RFQ_Expert_Consultant_Services_for_UCD___Regulatory_Systems_Liaison.pdf

Solicitation No. R00B6600166 eMMA Reference No. BPM056887

Title: Expert Consultant Services for UCD & Regulatory Systems Liaison

Issue Date: May 5, 2026

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

Maryland State Department of Education

RFQ #R00B6600166

Expert Consultant Services for UCD & Regulatory Systems Liaison Request for Quotation

Issue Date: May 5, 2026

Title: Expert Consultant Services for User-Centered System Design (UCD) & Regulatory Systems Liaison

Procurement Officer: Jeremy Wilson, Procurement Officer Jeremy.wilson@maryland.gov

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07.

I. Background and Purpose

MSDE recognizes that high-quality early childhood experiences are critical to a child’s development and long-term success. Effective communication and partnerships with parents and child care providers are essential keys to supporting a child’s overall development. MSDE recognizes that these types of efforts lead to better outcomes and experiences for children in child care. To further spearhead the goal of stronger collaboration, MSDE is embarking on an initiative to strengthen its community collaboration and to more intentionally create a holistic approach emphasizing collaborations with parents and child care providers. This initiative will bring the needed capacity to MD to develop processes and intentionally open more avenues by which family and provider voices can be heard through ongoing advisory councils and feedback loops. MSDE will continue to partner with community members to sustain this effort with developed templates and processes infused into MSDE’s work moving forward.

MSDE’s integrated User-Centered System Design (USD) will support ensuring that all systems developed and implemented across MD are grounded in user-centered design principles, ensuring that the practical application of COMAR (Code of Maryland Regulations) is intuitive for those it governs. This includes the CCSP, PreK, EXCELS, and child care licensing systems, which are rooted in COMAR requirements. MSDE will implement a robust stakeholder engagement strategy that includes semiannual focus groups with local early childhood councils, CCRC Hubs, HS providers, community and faith-based programs, and LEAs as well as with parents, including foster care and kith and kin parents.

These sessions will serve as critical forums for identifying program challenges, co-developing solutions, and establishing feedback loops that connect local insights to state-level policy and system design. This group will play a vital role in shaping user-facing systems to ensure they are responsive and aligned with the experiences of those navigating regulatory requirements. This will ensure systems are not only technically sound and COMAR-compliant, but also user-friendly. Parents and providers will support with pressure-testing policy, processes, and system changes and will support program redesign to enhance efficiency and stabilize the ECE field, including with the Child Care Scholarship Program.

To ensure this work adequately engages providers and parents from across MD, MSDE is looking to procure contractual services for two community-based, trusted-messenger liaisons to support local messaging, connections, and strengthen community engagement and relationships. These contractual positions will ensure this initiative is developed and the launch of this effort has the necessary prioritization and capacity. This position will update and refine Standard Operating Procedures (SOPs) based on input, regulatory updates within COMAR, and updated policies. These resources will also initiate innovative ways to engage in community outreach.

II. Mandatory Requirements

The Bidder shall meet the following minimum requirements:

A. Essential Requirements: To be verified using two references submitted with the bid.

The consultant shall have:

• Communication & Translation: Strong oral and written communication skills, with a proven ability to translate complex regulatory language (such as COMAR) into clear, actionable information for diverse audiences.

• Relationship Building & Organizing Capabilities: Excellent relationship-building skills, specifically the ability to serve as a "trusted messenger" between state agencies and community-based stakeholders (parents and providers).

• Data & Feedback Loops: Ability to gather, organize, and analyze qualitative and quantitative data from focus groups and feedback loops to inform system design and policy updates.

• User-Centered Mindset: Demonstrated understanding of User-Centered Design (UCD) principles and the ability to apply them when "pressure-testing" state processes and systems.

• Regulatory Literacy: Familiarity with Maryland’s Early Childhood regulatory environment (COMAR) and the ability to update Standard Operating Procedures (SOPs) based on policy shifts.

• Adaptability & Professionalism: Ability to operate calmly under pressure, remaining flexible, proactive, resourceful, and efficient while maintaining a high level of professionalism.

• Technology Proficiency: Proficiency in Microsoft Office, Google applications, and virtual engagement tools (e.g., Zoom, MS Teams, or Mural/Miro) used for remote stakeholder collaboration.

• Mobility & Flexibility: Ability to work flexible hours, including evenings and weekends for community meetings, and travel to various locations throughout Maryland to engage with local councils and hubs.

• Discretion: Ability to demonstrate integrity, tact, and the utmost discretion when dealing with confidential information and sensitive situations.

B. Preferred Requirements:

The following requirements represent preferred requirements. Preferred requirements do not prevent an individual from applying if they meet the Essential Requirements.

• Stakeholder Engagement: Proven experience leading focus groups, town halls, or advisory councils with a focus on gathering actionable feedback from diverse populations (e.g., foster parents, kith and kin providers).

• System Modernization: Experience supporting the rollout of user-facing digital systems or state-level program redesigns using User-Centered Design (UCD) principles.

• Documentation & SOPs: Experience drafting or refining Standard Operating Procedures (SOPs) or policy guidance documents for a government or large non-profit agency.

• Bilingual Proficiency: Proficiency in a second language (e.g., Spanish) to better support Maryland’s diverse provider and parent landscape.

• Local Network: Established relationships with Maryland-specific networks such as Child Care Resource Centers (CCRCs), Local Early Childhood Councils, or Head Start providers.

C. Education and/or Experience Requirements

1. Bachelor’s Degree (or higher) from an accredited college or university in communications, social work, public relations or related field.

2. Three years of previous experience in community engagement or a related field required.

III. Responsibilities and Tasks

1. Stakeholder Mediation: Facilitates communication and serves as a primary liaison between MSDE, parent and provider committees, and the broader community to ensure local insights influence state-level policy and system design.

2. Regulatory Translation: Translates complex COMAR regulations and policy updates into accessible, "plain language" resources and guidance for parents and child care providers.

3. Executive Support: Works closely with the Executive Director and Division of Early Childhood leadership to support communication, coordination, and effective service delivery across MD systems.

4. Policy Improvement: Examines administrative procedures and COMAR-based policies to make recommendations for improvements that align with user-centered design principles and practical field application.

5. Community Outreach: Organizes and coordinates innovative community outreach and external relations efforts to strengthen relationships with "trusted messengers".

6. Collaborative Communication: Facilitates responsive, accurate, and proactive communication with the community to ensure transparency regarding system changes and regulatory updates.

7. System Visibility: Attends and participates in advisory councils, feedback loops, and community functions to maintain visibility and open lines of communication with local early childhood councils and CCRC Hubs.

8. UCD Representation: Ensures that User-Centered System Design work adequately engages and represents the diverse needs of providers and parents, including foster care and kith and kin parents.

9. System Pressure-Testing: Leads and facilitates "pressure-testing" sessions where parents and providers simulate using new state systems (e.g., CCSP, Licensing, or EXCELS) to ensure they are both COMAR-compliant and user-friendly.

10. Constituent Advocacy: Assists parents, providers, and community members with inquiries and concerns, helping them navigate state systems and regulatory requirements.

11. Initiative Development: Supports the development of templates, innovative outreach tools, and processes to move the community collaboration initiative forward.

12. SOP Refinement: Updates and refines Standard Operating Procedures (SOPs) based on stakeholder input, updated COMAR regulations, and modernized policy frameworks.

13. Field Stabilization: Collaborates with MSDE to identify where regulatory processes can be redesigned to enhance efficiency and stabilize the Early Care and Education (ECE) field.

14. Other Duties: Performs other duties as assigned to support the holistic approach to community collaboration.

IV. Term of Contract

A single (or Multiple) contract will be awarded to the Bidder that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation shall begin on or about 04/01/2026 to 12/31/2026.

V. Place of Work

Facilitate and coordinate meetings across multiple counties with Early Childhood Councils, Child Care Resource Center (CCRC) Hubs, Head Start providers, LEAs, community- and faith-based organizations, and family representatives. Work will also be completed at the Maryland State Department of Education, Nancy S.

Grasmick Building, 200 W. Baltimore Street, Baltimore, Maryland 21201.

VI. Questions

Questions are due by Thursday, May 7th, by 2:00 PM.

VII. Bid Submission Information and Due Date

Bids are due by May 11, 2026 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. 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.

The PO reserves the right, in its sole discretion, to extend the solicitation due date on up to two (2) occasions, provided that no such extension shall exceed seven (7) calendar days.

VIII. 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.

IX. Billing https://procurement.maryland.gov/emma-qrgs/ https://procurement.maryland.gov/emma-qrgs/

The contractor shall bill the Department monthly for the work performed the previous month. The total cost of work may not exceed $49,999.00 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.

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.

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.

XIV. 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.

EXHIBIT A

BID FORM

(DO NOT ALTER OR AMEND THIS FORM.)

DETAILED COST CATEGORY Proposed # of

Hours

Times Cost per Hour

Total Cost

All Responsibilities and Tasks as described in Section III of the RFQ

1000 X

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: ________________________________________

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