RFP91221EC.pdf

UNIVERSITY OF MARYLAND

BALTIMORE

COMPETITIVE SEALED PROPOSALS

REQUEST FOR PROPOSAL (RFP)

FOR

MEDICAID AND PRIVATE INSURANCE CONSULTATION SERVICES FOR SCHOOL-BASED

COMMUNITY PROVIDERS

Issued: Mon., 8/3/2026 Deadline for Questions: Fri., 8/7/2026 @ 5:00PM Due Date for Proposals: Mon., 8/17/2026 @ 5:00PM

Issued by: University of Maryland, Baltimore

Strategic Sourcing and Acquisition Services Saratoga Street Offices Level 02 Room # 02-100 220 Arch Street Baltimore, MD 21201-1531 Attn: Elle Crestborn 410-706-2094

Deliver to: All proposals shall be submitted via eMaryland Marketplace Advantage (eMMA):

https://emma.maryland.gov Solicitation# BPM058205

Pre-Proposal Conference: N/A

SPECIAL ACCESS: Anyone requiring special assistance in obtaining a copy of the solicitation, in attending a pre-proposal conference or in delivering a proposal are requested to contact the Buyer listed above at least 48 hours in advance.

University of Maryland, Baltimore | RFP91221EC

TABLE OF CONTENTS

SECTION I: SUMMARY INFORMATION (Page 1)

SECTION II: GENERAL INFORMATION FOR VENDORS (Page 5)

SECTION III: TECHNICAL & SPECIFICATIONS (Page 10)

SECTION IV: EVALUATION AND SELECTION PROCEDURES (Page 13)

SECTION V: INFORMATION REQUIRED IN VENDOR PROPOSALS (Page 15)

SECTION VI: APPENDICES AND ATTACHMENTS (Page 17)

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Medicaid and Private Insurance Consultation Services, 1-Year Term

SECTION I: SUMMARY INFORMATION

A. SUMMARY STATEMENT

The University of Maryland, Baltimore (herein called the “University” or “UMB”) intends to contract with a consultant with expertise in Medicaid and private insurance billing expertise to support community behavioral health providers working in or linked to public K-12 schools.

B. ISSUING OFFICE

Elle Crestborn University of Maryland, Baltimore Strategic Sourcing and Acquisition Services Saratoga Street Offices Level 02 Room 02-100 220 Arch Street Baltimore, Maryland 21201-1531

(410) 706-2094 ebermont@umaryland.edu

The sole point of contact in the University for purposes of this RFP is the issuing office.

Any questions with regard to any aspect of this proposal must be directed to Elle Crestborn in writing.

C. QUESTIONS AND INQUIRIES

Questions and inquiries should be directed to the individual referenced with the Issuing Office above. All such questions and inquiries must be received by 5:00pm on Fri., 8/7/2026. Questions and Answers will be posted on eMMA under Solicitation# BPM058205.

D. DELIVERY OF PROPOSALS

a. All proposals shall be submitted via eMaryland Marketplace Advantage (eMMA):

https://emma.maryland.gov/ under Solicitation# BPM058205 .

b. eMMA will not accept submissions after the date and exact time stated in this RFP. The date and time of submission is determined by the date and time of arrival in eMMA. It is the Offeror’s sole responsibility to allow enough time to submit in a timely manner.

mailto:ebermont@umaryland.edu https://emma.maryland.gov/

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c. By providing the Proposal to the University, the Offeror grants the University the unlimited right to generate additional electronic and/or paper copies for distribution solely for the purpose of evaluation and review.

E. PROPOSAL CLOSING DATE

In order to be considered, each Proposal must be submitted by 5:00pm on Mon., 8/17/2026.

F. eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The RFP, Conference summary and attendance sheet (if applicable), Offerors’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA. In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

G. PRE-PROPOSAL CONFERENCE

A Pre-Proposal Conference will not be held in conjunction with this RFP.

H. DURATION OF PROPOSAL OFFER

Proposals are to be held valid for 90 days following the closing date for this RFP. This period may be extended by mutual agreement between the vendor and the University.

I. TERM OF CONTRACT

The contract shall be for a period of one (1) year; tentative start date Thurs., 9/17/2026.

There shall be no option(s) for future renewal.

J. EVALUATION OF OFFERS

A contract award will be made to the responsible offeror(s) whose proposal best meets the needs of the University as determined by the Procurement Officer. All proposals will be evaluated by a University evaluation committee. After considering the factors set forth in this RFP, the committee will make recommendations for the award of the contract to the vendor(s) whose proposal is/are determined to be the most advantageous to the University.

K. PROPOSAL ACCEPTANCE

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

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The University reserves the right to accept or reject any and all proposals, in whole or in part, received as a result of this RFP, to waive minor irregularities, to negotiate in any manner necessary to best serve the interest of the University. Further, the University reserves the right to make a whole award, multiple awards, a partial award or no award at all. Offerors judged by the procurement officer not to be responsible or offerors whose proposals are classified as not reasonably susceptible of being selected for award shall be so notified. The University reserves the right to increase or decrease the quantities of any materials, equipment, supplies or services.

L. FORMATION OF AGREEMENT/CONTRACT OR ISSUANCE OF PURCHASE

ORDER

The Contract to be entered into as a result of this RFP (the “Contract”) shall be by and between the offeror as contractor and the University in the form of a University Purchase Order and shall contain the provisions included herein as Appendix A (Schedule B) or Appendix C (Service Contract) as well as any additional terms required by the University of Maryland, Baltimore or the State of Maryland. By submitting an offer, the Contractor warrants that they have reviewed Appendix C (Services) and/or Appendix A (Commodities) and will execute a contract on that form upon request by University of Maryland, Baltimore.

M. PROPOSAL AFFIDAVIT AND CERTIFICATIONS

State procurement regulations require that proposals contain certifications regarding non-collusion, debarment, cost and price, etc. The affidavit form, which should be completed by all respondents and returned with their respective responses, is included as Appendix B of the RFP.

N. COOPERATIVE PURCHASING & USE OF CONTRACT BY OTHER

ENTITIES

Pursuant to University System of Maryland’s Procurement Policies & Procedures, Section V, subsections G & H, the pricing, terms and conditions of any contract that results from this RFP may be made available to any public body, public or private health or educational institution, or any University-related foundation if authorized by the supplier.

All purchases under this contract by any entity which is not a unit or agency of the State of Maryland (1) shall constitute a purchase or contract between the Contractor and that entity only, (2) shall not constitute a purchase or contract of the State of Maryland, (3) shall not be binding or enforceable against the State of Maryland or any of its units or agencies, and (4) may be subject to other terms and conditions agreed to by the Contractor and the purchases. Contractor bears the risk of determining whether or not any entity from which the Contractor receives an order under the Contract is a unit or agency of the State of Maryland such that the contract may be enforced against the State of Maryland.

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O. PAYMENTS BY ELECTRONIC FUNDS TRANSFER

By submitting a proposal in response to this solicitation, the Offeror, if selected for award:

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Offeror shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption. The COT/GAD X-10 form may be downloaded from the Comptroller’s website at: https://marylandcomptroller.jotform.com/team/public/GADX10.

https://marylandcomptroller.jotform.com/team/public/GADX10

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MEDICAID AND PRIVATE INSURANCE CONSULTATION SERVICES

SECTION II: GENERAL INFORMATION FOR VENDORS

A. PURPOSE

The overall purpose of this RFP is to provide information to vendors interested in preparing and submitting proposals to meet the requirements for Medicaid and Private Insurance Consultation Services for School-Based Community Partners described herein. Proposals will be received for the items/services specified herein or attached hereto under the terms, conditions and general specifications of this proposal.

B. GENERAL INFORMATION FOR VENDORS

1. Proposals must be made in the official name of the firm or individual under whom business is conducted (showing official business address) and must be signed by a duly authorized person.

2. Each offeror must furnish all information required by the proposal request. Erasures or other changes must be initialed by the person signing the proposal. Proposals signed by an agent of the corporation must be accompanied by evidence of their authority.

3. This Request for Proposals creates no obligation on the part of the University to award the contract or to compensate offerors for proposal preparation expenses.

4. The University reserves the right to award a contract based upon the proposals received without further negotiations. Vendors should therefore not rely on having a chance during negotiations to change their offer.

5. Before the award of a contract, University of Maryland, Baltimore may require the offeror to submit evidence of any information related to the financial, technical, and other qualifications and abilities of the offeror.

C. ADDENDA / AMENDMENT TO THE RFP

If it becomes necessary to revise any part of the RFP, addenda/amendments will be posted on eMMA under Solicitation# BPM058205. It remains the responsibility of prospective Offerors to check eMMA frequently until the proposal due date for any addenda/amendments issued prior to the submission of Proposals. Addenda/amendments 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.

An acknowledgement of the receipt of all amendments and addenda issued before the proposal due date shall be required from all vendors submitting a proposal (Appendix H).

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D. CANCELLATION OF THE RFP

Per Section VI of USM Procurement Policies and Procedures, the University may cancel this RFP, in whole or in part, at any time.

E. ORAL PRESENTATION

Vendors who submit proposals may be required to make individual presentations to University representatives in order to clarify their proposals.

F. INCURRED EXPENSES

The University will not be responsible for any costs incurred by any vendor in preparing and submitting a proposal, delivery of or return of representative samples (if applicable).

G. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward, concise description of the vendor’s offer to meet the requirements of the RFP.

H. ACCEPTANCE OF TERMS AND CONDITIONS

By submitting a proposal in response to this RFP, the firm accepts the terms and conditions set forth in this RFP.

I. PROCUREMENT REGULATIONS

This RFP and any resulting contract shall be governed by the USM Procurement Policies and Procedures.

J. MULTIPLE PROPOSALS

Vendors may not submit more than one proposal.

K. ALTERNATE SOLUTION PROPOSALS

Vendors may not submit an alternate to the solution given in this RFP.

L. CONTRACTOR RESPONSIBILITIES

The University shall enter into a contract agreement with the selected offeror (s) only.

The selected contractor(s) shall be responsible for all products and/or services required

University of Maryland, Baltimore | RFP91221EC 7 by this RFP. Subcontractors, if any, shall be identified and a complete description of their role relative to the proposal shall be included. The University’s intent is not to direct the use of any particular subcontractor, however, the contractor will not subcontract with any such proposed person or entity to whom the University has a reasonable objection. Notification of such objection will be made by the University to the contractor who must resolve within 15 days of notification. The contractor shall be fully responsible for the acts and omissions of its subcontractors and of persons directly or indirectly employed by them.

M. PUBLIC INFORMATION ACT

Offerors must specifically identify those portions of their proposals, if any, which they deem to contain confidential, proprietary information or trade secrets and must provide justification why such material should not, upon request, be disclosed by the University under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4.

Offerors must clearly indicate each and every section that is deemed to be confidential, proprietary or a trade secret (it IS NOT sufficient to preface your proposal with a proprietary statement declaring the entire proposal proprietary and confidential). This confidential and/or proprietary information must also be identified by page number and placed in the Transmittal Letter with the Proposal.

N. MINORITY BUSINESS ENTERPRISE NOTICES

Minority Business Enterprises (MBE) are encouraged to respond to this solicitation notice.

This solicitation does not have an MBE participation goal.

O. ARREARAGES

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

P. TAXES

The University of Maryland, Baltimore is exempt from Federal Excise Taxes, Maryland Sales and Use Taxes, and the District of Columbia Sales Taxes and Transportation Taxes, except as noted in applicable sections of COMAR. Exemption Certificates shall be provided upon request. Where a Contractor is required to furnish

University of Maryland, Baltimore | RFP91221EC 8 and install material in the construction or improvement of real property in performance of a contract, Contractor shall pay the Maryland Sales tax and the exemption does not apply.

Q. RFP RESPONSE MATERIALS

All written materials submitted in response to this RFP become the property of the University and may be appended to any formal documentation, which would further define or expand the contractual relationship between the University and the successful vendor(s).

R. DEBRIEFING OF UNSUCCESSFUL OFFERORS

Unsuccessful proposers may request a debriefing. If the proposer chooses to do so, the request must be submitted in writing to the Procurement Officer within ten days after the proposer knew, or should have known its proposal was unsuccessful.

Debriefings shall be limited to discussion of the specific proposer’s proposal only and not include a discussion of a competing offeror’s proposal. Debriefings shall be conducted at the earliest feasible time.

The debriefing may include information on areas in which the unsuccessful proposer’s proposal was deemed weak or insufficient. The debriefing may NOT include discussion or dissemination of the thoughts, notes or ranking from an individual evaluation committee member. A summarization of the procurement officer’s rationale for the selection may be given.

S. MARYLAND PUBLIC ETHICS LAW, TITLE 5

The Maryland Public Ethics Law prohibits, among other things: State employees or officials (and in some cases, former employees) and businesses in which such an individual is employed or holds a financial interest from (i) submitting a bid or proposal, (ii) negotiating a contract, and (iii) entering into a contract with the governmental unit with which the individual is affiliated per §5-502 of the Maryland Public Ethics Law, Title 5, General Provisions Article, Annotated Code of Maryland.

If the offeror has any questions concerning application of the State Ethics law to the offeror’s participation in this procurement, it is incumbent upon the offeror to seek advice from the State Ethics Commission; Office of the Executive Director, 9 State Circle, Suite 200, Annapolis, MD 21401, 410-974-2068 or toll free 1-877-669-6085.

The procurement officer may refer any issue raised by a proposal to the State Ethics Commission. The procurement officer may require the offeror to obtain advice from the State Ethics Commission and may reject a proposal that would result in a violation of the Ethics Law.

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The resulting contract is cancelable in the event of a violation of the Maryland Public Ethics Law by the vendor or any State of Maryland employee in connection with this procurement.

T. HIPAA

Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-

191. ("HIPAA") and Maryland Confidentiality of Medical Records Act (Annotated Code of Maryland, Health – General Article '4-301 et seq. ("the Act"). Contractor acknowledges that the University of Maryland Baltimore is a HIPAA hybrid covered entity. Contractor agrees that Contractor's access to and use of protected health information (as that term is defined by HIPAA), if any, under this Agreement will be conducted in accordance with the requirements of the Act and HIPAA, including the terms of a HIPAA Business Associate Agreement if so required by UMB. Such Business Associate Agreement is either attached hereto as Schedule H or Contractor shall promptly execute such Business Associate Agreement upon the University's request. Contractor shall also cause any subcontractor, agent, or party under Contractor's direction or control that is participating in this Agreement to promptly execute a standard HIPAA Business Associate Agreement if so requested by UMB.

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SECTION III

TECHNICAL REQUIREMENTS & SPECIFICATIONS

A. BACKGROUND

The University of Maryland, Baltimore is a public institution with the multiple missions of education, research and service. The 65-acre complex is located in downtown Baltimore, a city that has become a model for urban rebirth and vitality.

The UMB complex has over 8,200 employees and approximately 6,700 students enrolled in seven professional schools: School of Dentistry, School of Law, School of Medicine, School of Nursing, School of Pharmacy, School of Social Work and Community Planning and the Graduate School.

B. SCOPE OF PROJECT

The National Center for School Mental Health is seeking a consultant with expertise in Medicaid and private insurance billing for school-based community partners. The initiative is overseen by the Maryland Consortium on Coordinated Community Supports, a 25-person entity comprising representatives from the state and local departments of education, health, human services, juvenile services, legislators, and other stakeholders in education and behavioral health.

The Consortium’s primary role is to guide the development and implementation of Coordinated Community Support Partnerships. At full implementation, these geographically based Community Supports Partnerships will consist of:

Community-based service providers who provide behavioral health and related services and supports to students and their families, and

Regional hubs that coordinate service providers, act as a fiduciary, and collect and report data

A key objective of this initiative is to ensure long-term sustainability by maximizing Medicaid and private insurance reimbursement for community behavioral health providers working in or linked to public K-12 schools. As such, this consultant will support Consortium-funded service provider grantees to help them implement and optimize fee-for-service billing. The consultant will play a key role in achieving this by assisting Consortium-funded service providers in becoming an eligible provider entity for fee-for-service; implementing and optimizing billing practices; navigating reimbursement protocols for behavioral health services while ensuring compliance with state and federal regulations; identifying and maximizing billable opportunities;

and providing ongoing support to enhance operational efficiencies. Additionally, the consultant will contribute to statewide efforts by helping inform broader policy and implementation strategies.

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Maryland-based consultants preferred.

C. OFFEROR MINIMUM QUALIFICATIONS

At least 5 years of experience related to Medicaid and private insurance consultation, including for community providers offering school-based and/or school-linked services.

D. SPECIFICATIONS:

The following provides specifications and characteristics of the services and provider.

Vendors are asked to reply to each specification addressed with completeness and accuracy. Vendors are not to reply with YES or NO answers only.

All materials, equipment, supplies or services shall conform to all applicable Federal and State laws and regulations and to the specifications contained in the solicitation.

Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in a specification are for information and not intended to limit competition.

The Offeror should submit a comprehensive narrative describing its approach to providing consulting services to the Consortium. The following technical assistance support services will be provided under this contract:

a) Assist Consortium grantees with becoming Medicaid and commercial insurance approved providers.

b) Provide technical assistance through 1:1 meetings, and small and large group presentations, email communications, and fact sheets specific to billing documentation, coding, compliance, and claim submission for behavioral health services.

c) Help grantees align their services with reimbursable categories, maximizing billing opportunities and ensuring compliance.

d) Troubleshoot billing issues, such as denied claims, insufficient documentation, and reimbursement delays.

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e) Stay informed on relevant fee-for-service policy updates (particularly as it relates to HR1), specifically for behavioral and mental health services, and proactively communicate changes with Consortium leadership and service providers. Availability required for monthly in person meetings/presentations.

f) Assist Consortium staff with establishing methods for analyzing Medicaid revenues attained and measuring grantee billing.

E. DOCUMENTATION

Company Profile – Appendix E Company Contract Experience / Reference Form – Appendix F Key Personnel – Appendix G

F. PERIOD FOR ACCEPTANCE

The selected vendor must agree to an acceptance trial period of performance of NOT LESS THAN ninety (90) consecutive calendar days. The period will begin on the first full 24-hour workday after vendor and the University agree and declare the equipment/contract to be operational.

During the ninety-day period, the equipment/vendor must perform at a rate consistent with the performance specifications contained in the selected vendor’s specifications or proposal. Failure to satisfy the “acceptance trial period of performance” may result in specified performance contract termination.

In the event that the selected vendor fails to meet all requirements, the University shall have the right to declare the vendor’s product(s)/service(s) unacceptable and the vendor in default and to terminate all agreements, written or verbal, without penalty or obligation to the University consistent with the provisions of the termination for default clause required in the contract.

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SECTION IV. EVALUATION AND SELECTION PROCEDURES

A. EVALUATION AND SELECTION COMMITTEE

All vendors’ proposals received by the closing deadline will be evaluated. The Procurement Officer shall establish an Evaluation and Selection Committee to review and rate the proposals. The Committee shall be composed of representatives appointed by the Procurement Officer. The Committee may request additional technical assistance from any source.

B. EVALUATION PROCEDURE

Qualifying Proposals – The Committee shall first review each proposal for compliance with Section III.C, Offeror Minimum Qualifications. Failure to comply with any minimum qualification will disqualify a vendor’s proposal. The University reserves the right to waive a minimum qualification when it is in its best interest to do so. Any alternate solution proposal submitted (if permitted by this document) must be complete and will be subject to a full and independent evaluation. In addition, the vendor must assume responsibility for addressing all necessary technical and operational issues in meeting the objectives of the RFP. Each section of the proposal will be scored according to the criteria listed below.

C. TECHNICAL EVALUATION

After determining compliance with the Offeror Minimum Qualifications in this RFP, the Committee shall conduct its evaluation of the technical merit of the proposals in accordance with the Evaluation Criteria.

Minor irregularities in proposals, which are immaterial or inconsequential in nature, may be waived wherever it is determined to be in the University’s best interest.

Based on the selection committee’s initial review of proposals, the Issuing Office may invite, without cost to itself, ranking finalists to make a presentation of their proposal and their capabilities as a further consideration in the selection process. The University reserves the right to make an award with or without negotiation. Only those vendors who are to be reasonably susceptible of being selected for award shall be offered the opportunity to participate in the process.

D. MINIMUM TECHNICAL SCORE

Vendors must achieve a minimum technical score of 80% of the total points available for the technical evaluation in order to be considered for further evaluation. Vendors not achieving this minimum technical score will not move on to the Financial Evaluation.

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E. FINANCIAL EVALUATION

The separate cost volume of each qualified proposal will be distributed to the committee following the completion of the technical evaluation. The committee will determine total costs of the proposals in order to establish a financial ranking of the proposals, from lowest to highest total cost. If a numeric scoring system is used, the lowest total cost will receive 100% of the points awarded to the financial portion with subsequently higher quotes receiving proportionally lower points.

Prompt payment discounts offered for payment within less than 30 calendar days will not be considered in evaluating offers for award. However, offered discounts of less than 30 days will be taken if payment is made within the discount period, even though not considered in the evaluation for award.

F. FINAL RANKING AND SELECTION

If a numeric scoring system is used, the resulting scores from the technical and financial evaluation of proposals will be used as a guide in determining the successful offeror(s). The Evaluation and Selection Committee will choose from among the highest rated proposals which will best serve the interests of the University in accordance with the University System of Maryland Procurement Policies and Procedures in its recommendation of award to the Procurement Officer. Technical merit will be given greater value than cost.

G. CRITERIA FOR TECHNICAL EVALUATION

The criteria that will be used by the committee for the technical evaluation of the proposals for this specific procurement are listed below. Each committee member will score the proposals on each major criterion.

1. Compliance with Specifications: Vendor’s narrative response to SECTION III, D – Specifications (p. 11)

2. References: Vendor’s response to Appendix F (p. 38)

3. Management Summary: The Management Summary should contain a brief synopsis of the needs of the University relative to this RFP and the solution that the vendor is offering through their proposal.

4. Additional Appendices: Vendor’s response to Appendix E – Company Profile

(p. 38) and Appendix G – Key Personnel (p. 40)

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SECTION V. INFORMATION REQUIRED IN VENDOR PROPOSALS

A. TRANSMITTAL LETTER

A transmittal letter shall accompany the Technical Proposal.

A transmittal letter must be prepared on the vendor’s business stationery. The purpose of this letter is to transmit the proposal; therefore, it should be brief.

The letter must be signed by an individual who is authorized to bind the firm to all statements, including services and prices, contained in the proposal.

The Transmittal should include the following:

• Name and address of the Bidder;

• Name, title, email address and telephone number of primary contact for the Bidder;

• Solicitation Title and Solicitation Number that the Bid is in response to;

• Signature, typed name, and title of an individual authorized to commit the Bidder to its Bid;

• Federal Employer Identification Number (FEIN) of the Bidder, or if a single individual, that individual’s Social Security Number;

• Bidder’s MBE certification number (if applicable);

• Any information which is claimed to be confidential is to be noted by reference and included in the Transmittal Letter. Each page that is confidential or proprietary must also be marked.

B. TWO VOLUME SUBMISSION

The selection procedure for this procurement requires that the technical evaluation of the proposals is to be conducted before the cost data are distributed to the Evaluation and Selection Committee. Consequently, each proposal must be submitted as two separate enclosures as indicated below.

Failure to do so may constitute disqualification of a vendor’s proposal.

C. VOLUME I – TECHNICAL

This volume should be prepared in a clear and precise manner. It should address all appropriate points of this RFP except financial information. This volume consists of and must contain the following sections:

1. Management Summary

2. Compliance with RFP Specifications

3. Bid/Proposal Affidavit

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4. Contract Affidavit

5. Appendices E, F, & G

The Management Summary should contain a brief synopsis of the needs of the University relative to this RFP and the solution that the vendor is offering through their proposal.

The Compliance with RFP Specifications is to be prepared in the same sequence as the Specifications section of this RFP. The proposal must be expressly clear as to whether or not the vendor can satisfy each point of the RFP specifications. This section is not to be prepared with YES or NO replies only. The vendor must describe how he will provide the (services/products) specified to satisfy the stated requirements or conditions. NOTE: Financial Condition or Annual Report must be included in this section.

Any other information that may be relevant but does not fall in the above format should be provided as an appendix to this volume. Minor irregularities in the proposals, which are immaterial or inconsequential in nature, may be waived whenever it is determined to be in the best interest of the University.

If company literature or other publications are included and intended to respond to an RFP requirement, the response in this volume should include reference to the document name and page.

Technical volumes containing no such citations will be considered complete and without need to refer to other documents, i.e., the Evaluation and Selection Committee will not be required to refer to any additional documents for the vendor responses to RFP requirements during the evaluation process.

D. VOLUME II – FINANCIAL

This volume must be submitted in an attachment separate and apart from the technical volume. It must contain the following:

Complete price information for all equipment and/or services proposed including any and all discounts.

Proposer shall use the same pricing format required by the University in this RFP (if such a format was specified).

E. SUBMISSION

Vendors must submit the required number of copies of his/her proposal by the closing time and date specified in Section I.E of the RFP.

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SECTION VI: APPENDICES AND ATTACHMENTS

APPENDIX A - Schedule B – Terms and Conditions of Solicitation and Purchase Order Terms and Conditions

APPENDIX B - Bid/Proposal Affidavit

APPENDIX D- Contract Affidavit

APPENDIX E- Company Profile

APPENDIX F- Company Contract Experience / Reference Form

APPENDIX G- Key Personnel

APPENDIX H- Acknowledgement of Receipt of Addenda

APPENDIX I- Price Sheet

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APPENDIX A

SCHEDULE B

University of Maryland, Baltimore

SOLICITATION TERMS & CONDITIONS

Definitions:

a) "Vendor" or "Contractor" means a person, partnership, corporation or other entity submitting an offer in response to a University solicitation.

b) "Offer" means a bid or proposal submitted by a vendor.

c) "UMB" means the University of Maryland, Baltimore or any other component of the University System of Maryland (USM) on behalf of which this procurement is made by UMB.

d) "Contract" an agreement entered into by UMB for the acquisition of supplies, services, construction, architecture services and engineering services.

Terms:

1. Reservation of Rights. This solicitation creates no obligation on the part of UMB. This solicitation may be cancelled at any time prior to opening of offers. UMB reserves the right to increase or decrease the quantities of any materials, equipment, supplies, or services described in the solicitation. Offers may be modified or withdrawn by written notice received prior to the time and date set for opening. UMB reserves the right to accept or reject all offers in whole or in part. The University reserves the right to make awards by item, groups of items, multiple awards, or on an all or none basis as best serves the interests of the University.

2. Pricing. The unit price shall be considered as the offer price, which will be evaluated by UMB. Separate unit prices shall be submitted for each item; extensions shall be indicated where applicable and total offer price shown when requested. Unless otherwise provided in the solicitation, offer prices are irrevocable for a period of 90 days following the date set for offer opening.

3. Specifications; Equivalents. All materials, equipment, supplies, or services shall conform to applicable Federal and State laws and regulations and to the specifications contained in the solicitation. Any manufacturer's names, trades names, brand names, information and/or catalog numbers listed in a specification are for information and are not intended to limit competition. The vendor may offer any brand which meets or exceeds the specification for any item(s). If offers are based on equivalent products, the vendor shall indicate on the offer form the manufacturer's name and product number and shall submit with the offer cuts, sketches, and descriptive literature and/or complete specifications. Reference to literature submitted with a previous offer shall not satisfy this provision. The vendor shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. UMB reserves the right to determine acceptance of any items proposed as equivalent. Offers which do not comply with these requirements are subject to rejection. Offers lacking any written indication of intent to offer an alternate brand shall be received and considered in complete compliance with the specifications as listed on the solicitation form.

4. Samples. UMB reserves the right to request and be furnished samples, at no expense to UMB, prior to or after the award, for the purpose of quality and specification evaluation. Samples shall be returned, upon request, at the vendor's expense. UMB does not guarantee that Samples returned will be in the same condition as when submitted.

5. Vendor's Terms and Conditions. The Purchase Order issued by UMB shall constitute the contract between the parties. A

VENDOR'S PROPOSED TERMS ARE NOT PART OF THE CONTRACT UNLESS SPECIFICALLY ACCEPTED IN WRITING BY THE PROCUREMENT OFFICER. NO OTHER UNIVERSITY EMPLOYEE CAN ACCEPT OR EXECUTE A CONTRACT FORM OR ACCEPT A VENDOR'S TERMS. Any terms and conditions, including any form contracts, which the vendor proposes to use, shall be submitted (a) by the solicitation closing date in the case of a single step procurement or (b) by the closing date for technical offers, in the case of a multi-step procurement. If a vendor does not submit any proposed terms on a timely basis, its offer will be deemed an offer to contract on UMB's terms. If a vendor timely proposes any non-UMB terms or conditions, the vendor must indicate clearly in writing whether or not its offer is contingent upon the acceptance of any or all of the vendor's terms and conditions. UMB may reject any offer made contingent upon University acceptance of a vendor's terms and conditions.

6. Minority Business Enterprise Notice.

a) Minority business enterprises are encouraged to respond to this solicitation

b) Refer to the specifications of the solicitation for identification of Minority Business Enterprise "MBE" participation goal.

7. Public Information Act Notice. Offerors shall give specific attention to the identification of those portions of their responses they deem to be confidential, proprietary information or trade secrets and shall provide justification why such materials, upon request, should not be disclosed by UMB under the Public Information Act, Part III, Title 4, General Provisions Article, Annotated Code of Maryland.

8. Arrearages. By submitting a response to this solicitation, a vendor shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract if selected for contract award.

University of Maryland, Baltimore | RFP91221EC 19

9. Bid/Proposal Affidavit. The attached bid/proposal affidavit shall be completed and submitted by the vendor with the bid or proposal. The terms and conditions of the affidavit will be incorporated into and made a part of any contract resulting from this solicitation.

10. Bid Security. Solicitations for construction contracts reasonably expected by the procurement officer to exceed $100,000 shall require a bid security in an amount equal to at least 5% of the amount of the bid or price proposal. For all other non-construction contracts, refer to the specifications of this solicitation addressing bid security. Absence of any such reference shall mean that no bid security is required. Notwithstanding the above, notice of a bid security is required if a federal law or condition of federal assistance for the contract requires it.

11. Ethics. The Vendor is responsible to assure compliance with the Maryland Public Ethics Law, Title 5, General Provisions Article, Annotated Code of Maryland. The Public Ethics Law prohibits, under certain circumstances, (i) present and former officials and employees of State agencies, or (ii) businesses in which those persons or their close relations hold employment or economic interests, from submitting bids or proposals, negotiating for themselves or others, or entering into contracts with the State. In the event a violation of the Maryland Public Ethics Law occurs in connection with a Vendor's response to this solicitation or a resulting contract award to a Vendor, the University reserves the right to reject the proposal or declare an event of default of the contract awarded to the Vendor. Any Vendor with concerns about compliance with the Maryland Public Ethics Law is encouraged to contact the State Ethics Commission for more information.

12. Rights in Inventions. For the consideration payable under this Contract, Vendor agrees to report any invention arising out of the

Work required by this Contract to UMB. UMB shall have sole right and authority to seek statutory patent protection under United States and foreign patent laws and to enjoy the benefits of ownership of the invention, whether or not the invention was required of the Vendor as part of the performance of Work. Vendor hereby assigns all right, title and interest in and to inventions made in the course of the Work to UMB and agrees to execute and deliver all documents and do any and all things necessary and proper to affect such assignment.

13. Copyrights. For the consideration payable under this Contract, the work product required by this Contract shall be considered a work made for hire within the meaning of that term under the copyright laws of the United States, applicable common law and corresponding laws of other countries. UMB shall have sole right and authority to seek statutory copyright protection and to enjoy the benefits of ownership of the work. The party performing the work hereby assigns all right, title and interest in and to the work to the UMB.

14. Acknowledgement of Addenda. If it becomes necessary to revise any part of the solicitation, addenda will be posted to the eMaryland Marketplace Advantage (eMMA) at https://emma.maryland.gov . It is the responsibility of the bidder to check the website frequently until the opening date for addendums, amendments, and changes. A written acknowledgement of the receipt of all amendments, addenda, and changes issued shall be required from all vendors submitting a bid.

15. Conflict of Interest. An individual or a person that employs an individual who assists the University in the drafting of specifications, an invitation for bids, a request for proposals for a procurement or the selection or award made in response to an invitation for bids or request for proposals may not: (1) submit a bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.

16. Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191. ("HIPAA") and Maryland Confidentiality of

Medical Records Act (Annotated Code of Maryland, Health – General Article '4-301 et seq. ("the Act"). Contractor acknowledges that the University of Maryland Baltimore is a HIPAA hybrid covered entity. Contractor agrees that Contractor's access to and use of protected health information (as that term is defined by HIPAA), if any, under this Agreement will be conducted in accordance with the requirements of the Act and HIPAA, including the terms of a HIPAA Business Associate Agreement if so, required by UMB. Such Business Associate Agreement is either attached hereto as Schedule H or Contractor shall promptly execute such Business Associate Agreement upon the University's request. Contractor shall also cause any subcontractor, agent, or party under Contractor's direction or control that is participating in this Agreement to promptly execute a standard HIPAA Business Associate Agreement if so, requested by UMB.

https://emma.maryland.gov/

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SCHEDULE A

UNIVERSITY OF MARYLAND, BALTIMORE

STANDARD TERMS & CONDITIONS

1. Anti-Bribery. Contractor warrants that neither it nor any of its officer, directors, partners, or employees who are directly involved in obtaining or performing contracts with any public body has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the federal government or has engaged in conduct since July 1, 1977, which would constitute bribery, attempted bribery, or conspiracy to bribe under the laws of any state or the federal government.

2. Compliance with Laws. Contractor hereby represents and warrants that:

a. It is qualified to do business in the State of Maryland (whether a domestic business or a foreign corporation subject to registration under the Corporations and Associations Article of the Maryland Annotated Code) and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;

b. It is not in arrears with respect to the payment of any moneys 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;

c. It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its activities and obligations under this Contract, including but not necessarily limited to: Maryland Building Codes, Americans with Disabilities Act, and the Maryland Occupational Safety and Health Act and related regulations; and

d. 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.

3. Contractor’s Invoices. Contractor shall include its Taxpayer Identification Number on the face of each invoice billed to the University. If a Purchase Order document is issued, the Purchase Order Number must be included.

4. Delivery and Acceptance. Delivery shall be made in accordance with the solicitation specifications. The University, in its sole discretion, may extend the time of performance for excusable delays due to unforeseeable causes beyond Contractor’s control. The University unilaterally may order in writing the suspension, delay, or interruption of performance hereunder. The University reserves the right to test any materials, equipment, supplies, or services delivered to determine if the specifications have been met. Materials shall be delivered FOB to the point or points specified in the bid or proposal, on the date either agreed to in advance or specified in the bid or proposal.

Any material that is defective or fails to meet the terms of the solicitation specifications may be rejected. Rejected materials shall be promptly replaced. If Contractor fails to promptly replace rejected materials, the University reserves the right to purchase replacement materials in the open market. Contractor shall be liable for costs to replace materials incurred by the University which exceed the bid proposal price, including expenses such as, but not necessarily limited to, shipping and delivery, if any.

5. Disputes. Pending resolution of a claim, Contractor shall proceed diligently with the performance of the Contract in accordance with the Procurement Officer’s decision.

6. Drug and Alcohol Free Workplace. Contractor warrants that Contractor shall comply with COMAR 21.11.08 (Drug and Alcohol Free Workplace), and that Contractor shall remain in compliance throughout the term of this Contract.

7. Indemnification. The University shall not assume any obligation to indemnify, hold harmless, or pay attorneys’ fees that may arise from or in any way be associated with the performance or operation of this Contract.

8. Intellectual Property. Contractor agrees to indemnify and save harmless the University, its officers, agents and employees with respect to any claim, action, costs, or judgment for patent infringement, or trademark or copyright violation arising out of purchase of use of materials, supplies, equipment or services covered by this Contract.

9. Modifications and Amendments. This Contract may be amended with the consent of both parties. Amendments may not change significantly the scope of the Contract.

10. Non-Discrimination in Employment. Contractor agrees to (a) not to discriminate in any manner against an employee or applicant for employment because of race, color, religion, creed, age, sex, sexual orientation, general identification, marital status, national origin, ancestry, genetic information or any otherwise unlawful use of characteristics, or disability of a qualified individual with a disability unrelated in nature and extent so as to reasonably preclude the performance of the employment, or the individual’s refusal to submit to a genetic test or make available the results of a genetic test; (b) to include a provision similar to that contained in subsection (a) above in any underlying subcontract except a subcontract for standard commercial supplies or raw materials; and (c) to post and cause subcontractors to post in conspicuous places available to employees and applicants for employment, notices setting forth the substance of this clause.

11. Non-Hiring of Officials and Employees. No official or employee of the State (as defined under General Provisions Article § 5-502) whose duties as such official or employee include matters relating to or affecting the subject matter of this Contract shall, during the pendency or term of this Contract and while serving as an official or employee of the State, become or be an employee of Contractor or any entity that is a subcontractor on this Contract.

12. Payment of State Obligations. Unless a payment is unauthorized, deferred, delayed, or set-off under COMAR 21.02.07, payments to Contractor pursuant to this Contract shall be made no later than 30 days after the University’s receipt of a proper invoice from Contractor. Contractor may be eligible to receive late payment interest at a rate of 9% per annum if:

(1) Contractor submits an invoice for the late payment interest within 30 days after the date of the…