RFP # SBMH-2526-FINAL.pdf

NOTE: CERTIFIED MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS REQUEST.

November 2025 1 RFP # SBMH-2526, School-Based Mental Health Services Program

CHARLES COUNTY PUBLIC SCHOOLS

LA PLATA, MARYLAND

RFP TITLE: SCHOOL-BASED MENTAL HEALTH PROGRAM

RFP NUMBER: RFP # SBMH-2526

CONTRACT PERIOD: ONE YEAR (1) YEAR, WITH FOUR (4) - ONE (1) YEAR

RENEWAL OPTIONS

INSURANCE CERTIFICATE REQUIRED: YES

DEADLINE FOR QUESTIONS: DECEMBER 2, 2025, 3 P.M., Local Time

RFP CLOSING DATE/TIME: DECEMBER 15, 2025, 3 P.M., Local Time

RFP PLACE OF DELIVERY: CHARLES COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT

5980 RADIO STATION ROAD, 2ND FLOOR

LA PLATA, MARYLAND 20646

RFP MAILING ADDRESS: CHARLES COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT

Attn: Eleanor Foddrell, Purchasing Analyst

5980 RADIO STATION ROAD, 2ND FLOOR

SHIPPING ADDRESS: UPS/FEDEX: CHARLES COUNTY PUBLIC SCHOOLS

Attn: Eleanor Foddrell, Purchasing Analyst

5980 RADIO STATION ROAD, 2ND FLOOR

E-MAIL ADDRESS: efoddrell@ccboe.com

PHONE/FAX NUMBERS: Phone: (301) 392-7581; Fax: (301) 934-7247

WEBSITE: https://procurement.maryland.gov/

NOTES:

INCLEMENT WEATHER:

If Charles County Public Schools Administrative Offices are closed due to inclement weather on the day Proposals for an RFP are “DUE”, Proposals for that RFP shall be due at the same time the next business day the Charles County

Public Schools Administrative Offices are open for business.

QUESTIONS:

Offerors/Proposers are advised to send all questions to via email: efoddrell@ccboe.com or fax, (301) 934-7247, by the required date and time within the solicitation.

DOWNLOADING COMPLETE RFP PACKAGE:

For complete details, interest parties should visit https://procurement.maryland.gov/ and download the RFP package.

Offerors/Proposers must be registered with eMMA to receive solicitation information. If you require assistance, contact the help desk at emma.helpdesk@maryland.gov or call (410) 767-4628.

file://///STARSTG/DATA/GROUPS/BUDGETFINANCE/Purchasing/Projects/FY16/Request%20for%20Proposals/FSA-1616%20Flexible%20Spending%20Accounts-Third%20Party%20Administrator/SECTION%208/efoddrell@ccboe.com%20 https://procurement.maryland.gov/ mailto:efoddrell@ccboe.com mailto:emma.helpdesk@maryland.gov

November 2025 2

TABLE OF CONTENTS

RFP # SBMH-2526, SCHOOL-BASED MENTAL HEALTH SERVICES PROGRAM

I. DEFINITIONS ………………………………………………………………

II. INTRODUCTION AND BACKGROUND ....……………………………

III. PURPOSE/OBJECTIVE …………….……………………………………………..4

IV. INFORMATION FOR OFFERORS/PROPOSERS.…..………………………….4

V. GENERAL TERMS AND CONDITIONS..………………………………

VI. REQUIRED FORMAT AND CONTENT OF PROPOSAL .………………

VII. EVALUATION PROCESS ..……………………………

VIII. CONTRACT SPECIFICATIONS ……………………………....………………….23

IX. INSURANCE REQUIREMENTS. ………………………………………………

REQUIRED SUBMITTALS

YOU MUST COMPLETE AND RETURN THESE ITEMS WITH YOUR PROPOSAL.

ATTACHMENT I……………………………………………………….…….……………..36

ATTACHMENT II ....……………………………………………………………………….37

ATTACHMENT III ...………………………………………………………………………38

ATTACHMENT IV..…………………………….....…………….………………

ATTACHMENT V ......………………………………………………………………………40

ATTACHMENT VI …………………………………………………………………………41

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I. DEFINITIONS

General

1.1 Business Day(s) –Official working days of the week Monday-Friday, excluding

CCPS holidays.

1.2 CCPS – Charles County Public Schools. CCPS encompasses its Board members, elected and appointed officials, employees, officers, authorized agents, representatives, students, and volunteers.

1.3 Contract – A mutual and legally binding document between CCPS and an

Offeror/Proposer. The RFP and the awarded Vendor/Contractor’s response to the RFP shall become the contract for this solicitation.

1.4 Contract Documents – The RFP and the awarded Vendor/Contractor’s response.

1.5 Fully Burdened Hourly Rates – Includes salary, administrative, overhead cost and profit for the Awarded Vendor/Contractor.

1.6 Notice of Award – Written notice of award from CCPS to the successful

Offeror/Proposer, which binds CCPS and the Offeror/Proposer to the RFP and the

Offeror/Proposer’s response.

1.7 Properties – Any facility, land or real estate owned, occupied, or controlled by CCPS.

1.8 Proposal – A written response submitted in accordance with the RFP.

1.9 Offeror/Proposer – Any individual, company, firm, corporation, partnership, or other legal entity that submits a Proposal in response to this RFP.

1.10 RFP – Request for Proposals. RFP is a complete package of documents that includes a detailed Scope of Work/Specification, Terms, Conditions, and other binding documents.

1.11 Vendor/Contractor – The responsive and responsible Offeror/Proposer or Offerors/

Proposers responding to this RFP.

1.12 Work – The goods and/or services required under this RFP.

II. INTRODUCTION AND BACKGROUND

Charles County is one of the fastest growing counties in the state of Maryland, with a population over 173,835 residents. Charles County is located less than 30 miles south of

Washington D.C. and is considered the gateway to Southern Maryland. In school year 2024-

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2025 the district served 28,162 students who attended 39 schools and seven (7) educational centers.

The mission of Charles County Public Schools is to provide an opportunity for all school-aged children to receive an academically challenging, quality education that builds character, equips for leadership, and prepares for life in an environment that is safe and conducive to learning.

III. PURPOSE/OBJECTIVE

The purpose of this RFP is to solicit sealed proposals from experienced and qualified providers/counselors to provide counseling services for school-based mental health services. This program takes an ecological-developmental approach to intervention and prevention, focusing on individual students, peer relations, families, schools, and the broader community. This model emphasizes the importance of an interactive process in the development of behaviors that lead to school difficulties and later system involvement. This program responds to the needs of students, their families, teachers and staff and it urges students to excel. For additional information, please see Exhibits A, B and C for details.

CCPS reserves the right to extend any resultant Contract(s) to other district school or center locations. CCPS reserves the right to award one (1) or multiple separate contracts, if in the best interest of CCPS.

IV. INFORMATION FOR OFFERORS/PROPOSERS

4.1 PROPOSAL DEADLINE, REQUIREMENTS, AND DELIVERY

4.1.1 Submission deadlines and requirements for sealed proposals shall be addressed to CCPS and received at the designated office:

Charles County Public Schools

Purchasing Department

Attention: Eleanor Foddrell, Purchasing Analyst

5980 Radio Station Road, 2nd Floor

La Plata, MD 20646

(301) 392-7581

By 3 P.M., Local Time, December 15, 2025

4.1.2 Each Offeror/Proposer shall assume full responsibility for timely delivery to the location designated for receipt of Proposals. Proposals received after the established date and time for receipt, will be returned unopened. Proposal revisions after the date and time specified, herein, shall not be considered.

4.1.3 If Charles County Public Schools Administrative Offices are closed due to inclement weather on the day proposals for a RFP are “DUE”, proposals for that RFP shall be due at the same time the next business day the Charles

County Public Schools Administrative Offices are open for business.

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4.2 REQUESTS FOR CLARIFICATIONS

Prospective Offerors/Proposers may request that CCPS clarify information contained in the RFP via: (1) e-mail to efoddrell@ccboe.com. All such requests must be made in writing to Eleanor Foddrell, Purchasing Analyst. CCPS will issue an addendum or addenda, if necessary, to respond to all written requests for clarifications. CCPS will not respond to any requests for clarifications received after 3 P.M., Local Time, December 2, 2025.

4.3 RESTRICTIONS ON COMMUNICATION

From the issue date of the RFP, until selection of a Vendor/Contractor, and selection announced, prospective Offerors/Proposers, CCPS administrators, faculty and staff members, representatives, agents, or employees are not permitted to communicate about the subject of the RFP. Unauthorized contact with any such CCPS person, other than the employee listed above, may result in disqualification from the solicitation process. Any other information of any kind from any other source, or any oral communication, shall be considered unofficial and non-binding on CCPS. An

Offeror/Proposer relying on unofficial information shall do so at the Offeror/

Proposer’s own risk.

4.4 SOLE POINT OF CONTACT

The sole point of contact for CCPS for the purposes of this RFP is the Purchasing

Manager or his designee. No CCPS employee, official, or representative has the authority to change the requirements of this solicitation, except the Purchasing

Manager or his designated representative. Any attempts to contact members of the evaluation committee or to circumvent this procedure, in any manner, may be grounds for disqualification of the Offeror/Proposer from the procurement process.

4.5 RFP AND PROPOSAL INFORMATION CONTROLLING

4.5.1 The following process is intended to ensure that all Offerors/Proposers have equal access to information relative to the RFP. As part of the RFP preparation, CCPS has made every effort to provide prospective Offerors/Proposers with adequate disclosure. Each Offeror/Proposer’s Proposal shall be prepared based only on the information contained in the RFP, notwithstanding any information that may have been previously provided. A prospective

Offeror/Proposer noting any inconsistency between the information contained in the RFP and any information previously provided to it, should request clarification (refer to paragraph 4.2 above).

4.5.2 No information communicated, either verbally or in writing, to or from an

Offeror/Proposer shall be effective unless, confirmed via written addendum to the RFP signed by the CCPS Purchasing Manager (“Purchasing Manager”).

mailto:efoddrell@ccboe.com

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4.6 AMBIGUITY, CONFLICT OR OTHER ERRORS IN THE RFP

If an Offeror/Proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the Offeror/Proposer shall immediately notify the Purchasing

Manager of such error in writing and request a modification or clarification. The

Purchasing Manager shall make any necessary modification(s) or clarification(s) to the RFP by issuance of an addendum. Any proposal that includes assumed clarifications or corrections to the RFP that have not been approved by the Purchasing

Manager, may rejected.

4.7 ADDENDA/REVISIONS TO THE RFP

If it becomes necessary to revise any part of the RFP, all Offerors/Proposers that download the RFP will receive a notice of revision. All addenda shall become a part of the RFP and be posted on the State of Maryland’s Department of General Services’ website at https://procurement.maryland.gov/. An Offeror/Proposer must acknowledge receipt of all addenda, but the failure of an Offeror/Proposer to receive or acknowledge receipt of any addendum shall not relieve the Offeror/Proposer of the responsibility for complying with the terms thereof. Acknowledgment shall consist, minimally, of returning a signed copy of all addenda cover sheets as part of the proposal package. If for any reason, electronic failure, or whatever, an

Offeror/Proposer does not receive notification of an addendum, it is each

Offeror/Proposer’s responsibility to check on the issuance of any addendum issued by

CCPS.

4.8 SIGNED ORIGINAL PROPOSAL

Each Proposal must include the original response, signed by an authorized member of the Offeror/Proposer’s company/firm. This member should be the highest-ranking officer with signature authority at the local level. Proposals sent via facsimile or other electronic means shall NOT be accepted. Please submit one (1) original proposal marked “Original” signed, by an authorized member of the

Offeror/Proposer’s firm, and one (1) Universal Serial Bus (USB) jump drive, flash drive, thumb drive or a Compact Disc-Read-Only Memory (CD-ROM) containing an exact and complete copy of the signed ORIGINAL.

4.9 IDENTIFYING ENVELOPES

4.9.1 Offerors/Proposers shall mark sealed proposal envelopes in the lower left-hand corner: "RFP # SBMH-2526, “School-Based Mental Health Services

Program”.

4.9.2 The price proposal RFP must be submitted in a separate sealed envelope marked with the RFP number and title and the word “PRICE”. Please follow the exact same instructions as stated above in paragraphs 4.8 and 4.9.1.

https://en.wikipedia.org/wiki/Read-Only_Memory

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4.10 RECEIPT OF PROPOSALS

Only sealed proposals will be accepted. Sealed proposals will be received at the

Purchasing Office, Charles County Public Schools, Attn: Eleanor Foddrell, Purchasing Analyst, 5980 Radio Station Road, 2nd Floor, La Plata, MD 20646, until

3 P.M., Local Time, December 15, 2025. All Proposals received after the time and date above will be returned unopened. Late proposals, late requests for modification(s), or late requests for withdrawal will not be considered. Proposals sent via facsimile or submitted by other electronic devices will not be accepted and will result in a “non-responsive” response to the RFP.

4.11 PERIOD OF THE CONTRACT

The initial Contract period will be from the date of the Notice of Award letter, for a period of one (1) year, unless otherwise stated in the Notice of Award, or unless otherwise agreed to by both parties. The CCPS reserves the right to adjust the

Contract(s) period(s) at its own discretion and reserves the right to renew the

Contract(s) for four (4) additional one (1) year periods. However, CCPS reserves the right to cancel the Contract(s), at its own discretion, for any reason.

Vendor/Contractor’s performance will be reviewed on an annual basis by the

Purchasing Manager. It is the intent of CCPS that should an Offeror/Proposer’s proposal be accepted, and the RFP awarded, the RFP, any Addendum(s), the

Offeror/Proposer’s Proposal, and the Notice of Award will become the Contract. The

Purchasing Manager shall initiate all Contract renewals. Automatic Contract renewals are prohibited. Subsequent annual Contract renewal price increases shall be limited to the Consumer Price Index-Urban (CPI-U), for the Washington D.C. Metropolitan

Area. The Offeror/Proposer must request CPI-U price adjustments at the time of renewal (see below, section V-General Terms and Conditions, paragraph (5.4)

CHANGES. Do not proceed with any Work until after you have received a CCPS

PO.

4.12 CLOSING OF PROPOSALS

All submitted proposals must be received at the specified time and date stated above.

No immediate decision is rendered at that time. All information received remains confidential until after final action by CCPS, except as required by law. Proposals may not be withdrawn for a period of 120 days after the closing date for submitting proposals.

4.13 FINALITY OF DECISION

Any decision made by CCPS, including the selection of a Vendor/Contractor, shall be final.

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V. GENERAL TERMS AND CONDITIONS

5.1 RESERVATION OF RIGHTS

5.1.1 CCPS reserves the right to cancel this solicitation. CCPS reserves the right to accept or reject any or all proposals. CCPS reserves the right to waive any irregularity or informality in the solicitation process. CCPS reserves the right to request additional information from one or all Offerors/Proposers and/or negotiate any or all terms and conditions, if necessary, with the

Offeror/Proposer(s) whose proposal(s) meets or exceeds the requirements of this RFP.

5.1.2 If funding for the implementation is dependent upon federal, state, and/or local budget approvals, CCPS reserves the right to reject all proposals based upon the specific support for this project provided by other governmental agencies.

If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, the Contract(s) shall terminate automatically as of the beginning of the fiscal year for which funds are not available. The Vendor/Contractor may not recover anticipatory profits or costs incurred after termination.

5.2 SUBLETTING OR ASSIGNMENT OF CONTRACT

It is mutually understood and agreed that the Vendor/Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of his or her contractual duties to any other person, firm, or corporation, in whole or in part, by operation of law or otherwise, without the prior written consent of the Purchasing Manager. If the Vendor/Contractor desires to assign his or her right to payment of the Contract, the Vendor/Contractor shall notify the Purchasing Manager immediately, in writing, and receive his written approval, prior to the assignment of right of payment. In no case shall such assignment of Contract(s) release the Vendor/Contractor from its obligations or change the terms of the Contract(s).

5.3 COMPLIANCE WITH LAWS

The Offeror/Proposer hereby represents and warrants that:

5.3.1 It is qualified to do business in the State of Maryland and that it will take such action as, from time-to-time hereafter, may be necessary to remain so qualified;

5.3.2 It is not in arrears with respect to the payment of any monies due and owing the State of Maryland, or any department or unit thereof, including but not limited to the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this Contract;

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5.3.3 It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its activities and obligations under this Contract; and

5.3.4 It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under this Contract.

5.4 CHANGES

5.4.1 Change Orders: CCPS may order changes to the Work consisting of additions, additions, deletions, or modifications. Changes may include, but are not limited to, changes in Contract sum, the time for performance, pricing, (i.e., CPI-U adjustments), quantities, delivery location, etc. Such changes in the requirements shall be authorized only by written Change Order(s) signed by the Procurement Manager and an authorized representative of the

Vendor/Contractor.

5.4.2 Option Periods: If the Contract Documents include one or more option periods, all Contract renewals shall be authorized by a renewal notice signed by the Purchasing Manager or his designee. The Contract Sum in the option period(s) will be based on firm fixed prices used in the first year of the

Contract.

5.4.3 Annual Price Adjustments: CPI-U - Unless, otherwise mutually agreed, in writing, changes in the Contract sum for subsequent yearly Contract renewals shall be limited to the percentage change (for previous year) in the Consumer

Price Index, for all Urban Consumers (CPI-U), for the Washington, DC

Metropolitan Area from the date of Contract award to the effective Contract renewal date. CPI-U adjustments are not automatic, and the Vendor/Contractor must make such request(s) at the time of Contract renewal. Late requests for

CPI-U adjustments will not be retroactive.

5.5 WAIVER OF SUBROGATION

5.5.1 To the fullest extent permitted by law, the Vendor/Contractor and its invitees, employees, officials, volunteers, agents, and representatives waive any right of recovery against CCPS for any and all claims, liability, loss, damage, costs or expense (including attorneys' fees) arising out of the provision Work provided by Vendor/Contractor under this Contract. The Vendor/Contractor specifically waives any right of recovery against CCPS and its elected and appointed officials, officers, volunteers, agents, and/or employees for personal injury (and any resulting loss of income) suffered while working on behalf of

CCPS as an independent Vendor/Contractor. Such waiver shall apply regardless of the cause of origin of the injury, loss or damage, including the negligence of CCPS and its elected and appointed officials, officers, November 2025 10 volunteers, agents and employees. The Vendor/Contractor shall advise its insurers of the foregoing.

5.5.2 Any Recipient/Organization that accepts that any technology it receives may have existing faults and software or hardware limitations and that CCPS is not responsible for the consequences of any software or hardware malfunctions, viruses, or equipment failure, or for providing computer support or additional equipment.

5.5.3 The Vendor/Contractor shall advise its insurers of the foregoing waivers.

5.6 ACKNOWLEDGMENT OF VENDOR/CONTRACTOR’S INDEPENDENT

CONTRACTOR STATUS AND NO COVERAGE FOR VENDOR/

CONTRACTOR UNDER CCPS’ WORKERS COMPENSATION COVERAGE

Vendor/Contractor hereby acknowledges its status as an independent

Vendor/Contractor while providing Work on behalf of CCPS and that CCPS’ workers compensation coverage or self-insurance is not intended to and will not respond to cover any medical or indemnity loss arising out of injury to the Vendor/Contractor or its employees during the Vendor/Contractor’s provision Work to CCPS. To the fullest extent permitted by law, the Vendor/Contractor specifically waives any right of recovery against CCPS and its elected and appointed officials, officers, employees, volunteers, agents, or representatives for personal injury (and any resulting loss of income) suffered during the performance of Contract for CCPS. Such waiver shall apply regardless of the cause of origin of the injury, loss, or damage, including the negligence of CCPS and its elected and appointed officials, officers, employees, volunteers, agents, or representatives. The Vendor/Contractor shall advise its insurers of the foregoing.

5.7 DAMAGE TO PROPERTY OF THE VENDOR/CONTRACTOR AND ITS

INVITEES

5.7.1 To the fullest extent permitted by law, the Vendor/Contractor shall be solely responsible for any loss or damage to property of the Vendor/Contractor or its invitees, employees, officials, volunteers, agents, and representatives while such property is on, at or adjacent to the premises of CCPS.

5.7.2 The successful Vendor/Contractor shall not commence operations under the

Contract until they have obtained all proper and required insurance as stated in the RFP and certificates are made available to CCPS.

5.8 REPAIRS TO PROPERTY DAMAGE

Any damage to Properties caused by the Vendor/Contractor, its agents, or employees shall be repaired to its original condition by the Vendor/Contractor. All repairs shall be performed at no cost to CCPS.

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5.9 OSHA COMPLIANCE

All goods or services furnished by the Vendor/Contractor shall meet all applicable state and federal requirements of the Occupational Safety and Health Act (OSHA).

Alleged violations or deviations from said state and federal requirements pertaining to any goods or services to be furnished by the Vendor/Contractor, or the Vendor/

Contractor's working conditions or employment practices, must be set forth in the proposal.

5.10 TOBACCO FREE AND ALCOHOL/DRUG FREE ENVIRONMENT

CCPS maintains a tobacco and alcohol/drug free environment. The Vendor/Contractor shall not permit its employees to use any type of tobacco products (smoke or smokeless), alcohol, or drugs on the premises or on property owned or operated by

CCPS.

5.11 TAXES

The Vendor/Contractor is responsible for sales, personal property taxes, and other applicable taxes related to the Work provided under the Contract. CCPS is a tax-exempt governmental organization.

5.12 PAYMENTS TO AND REPORTS AND INVOICES FROM THE VENDOR/

CONTRACTOR

5.12.1 Payment(s) shall be made after satisfactory performance of the Work rendered and accepted under this Contract. The Vendor/Contractor must submit an invoice identified as such to CCPS for payment of and all charges. Vendors/

Contractors must itemize all charges. Invoices must be itemized and include, at a minimum, the following: the name of the service provider, where the Work was performed/ delivered, exact description of the Work performed, the number of labor hours worked, rates charged for Work, as stated in the

Contract, specific days and times worked, number of units, unit prices, and etc., the PO number, RFP number and title [RFP # SBMH-2526, School-

Based Mental Health Services Program].

5.12.2 CCPS is generally exempt from Federal Excise, Maryland Sales, and Use

Taxes. Payment terms are net 30 days for each proper invoice. CCPS offers

Automated Clearing House (ACH) Vendor/Contractor payments through its

Accounting Department. In addition, CCPS has implemented a Virtual

Electronic Payables System (VEPS). All Vendors/Contractors doing business with CCPS will be offered the option of accepting electronically transmitted payments to the Vendor/Contractor on or before the payment due date. Prior to award, all inquiries on CCPS ACH or VEPS must be submitted in accordance with section IV, Information for Offerors/Proposers, paragraph (4.2) Requests for Clarifications” of this RFP. After award, the

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Vendor/Contractor is encouraged to contact the CCPS Accounts Payable

Department (301) 934-7343 for additional information related to CCPS’ payment process.

Reports shall be submitted to:

Charles County Public Schools-Jesse L. Starkey Building

Attn: Attn: Beila Lugo, Behavioral/Mental Health Coordinator

P.O. Box 2770

5980 Radio Station Road

La Plata, MD 20646

Invoices shall be submitted to:

AccountsPayable@ccboe.com AND blugo@ccboe.com

Or

Charles County Public Schools c/o Accounts Payables

P.O. Box 2770

5980 Radio Station Road

La Plata, MD 20646

5.13 TERMINATION

5.13.1 DEFAULT: CCPS may, by written notice of default to the Vendor/Contractor, terminate the whole or any part of the contract. If, after notice of termination of this contract under provision of this clause, it is determined for any reason that the Vendor/Contractor was not in default under the provisions of the clause, or that the default was excusable under the provisions of the contract, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to a termination for convenience.

If the Vendor/Contractor is unable to fulfill all obligations in accordance with these terms and conditions, CCPS may acquire the product or service in the open marketplace with any cost increase being the responsibility of the

Vendor/Contractor.

5.13.2 CONVENIENCE: CCPS may terminate the performance of work under any resulting contract in whole or in part when it is determined to be in the best interest of CCPS, for any reason. Any such termination shall be affected by delivery to the Vendor/Contractor of a Notice of Termination specifying the extent to which performance of the work is terminated and the date upon which mailto:AccountsPayable@ccboe.com mailto:blugo@ccboe.com

November 2025 13 such termination becomes effective. All finished or unfinished supplies and services provided by the Vendor/Contractor shall at the option of CCPS, become the property of CCPS. CCPS shall pay the Vendor/Contractor fair and equitable compensation for satisfactory performance prior to receipt of Notice of Termination. Upon receipt of a Notice of Termination, the

Vendor/Contractor shall submit to the Purchasing Manager his Termination

Claim.

5.13.3 NON-APPROPRIATION OF FUNDS: This Contract is conditioned upon an annual appropriation made by the CCPS Board of Education of Charles County

Public Schools (Board) of funds sufficient to pay the compensation due the

Vendor/Contractor under this Contract. If such an appropriation is not made in any fiscal year and the CCPS lacks funds from other sources to pay the compensation due under this Contract, the CCPS will be entitled to terminate this Contract at the beginning of or during such fiscal year. In that event, the

CCPS will not be obligated to make any payments under this Contract beyond the amount properly appropriated for Contract payments in the immediate prior fiscal year. The CCPS will provide the Vendor/Contractor written notice of termination of this Contract due to the non-appropriation of funds at least fifteen (15) calendar days before the effective date of the termination.

However, CCPS’ failure to provide such notice will not extend this Contract into a fiscal year in which funds for Contract payments have not been appropriated.

5.14 EQUAL EMPLOYMENT OPPORTUNITY REQUIREMENTS

The Charles County public school system does not discriminate based on race, color, religion, national origin, sex, sexual orientation, gender identity, age or disability in its programs, activities, or employment practices. For inquiries, please contact

Michael Blanchard, PsyD, Title IX/ADA/Section 504 Coordinator (students) or Nikial

M. Majors, Title IX/ADA/Section 504 coordinator (employees/ adults), at Charles

County Public Schools, Jesse L. Starkey Administration Building, P.O. Box 2770, La

Plata, MD 20646; 301-932-6610/301-870-3814. For special accommodations call

301-934-7230 or TDD 1-800-735-2258 two weeks prior to the event.

5.15 FEDERAL, STATE AND LOCAL LICENSES AND PERMITS

The Vendor/Contractor shall comply with all federal, state, and local laws, rules, and regulations on licenses and permits.

5.16 TRADE SECRETS OR PROPRIETARY INFORMATION

It is the Vendor/Contractor’s responsibility to identify data or materials submitted that are proprietary in nature and mark it so accordingly.

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5.17 OFFEROR/PROPOSER BEARS PROPOSAL COSTS

The Offeror/Proposer shall be responsible for all costs incurred by it or others acting on its behalf in preparing or submitting a proposal, or otherwise responding to the

RFP, or any negotiations incidental to its proposal or the RFP.

5.18 MODIFICATIONS/WITHDRAWAL OF PROPOSALS

An Offeror/Proposer may modify or withdraw a proposal at any time prior to the closing date and time of this RFP. All modifications or withdrawals must be in writing and must be executed by a person with authority to bind the Offeror/Proposer.

5.19 PUBLIC INFORMATION NOTICE

Vendors/Contractors should give specific attention to the identification of those portions of their proposals which they deem to be confidential or to contain proprietary information or trade secrets. Vendors/Contractors should provide justification why such material, upon request, should not be disclosed by CCPS under the Maryland

Public Information Act, State Government Article, Title 10, Subtitle 6, of the

Annotated Code of Maryland.

5.20 DURATION OF PROPOSAL

Proposals shall be binding for one hundred-twenty (120) days following the proposal closing date. This period may be extended by mutual written agreement between CCPS and the Offeror/Proposer. Anticipation is that notification of the proposal’s acceptance will be made according to the dates set within this document.

After the issuance of a contract, all prices, and terms and conditions shall remain unchanged throughout the contract period, unless, specifically agreed to otherwise by both CCPS and the Vendor/Contractor.

5.21 INDEMNIFICATION

To the fullest extent permitted by law, the Vendor/Contractor shall indemnify and hold harmless CCPS and its agents, employees, and representatives from and against all claims, damages, losses, penalties, liabilities, fees (including reasonable attorney fees), and expenses resulting from or arising out of any material breach, of the performance of the Work, warranties, and covenants of the Offeror/Proposer contained in the Contract(s) Documents; or from any injuries to persons or property caused by the negligence or alleged negligence of the Vendor/Contractor or its subcontractors, employees, or authorized representatives or in any other manner arising out of the performance of this Contract. This indemnification shall continue in full force and effect until the Vendor/Contractor completes all Work required under the Contract(s), except that indemnification shall continue for all claims involving products or completed operations after final acceptance of the Work by this RFP.

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5.22 RIDER CLAUSE

The Offeror/Proposer is advised that in addition to the Rider Clause (Attachment V), the issued Contract(s) may be extended, with the authorization of the Offeror/

Proposer, to all State, County, local agencies, colleges and school districts in the State of Maryland, as well as other agencies, not specifically listed herein. The

Vendor/Contractor must deal directly with each jurisdiction concerning, issuance of purchase orders, contractual disputes, invoicing, and payment. CCPS assumes no obligation on behalf of any of these organizations. Failure to extend a contract to any listed or unlisted jurisdiction will have no effect on the consideration of your proposal.

5.23 MULTIPLE PROPOSALS

Vendors/Contractors may not submit more than one proposal.

5.24 TAX-EXEMPT

CCPS is exempt from all federal excise and state sales taxes. The proposal price must be net, exclusive of taxes.

5.25 ACCEPTANCE

Prior to any payment, all Work, delivered or performed under this RFP, is subject to final inspection and acceptance by CCPS.

5.26 WARRANTY

When applicable, the Vendor/Contractor warrants that the services furnished under this RFP will be free from defect not inherent in the quality required or permitted, and that the work will conform to the local, state, and federal requirements for Flexible

Spending Account-Third Party Administrator services required in this RFP. Work not conforming to these requirements, including substitutions not properly approved and authorized, will be considered defective and shall be returned to the

Vendor/Contractor for refund/ replacement at the expense of the Vendor/Contractor.

Warranty period shall be one (1) year after acceptance by CCPS.

5.27 BUY AMERICAN REQUIREMENT (if applicable)

5.27.1 The National School Lunch Act (NSLA) mandates that school districts use federal funds to purchase only food produced in the United States.

Accordingly, products supplied by the successful respondent must be a domestic food commodity or a domestic food product, as these terms are defined within NSLA regulations. Exceptions for products such as bananas will be requested from the Maryland State Department of Education for an annual term. Other exceptions must be documented on an as‐needed basis.

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Documentation for all requests should be on letterhead with the details for the exception, such as availability or cost.

5.27.2 A domestic food commodity is an agricultural commodity (for example, red meat, chicken, fruit, vegetable, or grain) that is produced in the United States.

A domestic food product as defined by federal regulations is a product processed in the United States “substantially” using domestic agricultural commodities. “Substantially” means that over 51 percent (51%) of the processed food comes from American‐produced products.

5.28 RFP PROTEST

An Offeror/Proposer may protest an award. The protest shall be filed with the

Purchasing Department by submitting a protest in writing to Nelson E. Sample, CPPO, Purchasing Manager, either by mail at P.O. Box 2770, La Plata, Maryland 20646, or in person at 5980 Radio Station Road, 2nd Floor, La Plata, Maryland 20646. The protest must be received by the close of business on the seventh (7th) business day after the award. Protests shall include the RFP number, the basis of the protest, the relief sought and whether the protester wishes to have a conference with respect to the protest.

5.29 REGISTERED SEX OFFENDERS

In accordance with the State of Maryland's Criminal Procedure Article, Section 11-

722, House Bill 642, and Senate Bill 508, Vendors/Contractors or subcontractors who enter into a contract with a local board of education, may not knowingly employ, assign, or retain an individual to perform Work, deliveries, or visiting Properties, if the individual is a registered sex offender with a conviction of fourth-degree sexual offense and third-degree sexual offense. Offenses committed in another state that would constitute a third-or fourth-degree sexual offense if committed in this state apply. Therefore, in contract awards between CCPS and Vendors/Contractors and their subcontractors at every tier, employing an individual registered sex offender to work at a school is strictly prohibited. This provision applies to all individuals that may be performing Work and/or deliveries on or visiting the Properties for business purposes.

The Bill also requires Vendors/Contractors and subcontractors in specific facilities who have direct, unsupervised, and uncontrolled access to children to submit a criminal history records check.

It shall be the responsibility of all Vendors/Contractors submitting a bid or offer to

CCPS to comply with this provision. If a Vendor/Contractor is found to have violated this provision after an award by CCPS, the Contract may be immediately terminated at CCPS’ sole option, and that Vendor/Contractor may be liable to CCPS for all re-procurement costs, including, but not limited to, liquidated damages, and may be debarred from bidding/proposing on future CCPS requirements.

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In addition, effective July 1, 2019, Md. Code, Educ., 6-113.2 (concerning child sexual abuse and sexual misconduct prevention) the following shall apply:

This law applies to entities that contract with a county board of education to provide a service to a school or the students at a school. The law requires that, prior to hiring an individual to work in a public school or with public school students, the contracting entity must request information from the individual and the individual’s previous employers using state-mandated forms as to whether the individual has ever been disciplined for allegations of “child sexual abuse” or “sexual misconduct. or “crime of violence” Please contact the CCPS Procurement Manager at (301) 934-7340 for details, or visit the state’s web site at http://www.marylandpublicschools.org/about/Pages/DEE/index.aspx

5.30 Local School Systems – Equivalent Access Standards – Digital Tools (Equivalent and Nonvisual Access Accountability Act For K–12 Education) – SB 617

In accordance with the State of Maryland's Education Article, Section 7-910, and

Senate Bill 617, effective July 1, 2022, digital tools developed or purchased by CCPS shall require equivalent access for students with disabilities, including blindness, in accordance with the technical standards for electronic and information technology issued under subsection (a)(2) of Section 508 of the federal Rehabilitation Act of 1973, 29 U.S.C. § 794d(a)(2) or any other widely accepted or and freely available technical standard.

If CCPS finds that a digital tool fails to meet the equivalent access standards including nonvisual access, within 18 months after development or purchase of the digital tool, CCPS shall send a written notice to the Vendor/Contractor of the Vendor/Contractor’s failure to comply with the equivalent access standards required under the Contract.

Upon receipt of notice from CCPS, the Vendor/Contractor, at the Vendor/Contractor’s expense, shall modify the digital tool to meet the required equivalent access standards within a timeframe agreed on by CCPS and the Vendor/Contractor.

A Vendor/Contractor that fails to meet the equivalent access standards shall:

i. be subject to a civil penalty of:

(a) a fine not exceeding $5,000 for a first offense; or

(b) be subject to a fine not exceeding $10,000, for a Subsequent offense.

ii. Indemnify CCPS for liability resulting from the use of a digital tool that fails to meet the equivalent access standards, including nonvisual access.

Please contact CCPS Procurement Manager at 301/934-7340 for details, or visit the State’s web site at:

https://mgaleg.maryland.gov/2022RS/chapters_noln/Ch_215_sb0617E.pdf http://www.marylandpublicschools.org/about/Pages/DEE/index.aspx https://mgaleg.maryland.gov/2022RS/chapters_noln/Ch_215_sb0617E.pdf

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5.31 eMARYLAND MARKETPLACE ADVANTAGE (eMMA)

Maryland State Law requires CCPS to publish notices of procurements and/or procurement awards on eMaryland Marketplace Advantage (eMMA). The requirement extends only to contracts procured through competitive sealed bidding, competitive sealed proposals, non-competitive negotiations and to procurements whose value equals or exceeds that for State contracts that must be published on eMMA. Offerors/Proposers must be registered as a Vendor/Contractor with eMMA at https://procurement.maryland.gov/ to receive solicitation information. If you require assistance, contact the help desk at emma.helpdesk@maryland.gov or call

(410) 767-1492.

5.32 FORCE MAJEURE

Except for defaults of subcontractors at any tier, the Vendor/Contractor shall not be liable for any excess costs of failure to perform if the failure to perform this contract arises from causes beyond the control and without the fault or negligence of the

Vendor/Contractor. Excusable causes include, but are not limited to, acts of God or of the public enemy and acts of the federal or state government in either their sovereign or contractual capacities. If the failure to perform is caused by the default of a subcontractor at any tier, and if the cause of the default is beyond the control of both the Vendor/Contractor and the subcontractor, and without the fault of negligence of either, the Vendor/Contractor shall not be liable for any excess costs for failure to perform, unless the subcontracted goods or services were obtainable from other sources in sufficient time for the Vendor/Contractor to meet the required time(s) for performance.

VI. REQUIRED FORMAT AND CONTENT OF PROPOSAL

This section outlines the information that must be provided by the Vendor/Contractor when responding to this solicitation. Any proposal not providing the required information, nor not conforming to the format specified, may be disqualified.

Proposals must demonstrate an understanding of the scope of work and the ability to accomplish the tasks set forth and must include information that will enable CCPS to determine the Vendor/Contractor’s overall qualifications. Each proposal shall also include any other information that the Vendor/Contractor feels is significant in making an informed decision relative to the proposal.

Any exceptions to the specification or any other special considerations or condition request or required by the Vendor/Contractor shall be enumerated by the Vendor/Contractor and shall be submitted as part of its proposal; together with any explanation as to the reason the specifications cannot be met. Each Vendor/Contractor shall be required and expected to meet the specifications in their entirety, except to the extent exceptions are expressly noted in its proposal.

mailto:emma.helpdesk@maryland.gov

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In order to conduct a uniform review process, proposals must be submitted in the format set forth below. (Offerors/Proposers’ signatures must be affixed to all attachments or items where indicated). Failure to follow this format may be cause for rejection of a proposal because adherence to this format is critical to the evaluation process.

6.1 Title Page

The title page should reflect the RFP name and number, name of the firm, firm’s contact person, his/her address, telephone, mobile, and fax numbers, email address, and the date of preparation.

6.2 Table of Contents

The Table of Contents must indicate the material included in the proposal by section and page number. An Offeror/Proposer’s Table of Contents should mirror this section of the RFP and must include all the items set forth in items 6.1 through 6.11 of this section of the RFP.

6.3 Letter of Transmittal (Please limit to three (3) pages).

A letter of transmittal must be prepared on the Offeror/Proposer’s letterhead and submitted with authorized signature. The letter should be a brief narrative highlighting the proposal, contain reasons why your company should be selected, and be aimed at non-technical personnel. The letter of transmittal must be submitted with the

Vendor/Contractor’s proposal. Do not include pricing.

The letter must include:

6.3.1 A statement of the Offeror/Proposer’s understanding of the Work required by the RFP and specifications, included herein.

6.3.2 The names of the person authorized to make representations on behalf of the

Offeror/Proposer (include titles, mailing and email addresses, telephone, mobile, and facsimile numbers). Also, please provide the name(s), addresses

(mail and email), telephone and mobile numbers of personnel regarded as district supervisors and/or district managers who will oversee the CCPS account.

6.3.3 State whether the Offeror/Proposer is a local, regional, national, or international firm.

6.3.4 State how long the business has been in business under the present name and structure. Provide any other names under which the firm has done business and the dates it operated under each name and the locations at which it operated under each name. State the number of years the company has been in existence in any form. Give a brief history, if needed, concerning any changes in company identity.

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6.3.5 State how your firm is organized and provide an organizational chart describing the company’s managerial/supervisory support systems. The chart shall identify all support systems to be used in the completion of the Work required by the RFP, and how they inter-relate and support the field operations.

6.4 Financial

CCPS may request copies of the firm’s independently audited financial statements from the last two years (to be submitted by request only).

6.5 References/Experience

6.5.1 Provide a description of comparable products/services performed by the

Vendor/Contractor during the most recent five (5) year period similar in scope to the services in this RFP, with emphasis on the office that would be assigned to support CCPS. To the extent possible, include work for clients, or local and/or state governments. State the number of offices and the number of employees located in the State of Maryland.

6.5.2 If the Vendor/Contractor has provided products/services comparable to those specified in this RFP, please provide a minimum of three (3) references. For each reference, please provide:

6.5.2.1 Complete business address.

6.5.2.2 The name, job title, the mobile and office numbers and email address of a contact individual who can attest to the Vendor/Contractor’s ability to perform the services in this RFP.

6.5.2.3 The Contract under which the services provided to the reference including the scope of services provided under the contract and the length of the contract.

6.6 Personnel

6.6.1 Identify all full-time and part-time staff assigned to work directly on this project in the event of an award to your firm; and

6.6.2 Provide the qualifications, education, work experience, as well as a narrative description of work responsibilities for individual(s) that will work on this project. Indicate the primary point(s) of contact, job titles, including addresses

(mail and email), and telephone and mobile numbers.

Note: Offeror/Proposers’ evaluations will be based on the experience and qualifications of their entire stated team, no changes in team composition shall be allowed without prior written approval of CCPS. Failure to notify CCPS of change(s) in team composition may be cause for termination of contract.

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6.7 Statement of Qualifications

6.8 Consulting Services

6.9 Technical Proposal Instructions

Offeror/Proposer must submit the Technical Proposal in a separate binder containing the following information. This information will be considered the minimum content of the Proposal. Offerors/Proposers should arrange Proposal's contents in the same order and identified with headings as presented, herein:

6.9.1 Organize your proposed solution to follow the order of information stated in this section. Explain precisely what is required to perform the requirements of this RFP.

6.9.2 Describe the range of activities necessary to perform the required Work.

6.9.3 Describe how your firm’s technical and support resources will be deployed to ensure an acceptable level of contract performance.

6.9.4 Training – Address any necessary training, if any.

6.9.5 Customer Support – Address all necessary customer support.

6.9.6 Describe Offeror/Proposer’s customer service/problem resolution process and correction plan for errors. Include your hours of operation and provide contract phone and mobile number(s) and email address(es) for immediate contact with the primary contact(s) source.

6.9.7 Describe Offeror/Proposer’s contract implementation/customer transition plan.

6.10 Additional Services

Please include under this heading all additional services offered by your firm/company and their related prices. Information not specifically requested by the foregoing sections that is essential to your proposal, may be presented in this section. If there is no additional information to present, state in this section, "There is no additional information we wish to present." However, suggestion of additional information, include any additional information or special qualifications your organization may feel is pertinent to your Proposal. Please note that this information may or may not be used as part of the evaluation selection process.

6.11 Price –Provide the proposed price to comply with all the requirements of this RFP

(see Attachment III for Pricing Table). Pricing shall be submitted in a separate envelope marked “RFP # SBMH-2526, “School-Based Mental Health Services

Program”.

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VII. EVALUATION PROCESS

7.1 After review of the proposals, a CCPS evaluation/selection committee will recommend the highest ranked Vendor/Contractor(s) for award. CCPS may request oral interviews from the highest ranked Vendor/Contractor(s) with the committee. CCPS may negotiate with the selected Vendor/Contractor to create a contract for approval by

CCPS. If CCPS is unable to reach acceptable terms with the highest ranked

Vendor/Contractor, CCPS may seek to reach acceptable terms with the next highest ranked Vendor/Contractor, as needed.

7.2 The following evaluation criteria are used in the evaluation/selection process and listed in descending order of importance. Total points value is 100:

7.2.1 Program Quality-Qualifications,…