RFQ Consultant-Hearing Aid LoanBank August 2026.pdf

Solicitation No. R00B6600248 eMMA Reference No. BPM058566

Title: Consultant – Hearing Aid and

Language & Communication Video Loan Bank

Release Date: August 24, 2026

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

Maryland State Department of Education

RFQ # R00B6600248

Hearing Aid and Language &

Communication Video Loan Bank

Issue Date: August 24, 2026

Title: Consultant – Hearing Aid and Language and Communication Video Loan Bank

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 purpose of this position is to provide students in Maryland with hearing loss (confirmed by an audiologist) immediate access to hearing aids whose family may have financial difficulty purchasing hearing devices.

The Maryland Hearing Aid Loan Bank was established to create a bridge between early identification and early intervention for infants and toddlers with hearing loss and their families. During the 2011 Maryland General

Assembly Session, Senate Bill 754 was authorized, establishing a Permanent Hearing Aid Loan Bank Program at the Maryland State Department of Education (MSDE). This Bill charged MSDE with the implementation and maintenance of the Maryland Hearing Aid Loan Bank, including the purchase and maintenance of suitable hearing aids for loan, and carrying out the process of loaning hearing aids to eligible infants, toddlers, and children up to the age of 21 (and not graduated from high school).

II. Mandatory Requirements

1. Voluntary Product Accessibility Template (VPAT ). The Bidder shall provide a Voluntary Product

Accessibility Template (VPAT) containing a comprehensive analysis of the Bidder’s conformance to accessibility standards in Code of Maryland Regulations 14.33.02 (See IFB §4.33). Failure to supply a VPAT may result in the Bidder’s Bid being deemed not responsive.

The VPAT is available at https://www.itic.org/policy/accessibility/vpat. The vendor should complete the

WCAG or the INT. If a vendor completes the INT then they should remit any non-applicable sections.

Minimum Requirements

The Offeror shall meet the following minimum requirements:

a. Minimum 5 years’ experience in providing hearing aid services to children in Maryland.

b. Essential Requirements

1. A current license in audiology from the Maryland Department of Health and Mental Hygiene, or from a state with comparable requirements, and be eligible for licensure in Maryland.

2. Knowledge of State and federal laws, regulations, policies, and issues related to the provision of early intervention and special education services.

3. Skill in establishing, planning, implementing, monitoring, and evaluating quality assurance standards and procedures.

mailto:merl.eustachewebster@maryland.gov https://www.itic.org/policy/accessibility/vpat

Hearing Aid and Language &

4. Effective interpersonal skills; and good oral and written communication skills, as well as planning, implementing, and monitoring skills.

5. Proficient in the use of Microsoft Word and Gmail.

c. Education Requirements: Master’s or Doctoral degree in Audiology from an accredited educational institution.

II. Responsibilities and Tasks

The qualified consultant will be responsible for the following deliverables working approximately eight (8) hours per week:

1. Processing requests for hearing aids, monitoring loaned hearing aids, and maintaining an adequate inventory of aids to meet the needs of infants, toddlers, and school age children up to age 21, who have a diagnosed hearing loss.

2. Processing requests for videos and downloadable resources that provide unbiased information about language and communication options for parents of children who are deaf or hard of hearing.

3. Communicating with other audiologists and families as needed to ensure that eligible children receive appropriate hearing aids.

4. Collaborating with staff in the Division of Special Education to develop and implement outreach and public awareness activities to inform parents of children with hearing loss, audiologists, infant and toddler service providers, and school age educators about the Hearing

Aid and Language & Communication Video Loan Bank (Loan Bank).

5. Updating the existing inventory of hearing aids by purchasing new hearing aids with current technology to meet the needs of children with hearing loss.

6. Assisting the Division of Special Education in developing the Annual Loan Bank report that is submitted to the Maryland State Department of Education Superintendent of

Schools and the Maryland General Assembly; and representing the Loan Bank at conferences and community events, as needed.

III. 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 on or about September 1, 2026, and will expire on August 31, 2027.

VI. Place of Work

The work under this contract will be performed at MSDE, 200 West Baltimore Street, Baltimore, MD 21201

V. Questions

Questions shall be submitted by Tuesday, August 25th, by 2 PM

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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 Thursday, August 27th, by 5 PM

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 2 p.m. EDT. 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 $29,700.00 for the term of the contract. All invoices must be on the contractor’s letterhead, must be 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.

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

Hearing Aid and Language &

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.

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.

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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 21.05.02.14B. If a tie still exists, the Bidder with the most experience shall be used to determine the successful Bidder.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

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EXHIBIT A

BID FORM

(DO NOT ALTER OR AMEND THIS FORM.)

DETAILED COST CATEGORY Proposed # of Hours

Times Cost per

Hour

Total Cost

Scope of work (As per the Responsibilities and

Tasks on page 3)

X

TOTAL PROJECT COST

*The proposed hours are estimated and not guaranteed.

*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.

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VENDOR’S NAME:

Print

VENDOR’S ADDRESS:

City State Zip

VENDOR’S FEDERAL ID or SS#

NAME OF AUTHORIZED:

Print

SIGNATURE:

TITLE:

TELEPHONE NO: DATE:

E-MAIL:

FAX NO.

Hearing Aid and Language &

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

Hearing Aid and Language &

RFQ #R00B6600040

Request for Quotation

EXHIBIT B

MSDE SUPPLEMENTAL INFORMATION TECHNOLOGY REQUIREMENTS

1. Accessibility Requirements

These MSDE Supplemental Requirements are in addition to the requirements otherwise set forth in the solicitation. In the event of any conflict or inconsistency in any language in the solicitation or the Contract, the stricter language shall apply.

1.1 Accessibility Compliance

A. The State is committed to ensuring that digital technology and services are accessible to individuals with disabilities in compliance with all applicable federal and State laws, regulations, and applicable technical standards. The Contractor shall be responsible for ensuring that any and all products and/or services provided under this Contract shall meet all accessibility requirements and standards set forth in applicable federal and State laws and regulations, including, without limitation, Education Article § 7-910 of the Annotated Code of

Maryland, COMAR 13a.06.05, Title II of the Americans with Disabilities Act, the Federal

Rehabilitation Act of 1973, 28 C.F.R. 35 (including the Final Rule on “Accessibility of Web

Content and Mobile Apps Provided by State and Local Governments” the (“Final Rule”)), and the technical standard set forth in the Web Content Accessibility Guidelines (“WCAG”) 2.1, Level AA. The Contractor acknowledges that MSDE seeks to comply, and expects compliance from the Contractor, with the Federal Rule immediately. If any laws, regulations, or standards regarding accessibility of the provided products or services change during Contract performance, the Contractor shall agree to modify its products or services to comply with the changed laws, regulations, or standards.

B. The Contractor guarantees that all documents, materials, and other deliverables produced or provided as part of this Contract will be fully and equally accessible to persons with disabilities under all applicable federal and State laws and regulations, including those referenced in subsection A of this Section. If the documents, materials, and other deliverables are to be distributed or posted to MSDE’s website, final versions shall be ready for posting with no additional modification to the documents, materials, or other deliverables necessary to be performed by MSDE. This includes documents and materials provided in English, as well as those documents and materials that the Contractor is required to translate into another language.

C. The Contractor guarantees that all digital tools and/or any web content and mobile app services supplied under this Contract meet the accessibility standards set forth in WCAG 2.1

Level AA. Further, the Contractor guarantees all digital tools and/or any web content and mobile app services supplied under this Contract conform to meet any requirements under all applicable

Federal and State laws and regulations, including those referenced in subsection A of this

Section.

D. The Contractor agrees to adhere to all requirements of Education Article § 7-910 and any applicable regulations. The Contractor also agrees to adhere to all requirements set forth in 28 C.F.R. 35, including Final Rule, as it relates to the services provided to the State by the

Contractor.

E. The Contractor may not provide non-accessible or alternative non-conforming digital tools or any web content and mobile app services unless exceptions are specifically authorized in writing to do so by the State. Any conforming alternative version of any digital or any web content and mobile app services, or any portion thereof, must be approved in writing by the State.

F. If there is any conflict or inconsistency in the solicitation or the resulting Contract regarding accessibility standards that must be met by the Contractor, the higher standard shall prevail. Any attempt by the Offeror/Bidder or Contractor to limit its compliance with accessibility laws, regulations, or solicitation requirements in its proposal/bid shall not be allowed and such language shall be considered void in the event the parties enter into a Contract.

G. If there is a technical proposal submitted in response to a request for proposals

(“RFP”), the Offeror shall describe how its products and/or services are accessible under applicable laws, regulations, and the WCAG 2.1, Level AA technical standard.

H. If there is a bid submitted in response to an invitation for bids (“IFB”), the Bidder hereby warrants that its products and/or services are accessible under applicable laws, regulations, and the WCAG 2.1, Level AA technical standard.

I. If this Contract is the result of a sole source procurement or intergovernmental cooperative purchasing agreement (including a participating addendum), the Contractor hereby warrants that its products and/or services are accessible under applicable laws, regulations, and the WCGA 2.1, Level AA technical standard.

J. In its technical proposal, the Offeror shall clearly inform the State if it believes that accessibility compliance will result in an undue financial or administrative burden to the State without including any pricing information. However, any final determination of any undue financial or administrative burden shall rest solely with the State and, unless directed otherwise, the Offeror must still adhere to all applicable accessibility laws and technical requirements. The Offeror shall structure its technical and financial proposals based upon adherence to all applicable accessibility laws and technical requirements.

1.1.1 Accessibility Maintenance and Support

During the Contract term, the Contractor shall provide ongoing maintenance and support for accessibility for provided products and services, including, but not limited to, any digital tools and any web content and mobile app services. The ongoing maintenance and support shall consist of, at a minimum, the services described in this section.

A. Accessibility Compliance Audits. The Contractor shall periodically, but no less than annually, conduct accessibility compliance audits, to ensure continued compliance with all applicable laws, regulations, and the WCAG 2.1 Level AA technical standard. This audit shall a Voluntary Product Accessibility Template (VPAT) and the VPAT must adhere to the current published standards (currently - version 2.5 REV WCAG or 2.5 REV 508 or their latest rendition). The audit must include a list of identified WCAG 2.1 Level AA areas of non-compliance and estimated remediation timeframes. The results of the audit shall be provided to the Contract Monitor no later than 120 days after the Contract start date and annually thereafter.

The State reserves the right to request additional accessibility compliance audits, at no additional cost to the State if the State, in its sole discretion, determines there is a need for an audit more than annually.

B. State-Conducted Accessibility Compliance Audits. The State reserves the right to conduct its own accessibility compliance audit in order to determine if the Contractor is in compliance with all applicable laws, regulations, and the WCAG 2.1 Level AA technical standard. MSDE’s failure to conduct an accessibility compliance audit does not waive the duties and obligations of the Contractor to comply with all applicable laws, regulations, and technical standards related to accessibility.

C. Accessibility Remediation. The Contractor shall remediate any identified non-compliance with any applicable laws, regulations, and the WCAG 2.1, Level AA technical standard, conduct validation testing, and provide documentation of the testing results within thirty (30) days of notification of its discovery of any non-compliance or notice of any non-compliance, whichever is earlier. The remediation shall be at no additional cost to the State. The

Contract Monitor may allow an additional time for remediation, if the Contractor appears to be working diligently toward remediation but cannot meet the thirty (30) day deadline.

1.1.2 Accessibility Compliance Indemnity and Potential Penalties

A. For purposes of clarification, the Contractor’s indemnification obligations set forth in the Contract shall include the accessibility compliance requirements set forth in this

Section and any claims, demands, actions, suits, damages, liabilities, losses, settlements, judgments, costs and expenses (including but not limited to attorneys’ fees and costs), whether or not involving a third party claim, which arise out of or relate to the Contractor’s, or any of its subcontractors’, compliance with applicable laws, regulations, and guidelines associated with accessibility compliance. Nothing in this Section shall be viewed as limiting the indemnification requirements and obligations set forth in the Contract.

B. Any limitation of liability clause in the Contract shall not apply to accessibility compliance and the Contractor’s liability shall be unlimited.

C. In addition to the indemnification obligations set forth in this Section and in this Contract, if the Contractor fails to meet the equivalent access standards required by any applicable federal or State law or regulation, it may be assessed civil penalties or fine, including those set forth in Education Article § 7-910.

1.1.3 Third-Party Technology

The Contractor acknowledges and agrees that supplying third-party technology, products, or services does not exempt the Contractor from ensuring that the products or services provided under this Contract comply with the accessibility requirements of this Section. The Contractor bears sole responsibility for determining the accessibility of such technology, products, or services and must ensure that any product can be edited or remediated as necessary to comply with accessibility standards.

1.1.4 Information Technology Supplemental

The Information Technology Supplemental section entitled “Nonvisual Access” shall be construed in its entirety to require the Contractor to meet all accessibility requirements set forth in Federal and State laws and regulations, regardless of whether a disability and the corresponding accessibility requirement is related to vision. All subsections of “Nonvisual

Access” shall be interpreted broadly and liberally to extend beyond vision in order to comply with all applicable accessibility and equivalent access standards.