RFQ_-_Bone_Conduction_Sound_Processors__Hearing_Aids__3.14.25.pdf

FY25-DEISES-023 / R00B5600065B

eMMA Reference # BPM049060

Title: Bone Conduction Sound Processors

(Hearing Aids)

Release Date: March 14, 2025

Small, Minority and Veteran-owned businesses are encouraged to respond to this solicitation.

Maryland State Department of Education RFQ

# FY25-DEISES-023 / R00B5600065A

Bone Conduction Sound Processors (Hearing Aids)

Request for Quotation

Issue Date: March 14, 2025

Title: Bone Conduction Sound Processors (Hearing Aids)

Procurement Officer: Merl Eustache Webster, Procurement Officer merl.eustachewebster@maryland.gov

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07.

I. Background and Purpose

The Maryland Hearing Aid and Language and Communication Video Loan Bank (Loan Bank) was established in 2002 to create a bridge between early identification and early intervention for infants and toddlers with hearing loss and to provide essential services to meet the needs of young Deaf and Hard of Hearing children in the State of Maryland. Through revisions to the initial program, The Loan Bank now serves students up to age

21.

The Loan Bank provides a vital and successful service to infants, toddlers, school-age children and youth with hearing loss and their families. The Maryland State Department of Education (MSDE) recognizes the importance of laying an adequate foundation for school readiness, educational development, learning and success. Through early intervention services provided by the Loan Bank, children are supported in developing language skills, which in turn support access and equity in learning, educational progress and achievement.

MSDE remains committed to the implementation of the Loan Bank through providing the highest quality and most updated equipment available.

II. Mandatory Requirements

1. The bidder must provide new, unused hearing aids; include a minimum five-year loss and damage insurance policy; and have a reputation for quality and customer service.

III. Other Requirements (if applicable)

1. Knowledge of accessible design to ensure that developed content meets minimum accessibility requirements as established in state and federal law.

IV. Responsibilities and Tasks

The selected Offeror shall provide MSDE with:

1. Three bone conduction sound processors that include soft bands and Soundarcs:

2. One bone conduction sound processor that includes a soft band and Soundarc, size small, color brown;

3. One bone conduction sound processor that includes a soft band and Soundarc, size medium, color brown; and

4. One bone conduction sound processor that includes a soft band and Soundarc, size large; color blond.

All equipment should include a five-year manufacturer’s warranty which covers repairs, reconditioning and replacement.

Bone Conduction Sound Processors (Hearing Aids)

V. Term of Contract

A single contract will be awarded to the Offeror that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation shall begin upon the issuance of the notice to proceed and will expire twelve (12) months thereafter.

VI. Place of Work/ Delivery

Materials will be delivered to Zella Shabasson, Audiologist Consultant, Division of Early Intervention and Special

Education Services, 9th Floor, Maryland State Department of Education, 200 West Baltimore Street, Baltimore, MD

21201.

V. Questions

Questions shall be submitted by March 17, 2025 by 2 PM.

All questions should be addressed in writing to the Procurement Officer. Please put the RFQ # and Title in the subject line of your email. Note: All responses to questions submitted, if any, shall only be posted on eMaryland

Marketplace Advantage (eMMA) as an Addendum and or Q & A after the due date of questions are received. It is beneficial to be registered with “eMMA” to access the addendums and any other pertinent information. There may be other opportunities from State agencies there. There shall be no mailing of the Addendums. The link to

“eMMA” to register is as follows:

https://emma.maryland.gov/page.aspx/en/sup/registration_extranet_manage

VI. Bid Submission Information and Due Date

Bids are due by March 24, 2025 by 2 PM EST.

In accordance with COMAR 21.03.05, bids are to be submitted electronically through eMaryland Marketplace

Advantage (eMMA) following the Quick Reference Guides (QRG) labeled “3 - eMMA QRG Responding to

Solicitations (IFB)” for single envelope submissions. The Bidder must submit a letter of interest, a resume that demonstrates the required qualifications for the services requested and the signed bid form Exhibit A (include ALL final costs for completing the project) to provide the service detailed in the Scope of Work. The submission must be received by, by March 24, 2025, by 2 p.m. If you have not done business with MSDE or the State of Maryland, or a significant amount of time has elapsed, please submit an updated W-9 with your bid. Bids will not be opened publicly.

VII. Award

An award will be made based on the most advantageous offer to the State of Maryland considering price after meeting the evaluation criteria found in this solicitation. Vendors must first meet all the mandatory requirements. An award will be made based on the lowest price. Bids will not be considered by vendors who do not meet all the mandatory requirements. Total Bid Price will be the lowest price total on Exhibit A - Bid Form.

VIII. Billing

The contractor shall bill the Department monthly for the work performed the previous month. The total cost of work may not exceed $15,000.00 for the term of the contract. All invoiced must be on the contractor’s letterhead, must be https://emma.maryland.gov/page.aspx/en/sup/registration_extranet_manage https://procurement.maryland.gov/emma-qrgs/

Bone Conduction Sound Processors (Hearing Aids) signed and dated, and must include the following:

1. The contractor’s name and mailing address;

2. The contractor’s Federal Tax Identification or Social Security Number;

3. The State assigned Contract Control Number;

4. The State assigned blanket purchase order number;

5. The goods and services provided;

6. The time period covered by the invoice;

7. The amount of requested payment; and

8. Documentation to support invoice requested amount.

The Department reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the

Contract.

Any action on the part of the Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR

21.10.04.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

X. Invoicing Instructions:

Payment by the State requires a proper invoice to be submitted. Payments are made on a net 30 Schedule.

A. An invoice not satisfying the requirements of a Proper Invoice (as defined at COMAR 21.06.09.01 and .02) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1) Contractor name and address.

2) Remittance address.

3) Federal taxpayer identification (FEIN) number, social security number, as appropriate.

4) Invoice period (i.e., time period during which services covered by invoice were performed);

5) Invoice date.

6) Invoice number.

7) State assigned Contract number.

8) State assigned Purchase Order number(s).

9) Goods or services provided.

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

12) Consultants must submit a consultant log with their invoice.

B. The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor: however, is not exempt from such sales and use taxes and may be liable for the same.

Bone Conduction Sound Processors (Hearing Aids)

C. Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

XI. Partial/Multiple Consultants:

The MSDE reserves the right to award contracts to multiple consultants for the services and materials required in this

RFQ.

XII. Non-Hiring of Employees

No official or employee of the State of Maryland, as defined under State Government Article, §15-102, Annotated

Code of Maryland, whose duties as such official or employee include matters relating to or affecting the subject matter of this contract, shall during the pendency and term of this contract and while serving as an official or employee of the State, become or be an employee of the Contractor or any entity that is a subcontractor on this contract.

XIII. Most Favorable Bid Price:

The State reserves the right to award the contract to the responsive and responsible bidder submitting the most favorable bid price for providing the goods and services, as specified in this RFQ.

XV. Tie-bids

If bids are received from responsive and responsible Bidders that are identical in prices, terms and conditions, and which meet all requirements set forth in the solicitation, an award will be made in accordance with State Regulations

21.05.02.14.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

Bone Conduction Sound Processors (Hearing Aids)

EXHIBIT A

BID FORM

(DO NOT ALTER OR AMEND THIS FORM.)

DETAILED COST CATEGORY

(Item Requested) List Each Item Qty Cost per

Unit

Total Cost

The selected Offeror shall provide

MSDE with:

A total of six (6) bone conduction sound processors (hearing aids) that include soft bands and

Soundarcs in various shades and sizes.

All hearing aids should include a five-year warranty.

Please list each sound processor:

1. Three bone conduction sound processors that include soft bands and Soundarcs:

2. One bone conduction sound processor that includes a soft band and Soundarc, size small, color brown;

3. One bone conduction medium, color brown; and

4. One bone conduction large; color blond.

TOTAL PROJECT COST

*Submit this Exhibit A and all supportive itemized pricing, a letter of interest and a resume.

Exhibit A: Price per day or per hour is to include all costs incurred both direct and indirect in delivering a product or service, which includes, but is not limited to travel, lodging, food, etc. All bids submitted shall be identified with RFQ #.

◆ Late bids shall not be accepted.

◆ Faxed or mailed bids shall not be accepted.

VENDOR’S NAME:

Print

VENDOR’S ADDRESS:

City State Zip

VENDOR’S FEDERAL ID or SS#

NAME OF AUTHORIZED:

Bone Conduction Sound Processors (Hearing Aids)

Print

SIGNATURE:

TITLE:

TELEPHONE NO: DATE:

E-MAIL:

FAX NO.

ARE YOU REGISTERED TO DO BUSINESS WITH THE STATE OF MARYLAND?

IF NOT, PLEASE REGISTER HERE: https://businessexpress.maryland.gov/

YOUR BUSINESS MUST BE REGISTERED WITH THE STATE OF MARYLAND TO BE AWARDED A

CONTRACT.

ARE YOU A REGISTERED SMALL BUSINESS? YES NO

IF YES: MARYLAND STATE CERTIFICATION #

IF YOU ARE NOT REGISTERED AS A SMALL BUSINESS, PLEASE VISIT THE

FOLLOWING FOR MORE INFORMATION:

http://goma.maryland.gov/Pages/sbr-Program.aspx

ARE YOU A REGISTERED MINORITY BUSINESS ENTERPRISE? YES NO

IF YES: MARYLAND STATE CERTIFICATION #

FOR MORE INFORMATION AND TO SEE IF YOUR BUISNESS QUALIFIES AS AN

MBE/VSBE/DBE WITH THE STATE OF MARYLAND, PLESE VISIT THE MARYLAND

DEPARTMENT OF TRANSPORTATION.

https://businessexpress.maryland.gov/ http://goma.maryland.gov/Pages/sbr-Program.aspx https://www.mdot.maryland.gov/tso/pages/index.aspx?pageid=90 https://www.mdot.maryland.gov/tso/pages/index.aspx?pageid=90

Bone Conduction Sound Processors (Hearing Aids)