Vol_No_1_MAA-SV-25-008_Grant_Svc_at_BWI_Thurgood_Marshall___MTN___Binder.pdf

VOLUME I OF II

MAA-SV-25-008

GRANT SERVICES AT

BALTIMORE/WASHINGTON INTERNATIONAL

THURGOOD MARSHALL & MARTIN STATE

AIRPORTS

MARYLAND AVIATION ADMINISTRATION

January 2025

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

Martin State Airports

TABLE OF CONTENTS

SECTION PAGE No.

I INTRODUCTION

A. Contract Summary

B. No Proposal Notice

C. Notice to Offerors

D. Purpose

E. Background/Scope

F. Contract

G. Budget

H. Basis of Compensation/Method of Payment

I. Issuing Office/Procurement Officer

II CONDITIONS GOVERNING THE PROCUREMENT

A. Anticipated Schedule of Events

B. Explanation of Events

C. General Requirements

III SCOPE OF SERVICES

A. Project Description

B. Services to be Provided

C. Confidentiality

D. Project Administration

IV QUALIFICATIONS/EXPERIENCE

A. Type of Firm Solicited

B. Offeror/Team Qualifications/Experience

C. Key Staff

V OTHER PROPOSAL REQUIREMENTS

A. MBE…

B. Liquidated Damages

C. Financial Responsibility

D. Acknowledgement of Addenda

E. Affidavits

F. Other Requirements

VI TECHNICAL EVALUATION CRITERIA

A. Qualifications/Experience

B. Key Staff

C. Past Performance

D. Economic Benefits to the State

VII PROPOSAL FORMAT & ORGANIZATION

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

A. Responses to RFP

B. Proposal Organization

1. Volume I, Technical Proposal

2. Volume II, Financial Proposal

VIII SPECIAL PROVISIONS

SP-1.01 Conditions of Commercial Nondiscrimination.….…………………………

SP-1.02 Living Wage Requirements.……………………..……………………….……..39

SP-1.03 Minority Business Enterprise (MBE). ………………..…………………….…..42

SP-1.04 Veteran-owned Small Business Enterprises (VSBE)....……………………

SP-1.05 Insurance Requirements.………………………………..……………………

SP-1.06 BWI Marshal Airport Security, Access Badges, Airfield Vehicle Ramp

Permits and U.S. Custom Badges……………………………………………….51

SP-1.07 Multiple or Alternate Proposals.……………………………..………………. …62

SP-1.08 Joint Venture Offerors..…...….………………………………..……………

SP-1.09 Statistical Information. ………..…………………………………..…………… 63

SP-1.10 Protests/Disputes……...………..…………………………………..……………63

SP-1.11 Duration of Offeror ………………..………………………………..………..…63

SP-1.12 Pre-Opening Modification or Withdrawal of Offerors.………………..………..63

SP-1.13 Late Proposals, Withdrawals, and Modifications….……………………..……..63

SP-1.14 Incurred Expenses.….…………………………………………………………...63

SP-1.15 Economy of Preparation...…………………………………………………

SP-1.16 Ownership of Proposals....…………………………………………………

SP-1.17 Disclosure of Proposals.………………………………………………..….……64

SP-1.18 Access to Public Records Act Notice.. …………………………………..…

SP-1.19 Prime Offeror Responsibilities………………………………………………….64

SP-1.20 Confidentiality………………………………………………………………

SP-1.21 Contractor Affirmative Action/Equal Employment Opportunity/EEO

Programs.......…………………………………………………………………...65

SP-1.22 Verification of Registration and Tax Payment…...……………………….…….77

SP-1.23 Reciprocal Preference…………………………………………………………...78

SP-1.24 Offeror Qualifications…………………………………………………………...78

IX MDOT TERMS & CONDITIONS FOR SERVICES, MARCH 2022

TC-1 Definitions

TC-2 Preparation of Proposal/Bid

TC-3 Small Business Procurement

TC-4 Sanctions Upon Improper Acts

TC-5 Compliance With Laws

TC-6 Non-Discrimination in Employment

TC-7 Dissemination of Information

TC-8 Non-Hiring of Employees

TC-9 Contingent Fee Prohibition

TC-10 Conflict of Interest Law

TC-11 Financial Disclosure

TC-12 Political Contribution Disclosure

TC-13 Personal Liability of Public Officials

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

TC-14 Cost and Price Certification

TC-15 Contract Administration

TC-16 Authority of the Procurement Officer

TC-17 Corporate Registration & Tax Payment Certification

TC-18 Initiation of Work

TC-19 Notice to Proceed & Prosecution of Work

TC-20 Discrepancies in Contract Documents

TC-21 Contractor’s Insurance

TC-22 Responsibility for Claims and Liability

TC-23 Minority Business Enterprise/Affirmative Action/Contract Compliance

TC-24 Cooperation by Contractor

TC-25 Cooperation Between Contractors

TC-26 Assignment

TC-27 Changes, Alterations or Modifications in the Services

TC-28 Approval Authority

TC-29 Ownership of Documents

TC-30 Multi-Year Contracts Contingent Upon Appropriations

TC-31 Contractor’s Invoices

TC-32 Occupational Safety & Health Act (OSHA)

TC-33 Disputes

TC-34 Remedies & Termination

TC-35 Delays & Extensions of Time

TC-36 General Guaranty

TC-37 Patent Indemnity

TC-38 General Conditions Prevailing

TC-39 Incorporation by Reference

TC-40 Miscellaneous

TC-41 Maryland Law Prevailing

TC-42 Resident Business Preference

TC-43 Compliance with Americans With Disabilities Act (ADA)

TC-44 Payment of State Obligations

TC-45 Suspension of Work

TC-46 Pre-Existing Regulations

TC-47 Retention of Records

TC-48 Prohibition Against Shifting Maryland Income

TC-49 Insolvency

X ATTACHMENTS TO RFP

1. Sample Contract ............................................................................................................... 1-7

2. Sample Contract Affidavit ............................................................................................... 1-4

VOLUME II

XI PRICE PROPOSAL DOCUMENTS

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

1. Proposal Submittal Form ................................................................................................ 1-3

2. Price Proposal Form ....................................................................................................... 1-7

3. Proposal Affidavit ........................................................................................................... 1-7

4. Maryland Living Wage Affidavit ................................................................................... 1-2

5. Conflict of Interest Affidavit and Disclosure………………………………………….. 1-1

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

SECTION I – INTRODUCTION

A. CONTRACT SUMMARY

ITEM DESCRIPTION

Contract Title

Grant Services at Baltimore/Washington

International Thurgood Marshall and Martin

State Airports

MAA Contract Number

MAA-SV-25-008

Request for Proposals (RFP) Issue Date

January 14, 2025

Applicable Provisions

MDOT Terms & Conditions for Services March

Provisions for Federal Aid Applicable

YES (_) NO (X)

MBE Subcontractor Participation Goal

0% Overall Veteran-Owned Small Business Enterprise Goal

0%

Small Business Reserve YES (_) NO (X)

Project Location BWI Airport (X) – MTN Airport (X)

Contract RFP/Specifications Cost

N/A

Contract Duration 4 years

Pre-Proposal Conference January 23, 2025, 10:00:00 A.M. Local Time

Via Microsoft Teams. Join using the following link or phone number: Join the meeting now

Meeting ID: 221 251 240 665

Passcode: pk7nD7Dj

Dial in by phone

+1 443-409-5228,,490842471# United States, Edgewood

RFP Inquiry Period

(Questions must be written and sent via email)

January 29, 2025, 2:00:00 P.M.

GMealy2@bwiairport.com

Proposals Due No Later Than

February 24, 2025 by 2:00:00 P.M. Local Time

Maryland Aviation Administration

Office of Procurement & Materials

Management

7001 Aviation Boulevard, 2nd Floor

Glen Burnie, MD 21061 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyY2UzNDMtNDgyYy00NGFhLWJiZTEtM2VmNzliOGI1ZWM5%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%22582b4405-411b-42d3-bb51-d7b81af0f6e2%22%7d tel:+14434095228,,490842471 mailto:JFerrara@bwiairport.com

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

B. No-Proposal Notice

In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email this completed form to the attention of the

Procurement Officer (see Key Information Sheet below for contact information).

Title: GRANT SERVICES AT BWI THURGOOD MARSHALL AND MARTIN STATE

AIRPORTS

Solicitation No: MAA-SV-25-008

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

( ) Other commitments preclude our participation at this time.

( ) The subject of the solicitation is not something we ordinarily provide.

( ) We are inexperienced in the work/commodities required.

( ) Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)

( ) The scope of work is beyond our present capacity.

( ) Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)

( ) We cannot be competitive. (Explain in REMARKS section.)

( ) Time allotted for completion of the Bid/Proposal is insufficient.

( ) Start-up time is insufficient.

( ) Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)

( ) Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in REMARKS section.)

( ) MBE or VSBE requirements. (Explain in REMARKS section.)

( ) Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section.)

( ) Payment schedule too slow.

( ) Other:__________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS:

Offeror Name: ___________________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

C. NOTICE TO OFFERS

Sealed proposals for the State of Maryland (“State”), Maryland Aviation Administration

(“MAA”) project entitled, Grant Services at Baltimore/Washington International Thurgood

Marshall and Martin State Airports, MAA-SV-25-008 will be received at the MAA’s Office of

Procurement & Materials Management, 7001 Aviation Boulevard, 2nd Floor, Glen Burnie, MD

21061 until February 24, 2025 at 2:00:00 P.M., Local Time.

Proposals sent by U.S. Postal Service should be sent to MAA, P.O. Box 8766, BWI Thurgood

Marshall Airport MD 21240-0766, Attention: G. Mealy, MAC Building. Late proposals, late request for modification, or late request for withdrawal will not be considered. U.S. Postal Service mail is not received at the MAC Building. Hand or Commercial Delivery is recommended and should be delivered to the address stated above. MAA is not responsible for proposals received late regardless of the method of shipment or delivery.

MAA is requesting services from a qualified grant writing firms to provide a comprehensive strategy for services normally associated with funds research, proposal development and grant management as more fully described in the Request for Proposals (“RFP”). Each Offeror, prior to submitting a proposal shall become fully informed as to the extent and character of the work required. A submission of an offer is an agreement with all terms and conditions referenced in the

RFP.

This project has been advertised via eMaryland Marketplace Advantage. The Documents may be downloaded on https://emma.maryland.gov. All proposals must be submitted on these proposal documents.

A Prospective Offeror that has received this document from a source other than https://emma.maryland.gov/ , should go to https://emma.maryland.gov/, for any changes or additional materials related to this RFP.

A Pre-Proposal Conference will be held January 23, 2025, at 10:00:00 A.M. local time, for interested Offerors. This Pre-Proposal meeting will be held via Microsoft Teams using either the following link to join: Join the meeting now ;Meeting ID: 221 251 240 665 Passcode: pk7nD7Dj or Dial in by phone +1 443-409-5228,,490842471# United States, Edgewood .

Attendance is not mandatory, but interested Offerors are encouraged to attend. A State Equal

Opportunity Officer may be available to discuss the Minority Business Enterprise (“MBE”) program requirements.

Appropriate auxiliary aids and services for qualified individuals with disabilities will be provided upon request. Please call the Procurement Office at 410-859-7331 at least five (5) days in advance of the meeting to advise of any reasonable accommodation required.

Offerors are hereby notified that regarding any contract entered into pursuant to this RFP MBEs will be afforded full opportunity to submit offers in response to this notice and will not be subjected to discrimination based on race, color, sex, creed, or national origin. MBE firms are encouraged to respond to this solicitation notice.

https://emma.maryland.gov/ https://emma.maryland.gov/ https://emma.maryland.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyY2UzNDMtNDgyYy00NGFhLWJiZTEtM2VmNzliOGI1ZWM5%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%22582b4405-411b-42d3-bb51-d7b81af0f6e2%22%7d

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

It is the goal of MDOT that MBE firms participate in all Contracts, and the MAA has established a minimum overall goal of zero percent (0%) MBE subcontractor participation for this

Contract. Additionally, a zero percent (0%) VSBE subcontractor participation goal of the total contract value for this Contract has been established. All VSBE firms must be certified in

Maryland through eMMA to participate on any MAA contracts. VSBE firms should keep its

VSBE certification up to date in eMMA. Please refer to the VSBE Program on the

Maryland.gov website using this https://gomdsmallbiz.maryland.gov/Pages/VSBE-

Program.aspx. The subcontracting opportunities identified for this project, applicable North

American Industry Classification System (NAICS) codes linked to the subcontracting opportunities, and the number of certified minority business enterprises in the industries include, but not limited to the following NAICS codes: Not applicable.

In accordance with COMAR 21.11.03.10(E), all contracts containing Minority Business

Enterprise (MBE) Program Goals must include the Liquidated Damages Provision as found in

Section V of this RFP.

By submitting a response to this solicitation:

1) An Offeror certifies that it is, or intends to be, a registered vendor on eMaryland

Marketplace Advantage;

2) An Offeror agrees that the established MBE goal will be performed by one (1) or more certified MBE firms including any classifications specified. A prime contractor, including an MBE contractor and/or a registered Small Business Reserve contractor must accomplish the MBE subcontract goals with MDOT-certified MBE subcontractors. A current directory of certified MBEs is available through the Maryland State Department of

Transportation (MDOT), Office of Minority Business Enterprise, 7201 Corporate

Center Drive, Hanover, Maryland 21076. The phone numbers are (410) 865-1269, 1-

800-544-6056, or TTY (410) 865-1342. The directory is also available on the MDOT website at http://mbe.mdot.state.md.us/directory/. The most current and up-to-date information on MBEs is available via this website. Only MDOT-certified MBEs may be used to meet the MBE subcontracting goals.

3) As an option for meeting the MBE participation goal set out for this procurement in part or in total, the MAA strongly encourages joint venture partnerships between the prime and MBEs

4) The Offeror shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State, 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 the

Contract award;

5) The Offeror agrees to accept payments by electronic funds transfer, for Contracts with a value of $100,000 or more, unless the State Comptroller’s Office grants an exemption. Questions regarding electronic funds transfers should be referred to the Office of the Comptroller, General Accounting Division, 80 Calvert Street, https://gomdsmallbiz.maryland.gov/Pages/VSBE-Program.aspx https://gomdsmallbiz.maryland.gov/Pages/VSBE-Program.aspx http://mbe.mdot.state.md.us/directory/

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

Annapolis MD 21401; 410-260-7813; or email compnet@comp.state.md.us.

6) The Offeror agrees, that if selected for award, shall be deemed to have accepted the terms of this RFP and all accompanying documents. Any exceptions to this RFP and Contract documents must be clearly identified in the Proposal Submittal Form (Section XI.1) included as part of the Offeror’s proposal. A proposal that takes exception to these terms may be rejected.

Personal Protective Equipment (“PPE”):

1) In order to promote workplace safety, to mitigate and minimize risk to employees who may be exposed to various hazards related to their work responsibilities, the Employer shall provide personal protective equipment to employees in the performance of their job duties and train on the use of PPE.

2) The Offeror must ensure that the Offerors Personnel make full use of such equipment as the circumstances demand. This includes but not limited to safety helmets, eye protection, face shields, safety shoes, gloves, mask etc.

3) Where it is a site/facility rule that such items of equipment must be worn, the owner has the right to request removal from the Premises of any Personnel not complying with this rule. For the purposes of this section, personal protective equipment shall mean equipment required under applicable federal and state laws, rules, and/or regulations (including

Occupational Safety and Health Administration regulations) or required by Employer policy.

The State reserves the right to cancel this RFP, accept or reject any and all Proposals, in whole or in part, received in response to this RFP, to waive or permit the cure of minor irregularities, and to conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of the State. The State also reserves the right, in its sole discretion, to award a Contract based upon the written Proposals received without discussions or negotiations.

If there should be any questions regarding this RFP, please contact:

Gayle Mealy

Office of Procurement & Materials Management

Maryland Aviation Administration

Phone: (410) 859-7331

GMealy2@bwiairport.com

D. Purpose

The Maryland Aviation Administration (MAA), a governmental unit within the Maryland

Department of Transportation (Department), a principal department of the executive branch of the government of the State of Maryland (State), is requesting experienced grant writing agencies to submit proposals to the Administration outlining in detail, the ability to provide necessary services in the areas of funds research, proposal development and grant management as more fully mailto:compnet@comp.state.md.us https://www.lawinsider.com/clause/personal-protective-equipment mailto:JFerrara@bwiairport.com

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall & described in the Request for Proposals (“RFP”). Each potential Offeror is encouraged to read this

RFP carefully and submit proposals outlining in detail its ability to provide the requested services.

E. Background/Scope

1. Summary Scope of Work – The Grants Services Contractor will, as directed by the

Program Manager (“PM”), manage the full grant life cycle from project identification, grant preparation, submission and acceptance, oversight of expenditures and reimbursement of State costs, internal and external reporting, and closeout. as detailed in Section III, Scope of Services.

2. The broad range of required services includes, but not limited to:

Research Grant Opportunities

Grant Acquisition

Post Award Stage

Post Award Administrative Grant Monitoring

Grant Coordination, Management and Oversight

F. Contract

1. eMaryland Marketplace Advantage - In accordance with Code of Maryland Regulations

(COMAR) 21.05.02.16, to receive a contract award, an Offeror must be registered on eMaryland Marketplace Advantage as a vendor. To register on eMaryland Marketplace

Advantage go to the Department of General Services Website at https://emma.maryland.gov.

2. The Contract resulting from this RFP (see Section X) shall be an on-call, task-order, labor hour contract [as defined in Code of Maryland Regulation (COMAR) 21.06.03], subject to a contract ceiling dollar amount that shall not be exceeded without the written approval of the

Administration’s Project Manager (PM), and other approval authority as required by State law.

Labor rates in each category are fully loaded, hourly rates that include all direct and indirect costs and profit for the Contractor.

3. Basis of Award – The Procurement Officer will recommend award of the Contract to the responsible Offeror that submitted the proposal determined to be the most advantageous to the state based on the technical evaluation criteria set forth in this RFP. Technical factors are more important than financial.

4. Multiple Awards - The Procurement Officer intends to recommend contract award to the

Offeror that best satisfies the needs of the Administration, based on the requirements of this

RFP. The MAA reserves the right to award to more than one (1) contract, using the criteria defined in this RFP, if, in the Procurement Officer’s judgment there is more than one (1) qualified Offeror to fulfill the commitment. If that is the case, the contracts will be awarded in the order of ranking of the proposals (utilizing the combined Technical and Price ranking), and the highest-ranked firm may receive a larger award. Contents of proposals become contractual obligations. Failure of an Offeror to honor these obligations can result in cancellation of award.

After award, competitive bids shall be solicited from these selected Offerors as tasks are identified.

https://emma.maryland.gov/

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

5. Task Orders - Task orders are individual project tasks that will be assigned by the

Administration's PM to the Contractor for services to be performed on an as-needed basis.

Contractor will, after assignment of task by the PM, develop a scope of services, management approach, detailed person-hours with direct labor rates, and an overall task cost estimate to be presented for possible negotiation and approval. The Contractor shall not proceed on any task project without written approval of the task project proposal by the PM. A written Notice to

Proceed (NTP) will be issued for each individual task project.

6. Parties to the Contract - The Contract to be entered into as a result of the RFP shall be by and between Offeror and Administration. The form of the standard Contract is enclosed with this

RFP in Section X.

7. Certification of Performance - By submitting a proposal in response to this RFP, an Offeror is certifying that all work will be performed in conformance with applicable local, state and federal laws and regulations, and the Equal Employment Opportunity (“EEO”) and Minority Business

Enterprise/Disadvantaged Business Enterprise (“MBE”) requirements, and accepts the terms and conditions set forth herein, including MDOT Terms and Conditions for Services, March

2022 (Section IX), Contract Affidavit (Section X.2), and Contract insurance requirements (SP-

1.05), all of which will be made a part of any Contract awarded as a result of this RFP.

8. Type - The Contract resulting from this RFP shall be a multi-year, fixed-price contract as defined in COMAR 21.06.03, subject to a contract ceiling dollar amount that shall not be exceeded without the written approval of the Administration, and other approval authority as required by State law.

9. Assignment of Work - The work will consist of individual project assignments consistent with the Administration’s requirements. The Administration reserves the right to assign work under this contract as it sees fit; and to allocate contract funds to undesignated subcontractors as needed. No minimum amount of work is guaranteed to the Contractor or subcontractors under this Contract.

10. Duration - The Contract shall begin on the date of the Notice to Proceed issued by the

Administration and shall extend over a four (4) year period.

11. MBE – There is no MBE goal requirement for this RFP. In the performance of the required services under this Contract, the Contractor shall cooperate with the Administration in meeting its commitments and goals regarding maximum utilization of MBE. For purposes of this

Contract, the Contractor is committed to utilizing MDOT-certified MBE for services comprising a minimum of zero percent (0%) of the total contract amount inclusive of classifications of MBE specified. Refer to Section V.

12. VSBE - There is no VSBE goal requirement for this RFP. In the performance of this

Contract, the Contractor shall cooperate with the Administration in meeting its commitments and goals regarding minimum utilization of Veteran-owned Small Business Enterprises

(VSBE). For purposes of this Contract, the Contractor is committed to utilizing certified VSBEs for services comprising a minimum of Zero (0%) of the total Contract amount. Refer to Section

VIII, SP-1.04.

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

13. Other Proposal Requirements - Section V of this RFP provides further information and requirements of the MBE program as it relates to submittal of an offer in response to this RFP, and in performing contract services.

G. Budget

1. The Administration has an estimated budget of $200,000.00 for these services during the base period of the contract. The Offeror will only be compensated for actual work, satisfactorily completed and accepted, on task-by-task basis, depending on the needs of

Administration, and in accordance with the Department Terms and Conditions for

Services, March 2022 (Section IX).

2. The maximum amount expended in any fiscal year during the term of the Contract shall not exceed the amounts appropriated by the Maryland General Assembly in the

Administration’s budget for these services. For this reason, the Contract value is only an estimate, not a guarantee.

H. Basis of Compensation/Method of Payment

1. Basis of Compensation. Compensation for services performed under the Contract awarded because of this RFP will be all-inclusive labor rates on an hourly basis for each of the staff classifications requested. The proposed unit prices should include all direct salary costs, fringe benefits, overhead, profit, materials, and all other billing indirect costs. The on-site Contracting Office will be provided under an all-inclusive rate which will include holidays, vacation, and sick leave. The Offeror should factor all anticipated expenses, including parking fees, into its unit prices. The Administration will pay to the

Contractor the labor rates accepted at contract award and approved reimbursable expenses, subject to the maximum compensation set forth in the Contract.

2. All Inclusive Labor Rates. The all-inclusive labor rates accepted by the Administration will remain fixed during the contract period. In the event the Administration assigns a task to the Contractor requiring expertise or personnel not previously identified in its submittals for this Contract, the Contractor may submit for the Administration’s approval alternative staff/firms to perform the work. The Consultant will not be reimbursed for utilizing any subconsultants and vendors not approved by MAA in advance of any work performed.

3. Reimbursable Expenses. Approval of requests for reimbursable expenses is always at the discretion of the Administration’s Contract Procurement Officer. The

Administration does not allow any additives or markups to any direct cost items.

a. Transportation of personnel by automobile will be reimbursed in accordance with State travel regulations automobile mileage reimbursement at time of travel and is allowable for official business mileage only. The current reimbursement rate is zero point six five five

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

($0.655)/mile. Mileage within a 50-mile radius of the contractor’s office will not be compensated.

b. Distance travel on behalf of the Administration must be approved in advance and will be reimbursed at actual cost in accordance with State travel regulations current at the time of travel. Public transportation shall be at prevailing tourist class or coach rates. In general, distance travel is defined as travel associated with an overnight stay required to perform a specific project task. The Contractor will not be compensated for non-business hours while on travel status.

c. Lodging shall be reimbursed at reasonable lodging costs and subject to per diem cap at the time of travel

d. Meal reimbursement shall be limited to the current established per diem in accordance with State travel regulations and must be associated with an overnight stay to perform a specific approved project task.

e. Total reimbursement for lodging and meals is limited to Two Hundred, Twenty-Five Dollars and 00/100 ($225.00) or any subsequently pre-approved limit by the Administration Contract Procurement Officer.

f. The Contractor will not be compensated for utilizing subcontractors and/or vendors not approved in advance by the Administration

g. The Contractor will not be compensated for performing work prior to written authorization.

h. Computer and other technology costs are not an allowable direct expense.

i. Compensation to the Contractor for charges/expenses on contracts that are closed are at the sole discretion of the Administration. Acceptable justification and proper documentation may be required by the

Administration to consider reimbursement for these types of charges.

j. If any Key Staff proposed under this contract is not located at the local project office, the Administration will not reimburse the Contractor for the individual Key Staff’s travel and meal charges associated with traveling to MAA to conduct business or work on MAA’s projects. All such charges shall be considered as local travel from the Contractor’s local project office.

4. The Contractor will be compensated in accordance with the MDOT Terms and

Conditions for Services, March 2022 (Section IX), based on invoices submitted for payment with required supporting documentation. To ensure compliance with the certified MBE/DBE Contract participation goals, the Contractor shall:

a. Report monthly all payments to MBE/DBE/VSBE Subcontractors.

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

The payments reported via PRISM, the MAA’s payment verification system. The Administration will notify the Firm of the reporting method.

b. Report all unpaid invoices, over 30 days, from all certified MBE/DBE subcontractors and the reason the payment has not been made.

c. Include in its agreement with MBE/DBE subcontractors a requirement that the MBE/DBE subcontractors are to submit monthly to the

Administration, a report identifying the prime Contractor and listing the following:

i. Payment received from the Contractor in the preceding 30 days; and

ii. Invoices for which the subcontractor has not been paid.

Failure of the Contractor to report in a timely manner may result in a finding of noncompliance. Additional reports may be required by the Administration upon written request. All such records shall be retained for a period of three years following the acceptance of final payment and shall be available for inspection by the U.S. Department of Transportation, the Maryland Department of

Transportation, and the Administration.

5. Method of Payment. Subject to the performance of assigned work and its acceptance by the Administration, the Contractor may invoice the

Administration for actual work, satisfactorily completed and accepted, on a task-by-task basis, for all appropriate charges for services performed during the billing period. All such charges shall be derived in accordance with prices offered and accepted by the Administration. Work for each individual task order must be billed separately. Multiple task order work cannot be submitted on a single or combined invoice. Invoicing shall be in accordance with the template and format required by the PM.

Each certified invoice shall clearly delineate price breakdown by project, classification, hours, subcontracted cost, and reimbursable expenses, as applicable. Each billable line item should be listed separately on the invoice. All invoices shall be accompanied with supporting documents and affidavits and include the Contractor’s federal identification number. In order to receive payment for work subcontracted to others, the Contractor is required to submit with its invoices copies of subcontractor invoices as well as certification in the form of the Administration MBE/Non-MBE Subcontractor Utilization Form that subcontractors were paid for any invoiced services for which the Contractor received payment from the Administration. If Contractor is not in default of any contract terms and conditions, the Administration shall cause said invoice to be paid in a timely manner.

Paystubs of all Prime’s and Subcontractors’ employees working on this contract are subject to inspection by MAA at any time.

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

The Contractor shall be responsible for keeping project scope and costs contained within MAA’s task order and contract budget. The Contractor may not be reimbursed for work not authorized by the Administration’s Contract

Manager or PM in advance, for not meeting agreed to project schedule, and/or exceeding Administration’s approved budget without Administration’s prior written authorization.

The Contractor is required to submit invoices for the firm and its Subcontractors to MAA monthly. Any charges associated with a project/task submitted after the task/project is closed by MAA will be rejected. Any charges associated with a project/task submitted after the task/project is officially closed by the

Administration will be rejected. A task order closeout form, and dual execution of same by both the contractor and the Administration’s CM, will constitute official task/project closeout and shall contain a statement that all task elements have been provided and billed to the Administration.

In addition to the hard copies of invoices, the Consultant shall submit invoices to MAA electronically in the standard format required by MAA.

The Contractor will not be reimbursed for utilizing any subcontractors and vendors not approved by the Administration and added to the Contract thru a

Contract Modification in advance of any work performed. The Administration reserves the right to reduce or withhold Contract payment in the event the

Contractor does not provide the Administration with all required deliverables within the time frame specified in the Contract or if the Contractor otherwise materially breaches the terms and conditions of the Contract until the Contractor brings itself into full compliance with the Contract. Also, see the “Living Wage” provision of the Contract, if applicable, which allows for withholding of payment under certain circumstances. Any action on the part of the

Administration, 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 21.10.02.

6. Invoicing - All invoices or correspondence pertaining to invoices shall be identified with the Contract number and either e-mailed to the MAA Accounts

Payable (AP) department at maaacctpayable@bwiairport.com; or forwarded to the following address:

Maryland Aviation Administration

Accounts Payable Department

P.O. Box 8789

BWI Airport, MD 21240-0789

Note: The Administration’s AP Department prefers to receive invoices and correspondence pertaining to invoices via the e-mail address provided.

mailto:maaacctpayable@bwiairport.com

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

a. Contractor shall include the Vendor Federal Tax I.D. number or the

Social Security Account number on the invoice submitted.

b. The Contractor shall submit invoices within 20 days of the end of the previous calendar month, unless otherwise instructed by the

Administration in writing. Invoices will be considered late if they are submitted in excess of 30 days after the work has been completed.

c. The Administration reserves the right to request electronic versions of all invoices submitted to the Administration Accounts Payable (AP)

Department and/or to the Contract Administrator. This practice is intended to facilitate invoice approval and payment to the Contractor, as well as accurate record keeping of all services provided.

d. Each invoice for material, parts, repairs and projects, etc., shall include a copy of the approved purchase request signed by the

Administration’s Contract Administrator or designee.

e. Contractor must submit original invoice and proof of receipt for parts purchased.

f. All invoicing shall be submitted to the Administration on a spreadsheet, or as approved by the Administration, indicating the breakdown of areas and respective costs.

g. The administration shall work with the successful contractor in preparing acceptable invoice and spreadsheet templates. A detailed record of all work completed must be included with the submitted documents.

h. Invoices will be considered late if they are submitted in excess of

30 calendar days after the work has been completed. Late invoices shall be re-submitted with a current invoice date.

i. Upon Administration’s request, contract must submit evidence of employment records stating the total number of hours worked per each employee.

j. The Contract Administrator shall receive copies of all reporting activities and communications regarding the certified MBE/DBE program.

I. Issuing Office/Procurement Officer

The sole point of contact in the State for purposes of this RFP is the Procurement Officer at the

Issuing Office address shown below. Failure to comply with this requirement may result in an

Offeror being disqualified from further consideration.

Gayle Mealy, Procurement Officer

Office of Procurement & Materials Management

Maryland Aviation Administration

P.O. Box 8766

BWI Airport, MD 21240-0766

Phone: (410) 859-7331

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

Email: GMealy2@bwiairport.com

SECTION II – CONDITIONS GOVERNING THE PROCUREMENT

This section describes, but is not limited to, the major events of the selection process and specifies general requirements.

A. Anticipated Schedule of Events

The Administration has established the following anticipated schedule for the procurement of services outlined in this RFP.

2. Issuance of RFP: January 14, 2025

2. Pre-Proposal Conference: January 23, 2025

3. Proposal Inquiry Deadline: January 29, 2025

4. RFP Amendment Issued, week of February 7, 2025

5. Closing Date for Technical Proposals: February 24, 2025

6. Technical Evaluation Process: March 2025

7. Contract Formation: April 2025

8. Notice to Proceed: May 2025

B. Explanation of Events

1. Issuance of MAA-SV-25-008 Grant Services at Baltimore/Washington International

Thurgood Marshall and Martin State Airports, by the MAA Office of Procurement, in accordance with the provisions of COMAR 21.05.03, Competitive Sealed Proposals.

2. Pre-Proposal Conference. A pre-proposal conference will be held January 23, 2025, at

10:00:00 A.M. local time, for interested Offerors. The Pre-Proposal meeting will be held via Microsoft Teams using either the following link or phone number to join: Join the meeting now ;Meeting ID: 221 251 240 665 Passcode: pk7nD7Dj or phone number Dial in by phone +1 443-409-5228,,490842471#

Attendance at the Pre-Proposal Conference is not mandatory, but all interested Offerors are encouraged to attend to facilitate better preparation of their proposals. In addition, attendance may facilitate the Offeror’s understanding and ability to meet the State’s

MBE goals.

If there is a need for sign language interpretation and/or other special accommodations due to a disability, it is requested that at least five (5) days’ notice be provided. Please call 410-859-7031 or 410-850-7227 (TDD). The Administration will make reasonable efforts to provide such special accommodation.

3. Proposal Inquiries. Offerors having questions about this RFP and any aspect of the project should submit them in writing via e-mail, to the Procurement Officer by January

29, 2025 at 2:00:00 P.M, local time. All written questions received will become part of the RFP process and be answered in writing. The questions and answers will be file:///C:/Users/lmcgill2/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/QVQRX4JZ/jferrara@bwiairport.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyY2UzNDMtNDgyYy00NGFhLWJiZTEtM2VmNzliOGI1ZWM5%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%22582b4405-411b-42d3-bb51-d7b81af0f6e2%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzQyY2UzNDMtNDgyYy00NGFhLWJiZTEtM2VmNzliOGI1ZWM5%40thread.v2/0?context=%7b%22Tid%22%3a%22b38cd27c-57ca-4597-be28-22df43dd47f1%22%2c%22Oid%22%3a%22582b4405-411b-42d3-bb51-d7b81af0f6e2%22%7d

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall & distributed, in the form of an addendum, which will be posted on eMaryland

Marketplace Advantage.

NOTE: Each Offeror, prior to submitting a proposal, shall become fully informed as to the extent and character of the work involved. Please note that the Selection Panel takes an Offeror’s understanding of the project services into consideration at the written proposal evaluation phase.

4. RFP Amendment(s) – Any clarification, interpretation, or change to the RFP or Contract documents by the Administration will be made by written addenda and will be posted on eMMA. The Administration is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by written addenda. Any addenda so issued will be considered a part of this RFP document. Notice of the issuance of addenda to the RFP will be posted on eMMA. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals.

Addenda should be acknowledged in the Proposal Submittal Form (Section XI.1).

Failure to acknowledge receipt of addenda does not relieve the Offeror from complying with terms of any such amendments.

5. Submission of Proposals.

a. By submitting an offer/proposal and Price Proposal in response to this RFP, the

Offeror:

1) Affirms it understands that it must be registered on eMaryland Marketplace

Advantage to receive a contract award.

2) Declares that it is not in arrears in the payment of any obligation due and owing the State, including the payment of taxes and employee benefits, and that it shall not become so during the term of the contract, if selected for award;

3) Certifies, that if selected for award, that all work will be performed in conformance with applicable local, state and federal laws and regulations and the Equal Employment Opportunity and MBE requirements; and

Opportunity and MBE requirements; and

4) Agrees, that if selected for award, shall be deemed to have accepted the terms of this RFP and all accompanying documents. Any exceptions to this

RFP and contract documents must be clearly identified in the Proposal

Submittal Form (Section XI.1) included as part of the Offeror’s proposal.

A proposal that takes exception to these terms may be rejected. The intended Contract documents are for review and questions during the RFP process and prior to submittal of proposals.

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

b. An Offeror should submit a separately, sealed package for each requested proposal

“Volume.” Each envelope face should be labeled as Volume I or Volume II, as applicable, and include the RFP title and number, name and address of the Offeror, and the closing date and time for receipt of the proposals on the outside of the package.

Volume I, Technical Proposal: One (1) unbound original containing original signatures and clearly marked on its cover as “Original,” three (3) bound photocopies of the original, and three (3) flash drives of the original ; and

Volume II, Financial Proposal: One (1) unbound original containing original signatures and clearly marked on its cover as “Original,” two (2) bound photocopies, and one original on a flash drive.

c. Proposals must be received no later than February 24, 2025 @ 2:00:00 P.M.

Local Time, at the Maryland Aviation Administration, Office of Procurement, 7001

Aviation Boulevard, 2nd Floor, Glen Burnie, MD 21061, to be considered.

d. Requests for extensions to this date or time will not be granted. Any late proposal, late request for modification, or late request for withdrawal will not be considered. Oral, e-mail, or mailgram proposals shall not be accepted. Offerors submitting proposals by mail or commercial delivery service should allow sufficient mailing and delivery time to ensure timely receipt at the

Administration. U.S. Postal Service mail is received in a different location than that designated for receipt of proposals. It is recommended that proposals be hand-delivered to the Issuing Office. The Administration is not responsible for late proposals, no matter how delivered.

e. The identity of an Offeror and the Register of Proposals shall not be disclosed before the Procurement Officer makes a determination recommending award of the Contract, in accordance with COMAR 21.05.03.02.G.

6. Technical Evaluation Process.

a. Clarifications/Discussions. Proposals will be reviewed for conformance to the

RFP requirements. The State reserves the right to cancel this RFP; accept or reject any and all proposals, in whole or in part, received in response to this RFP;

Mail responses to:

Attn: G. Mealy

Office of Procurement

P.O. Box 8766

BWI Airport, MD 21240-0766 or

Hand Delivery or Commercial

Delivery of responses to:

Attn: G. Mealy

Office of Procurement

7001 Aviation Boulevard, 2nd Floor

Glen Burnie, MD 21061

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall & to waive or permit cure of minor irregularities; and to conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interest of the State. However, the State reserves the right to make an award without holding discussions. In either case of holding discussions or not doing so, the State may determine an Offeror to be not responsible and/or not reasonably susceptible of being selected for award at any time after the initial closing date for receipt of proposals and the review of those proposals. 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 notified (See COMAR 21.05.03.03B (2)).

b. Interviews. The Administration may require responsible Offerors to interview with the Selection Panel, clarifying their proposals and responding to questions from the Selection Panel. Interviews will be scheduled at the convenience of the

Administration, and notices of the date, time, and place will be sent to those

Offerors invited for discussions. An agenda and/or a list of questions to be addressed at the discussions may be enclosed with the notice.

Significant representations made by an Offeror during discussions/interviews that are not part of the written technical proposal must be reduced to writing. All such representations shall become part of the Offeror’s proposal and are binding if the Contract is awarded.

The number of Offerors invited for discussions/interviews is at the discretion of the Procurement Officer and the Selection Panel. Submission of a proposal does not guarantee an Offeror the opportunity to meet with the Selection Panel. Panel evaluation of discussions/interviews will become part of the overall technical evaluation of each Offeror’s proposal.

c. Best and Final Offers. When it is in the best interest of the State, the

Procurement Officer may permit responsible Offerors to revise their initial proposal by submitting best and final offers. This action is in accordance with

COMAR 21.05.03.03.D. The Panel may again conduct discussions with responsible Offerors. Failure to respond to a request for a Best and Final Offer will mean that the final previous offer received from the Qualified Offeror will be considered its Best and Final Offer.

d. Recommended Award. The Procurement Officer intends to recommend contract award to the responsible Offeror(s) that best satisfy the needs of the

Administration, based on the requirements of this RFP. The MAA reserves the right to award more than one (1) contract, using the criteria defined in this RFP, if, in the Procurement Officer’s judgement, there is more than one (1) qualified

Offeror to fulfill the commitment. If that is the case, the contracts will be awarded in the order of ranking of the proposals (utilizing the combined

Technical and Price ranking), and the highest-ranked firm may receive a larger reward. In making this determination, technical factors are more important than financial.

MAA-SV-25-008 Grant Services at BWI Thurgood Marshall &

e. Notice to Offerors. Each Offeror will be notified in writing of its selection or non-selection. Unsuccessful Offerors may request a briefing within seven (7) days of notification and given an opportunity for a debriefing by the Procurement

Officer to discuss the strengths and weaknesses of its offer. Debriefings will not include discussions of any other offers submitted in response to this RFP.

7. Contract Formation. The selected Offeror submits the required contract documents, for approval by the Administration prior to Contract award, and executes the Contract by the date set by the Administration. Execution of the Contract is acceptance by the

Contractor of all contractual terms and conditions as referenced in this RFP and accompanying Contract documents.

8. Authority to Award/Notice to Proceed. Execution of the resultant contract and its effectiveness are subject to the approval of the Maryland Department of Transportation and the Maryland Board of Public Works.