal determination, technical factors will receive equal weight with financial factors.

RFP ATTACHMENTS

EXHIBIT B – Financial Proposal Form

This must be completed and submitted with the Technical Proposal in a separate envelope.

ATTACHMENT A – Contract

This is the sample contract used by the Department. It is provided with the RFP for informational purposes and is not required to be submitted at Proposal submission time. Upon notification of recommendation for award, a completed contract will be sent to the recommended awardee for signature. The recommended awardee must return to the

Procurement Officer three (3) executed copies if submission is required by mail within five (5) Business Days after receipt. Upon Contract award, a fully-executed copy will be sent to the Contractor.

ATTACHMENT B – Proposal Affidavit

This must be completed and submitted with the Technical Proposal.

ATTACHMENT C – 2023 Maryland Women of Color Network Conference Materials This program includes several conference-related products to use as reference for proposal development, including the conference log (see cover); conference agenda; and program format, length, size, and quality.

ATTACHMENT D – Minimum Qualification Eligibility Form

To be completed to determine the bidders’ eligibility for this request for proposals in accordance with section

2.1. Offeror Minimum Qualifications and section 3.2.3. Staffing and Organizational Capacity.

EXHIBIT B – FINANCIAL PROPOSAL FORM

FINANCIAL PROPOSAL FORM

The Financial Proposal shall contain all price information in the format specified on these pages. Complete the Financial Proposal Form only as provided in the Financial Proposal Form format. Do not amend, alter or leave blank any items on the Financial Proposal Form. If option years are included, Offerors must submit costs for each option year. Failure to adhere to any of these instructions may result in the financial proposal being determined nonresponsive and rejected by the Department.

Price is based on a Total Cost of: $______________.

Table 1. Financial Proposal

*Indirect Costs not to exceed 10% of Total Direct Costs

Submitted By:

Authorized Signature: ________________________________Date: ____________________

Printed Name and Title:__________________________________________________________________

Company Name: ________________________________________________________________________

Item Quantity Unit Cost Total Cost Justification

A. Salary

B. Fringe

C. Indirect Costs*

D. Other

(Specify):

Enter Item

E. Subcontractor

(If applicable):

Enter Name

TOTAL Cost (A+B+C+D+E+...+Z)

Company Address: ______________________________________________________________________

Location(s) from which services will be performed (City/State):_____________________________________

FEIN: _________________________________________

E-mail: ________________________________________

ATTACHMENT A – CONTRACT

STATE OF MARYLAND

DEPARTMENT OF HEALTH

SMALL PROCUREMENT CONTRACT

THIS CONTRACT (the “Contract”), is made as of the day of , 20 by and between the STATE OF MARYLAND, acting through the DEPARTMENT OF HEALTH (“Department”), and

(“Contractor”) whose principal office in Maryland is and whose principal business address is

(Please note that this template provides to you the clauses that are necessary for all small procurements. Your particular procurement may need additional clauses or provisions, such as those that are typically found in the standard solicitation templates and contracts (e.g., security provisions, rights in records, intellectual property, designation of the contract monitor, etc.)

The parties agree as follows:

1. Scope of Contract.

(a) The Contractor shall provide the following goods or services:

(Insert Contract Specifications here. Any product or service deliverables, milestones, or deadlines must be identified. The specifications must clearly articulate what the State will be purchasing via this contract. Readers should understand exactly what the State is buying. The specifications need to be clearly written so that payment can be made appropriately, work

(un)performed can be identified, and the contractual rights of the State can be enforced. If there is a written scope of work/solicitation, you can refer to it here.)

The scope of work or solicitation dated is attached and incorporated by reference as

Exhibit . The

Contractor’s bid or proposal dated is attached and incorporated by references as

Exhibit . If there

Is any conflict between this Contract and any exhibits incorporated by reference, the terms of this contract shall govern. If there is any conflict among the Exhibits, the following order of precedence shall determine the prevailing provision:

Exhibit A – the scope of work or solicitation and Exhibit B – the Contractor’s bid or proposal.

(b) Changes. This Contract may be amended only with the written consent of both parties. Amendments may not change significantly the scope of the Contract (including the Contract price).

2. Term of Contract. The term of this Contract shall be for the period of

, 20 through , 20 .

3. Compensation and Method of Payment.

(a) Compensation. The total compensation for services to be rendered by the Contractor shall not exceed

$_________. (Insert the appropriate dollar amount for this Contract. The amount may not exceed $50,000.)

(b) Method of Payment. The Department shall pay the Contractor no later than thirty (30) days after the

Department receives a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, State Finance and Procurement Article, Maryland Code, are prohibited.

(c) Tax Identification Number. The Contractor’s Federal Tax Identification Number is

. The Contractor’s Social Security Number is

(Individual Contractor Only). Contractor’s Federal Tax Identification Number (or

Social Security Number - Individual Contractor Only) shall appear on all invoices submitted by the

Contractor to the Department for payment.

(d) Invoicing. All invoices for services shall be signed by the Contractor and submitted to the Procurement

Officer. All invoices shall be submitted in triplicate no later than the 15th of the month for the preceding calendar month. (The invoice schedule may be adjusted to meet your particular needs. The 15th of the month billing cycle is fairly typical, but not required.) All invoices shall include the following information:

● Contractor name;

● Remittance address;

● Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

● Invoice period;

● Invoice date;

● Invoice number

● State assigned Contract number;

● State assigned (Blanket) Purchase Order number(s);

● Goods or services provided; and

● Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

4. Procurement Officer. The Department designates to serve as Procurement Officer for this Contract. All contact between the Department and the Contractor regarding all matters relative to this Contract shall be coordinated through the Procurement Officer.

5. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10 Administrative and Civil Remedies.

Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the

Procurement Officer.

6. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notification to the Contractor specifying the extent and the effective date of the termination. The State will pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination, and all reasonable costs associated with termination of the Contract. However, the

Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12(A)(2).

7. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the Department may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

8. Termination for Non Appropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

9. Non-Discrimination in Employment. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law, including, but not limited to, the employment provisions of §13-219 of the State Finance and Procurement Article, Maryland Code and Code of Maryland Regulations 21.07.01.08, and the commercial nondiscrimination…