RFQ_IEP_Facilitator 2027.pdf

Solicitation No. R00B6600248 eMMA Reference No. BPM059047

Title: IEP Meeting Facilitator / Trainer

Release Date: September 25, 2026

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

Maryland State Department of Education

RFQ # R00B6600248

Special Education IEP Facilitation

Request for Quotation

Issue Date: September 25, 2026

Title: IEP Meeting Facilitator / Trainer

Procurement Officer: Merl Eustache Webster, Procurement Officer merleustachewebster@maryland.gov

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07.

I. Purpose

The Division of Special Education is seeking a partner to develop and provide high quality training and ongoing monitoring and deployment of Individualized Education Program (IEP)/Individualized Family Service Plan (IFSP) team meeting facilitators to support MSDE’s efforts to increase the early and alternative dispute resolution options available to families and local educational agencies (LEA), local Infants and Toddlers programs (LITP), and public agencies (PA).

II. Background

Facilitation of IEP/IFSP team meetings by a trained, independent facilitator is a promising early and alternative dispute resolution practice which allows IEP/IFSP teams experiencing a breakdown in trust and communication to reach consensus without resorting to formal dispute resolution mechanisms, including State complaints and due process complaints. Therefore, MSDE, the State Educational Agency (SEA) for Maryland, has determined that assistance is required to continue its facilitated IEP/IFSP team meeting initiative.

III. Mandatory Requirements

1. At least five years’ experience working with LEAs/LITPs/PAs and families of infants, toddlers, and children with disabilities.

2. Demonstrated knowledge of conflict resolution practices and competencies and meeting facilitation practices.

3. Experience recruiting, training, and retaining professionals to provide a particular service.

4. Ability to assign IEP/IFSP team meeting facilitators statewide.

5. Excellent facilitation, conflict resolution, organizational, oral, and written communication skills.

6. Ability to assess the quality of the skills of each facilitator and provide ongoing supportive coaching as needed

IV. Scope of Work / Responsibilities and Tasks

The contractor will be responsible for the activities set forth:

1. Develop a four-hour training course for IEP/IFSP team meeting facilitators that covers relevant topics including meeting facilitation, deescalation and mediation strategies, and IDEA statutory, regulatory, and policy requirements and related COMAR requirements.

2. Conduct the training developed under this contract for all identified IEP/IFSP team facilitators.

3. Contact local mediation centers to solicit interest and identify volunteers to participate in training for

IEP/IFSP facilitation.

4. Identify experts in the field of special education to deliver session(s) at the trainings to speak about topics pertaining to the IDEA, including laws, regulations, and policies, related COMAR requirements.

mailto:merleustachewebster@maryland.gov

5. Develop a brief survey that will be provided to the IEP/IFSP team facilitator, the parent, and the

LEA/LITP/PA after each facilitated IEP/IFSP meeting. At a minimum, the survey must solicit feedback on the quality, relevance, and usefulness of the facilitated IEP/IFSP meeting.

6. Distribute post-facilitated IEP/IFSP meeting survey.

7. Provide MSDE with documentation of use of funds (see data collection & reporting section below), including invoices, receipts, and proof of payment upon request.

8. Maintain and publicize a method for requesting facilitated IEP/IFSP meetings.

9. Organize and establish protocols for assigning facilitators.

10. Work directly with LEA/LITP/PA key personnel, including Special Education Directors/Supervisors, and

Local Family Support Coordinators to inform stakeholders of the service.

11. Meet with MSDE biannually to discuss the use of funds, status of the activities, and provide updates to their work, share concerns, and collaborate on matters of mutual interest.

12. Develop methods of assessing the quality of each facilitator.

13. Develop ongoing coaching supports for facilitators.

V. Data Collection and Reporting

The contractor will maintain a data system that tracks and submits monthly and quarterly reports.

Monthly reports will include the following data reported by the LEA/LITP/PA:

• Number of facilitation requests

• Number of meetings scheduled

• Number of meetings completed

• Number of facilitated meeting requested but not scheduled or completed, and the reason why the facilitated meeting was not scheduled or completed.

• Key topics discussed at the IEP/IFSP team meeting.

• Topics requiring facilitation to reach an outcome

• Outcomes (e.g., agreement reached, partial agreement, no agreement)

• List of active facilitators. (Active facilitators must have completed the 4-hour training prior to facilitating

IEP/IFSP team meetings)

VI. Term of Contract

An award will be made to the Offeror(s) that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation shall begin on or about

October 1, 2026 and end on September 30, 2027.

VII. Place of Work

Virtual and in LEAs/LITPs/PAs.

VIII. Billing

The contractor shall bill the Department monthly for the work performed the previous month. The total cost of work may not exceed $50,000.00 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:

A. The contractor’s name and mailing address;

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

C. The State assigned Contract Control Number;

D. The State assigned blanket purchase order number;

E. The goods and services provided;

F. The time period covered by the invoice;

G. The amount of requested payment; and

H. 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.

IX. Partial/Multiple Consultants

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

X. 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.

XI. 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.

XII. 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.

XIII. Questions

Questions must be submitted by 2:00 PM on Tuesday, September 29, 2026

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 Addendum #1 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

XIV. Bid Submission Information

Bids are due no later than 2:00 PM on Thursday, October 01, 2026

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.

XV. 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. The total cost of the resulting contract will not exceed

$50,000.00. Total Bid Price will be the lowest price total on Exhibit A - Bid Form.

XVI. Invoicing Instructions

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

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.

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

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.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

EXHIBIT A

BID FORM

(DO NOT ALTER THIS FORM OTHER THAN ENTERING IN YOUR “COST

PER HOUR”, “TOTAL COST” AND “TOTAL PROJECT COST” ON THE

TABLE BELOW)

DETAILED COST CATEGORY Proposed of Hours

Times Cost per

Hour

Total Cost

See Scope of Work listed in Section V. 650 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.

◆ 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:

EMAIL:

ARE YOU REGISTERED TO DO BUSINESS WITH THE STATE OF MARYLAND? YES NO

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 BUSINESS QUALIFIES AS AN

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

DEPARTMENT OF TRANSPORTATION.

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

RFQ #

Special Education Policy Consultant