HEALTH & WELFARE: $5.55 per hour, up to 40 hours per week, or $222.00 per week or $962.00 per month HEALTH & WELFARE EO 13706: $5.09 per hour, up to 40 hours per week, or $203.60 per week, or $882.27 per month* *This rate is to be used only when compensating employees for performance on an SCA- covered contract also covered by EO 13706, Establishing Paid Sick Leave for Federal Contractors. A contractor may not receive credit toward its SCA obligations for any paid sick leave provided pursuant to EO 13706. | VACATION: 2 weeks paid vacation after 1 year of service with a contractor or successor, 3 weeks after 8 years, and 4 weeks after 15 years. Length of service includes the whole span of continuous service with the present contractor or successor, wherever employed, and with the predecessor contractors in the performance of similar work at the same Federal facility. (See 29 CFR 4.173) | HOLIDAYS: A minimum of eleven paid holidays per year: New Year's Day, Martin Luther King Jr.'s Birthday, Washington's Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day. (A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved.) (See 29 CFR 4.174) THE OCCUPATIONS WHICH HAVE NUMBERED FOOTNOTES IN PARENTHESES RECEIVE THE FOLLOWING: 1) COMPUTER EMPLOYEES: This wage determination does not apply to any individual employed in a bona fide executive, administrative, or professional capacity, as defined in 29 C.F.R. Part 541. (See 41 C.F.R. 6701(3)). Because most Computer Systems Analysts and Computer Programmers who are paid at least $27.63 per hour (or at least $684 per week if paid on a salary or fee basis) likely qualify as exempt computer professionals under 29 U.S.C. 213(a)(1) and 29 U.S.C. 213(a)(17), this wage determination may not include wage rates for all occupations within those job families. In such instances, a conformance will be necessary if there are nonexempt employees in these job families working on the contract. Job titles vary widely and change quickly in the computer industry, and are not determinative of whether an employee is an exempt computer professional. To be exempt, computer employees who satisfy the compensation requirements must also have a primary duty that consists of: (1) The application of systems analysis techniques and procedures, including consulting with users, to determine hardware, software or system functional specifications; (2) The design, development, documentation, analysis, creation, testing or modification of computer systems or programs, including prototypes, based on and related to user or system design specifications; (3) The design, documentation, testing, creation or modification of computer programs related to machine operating systems; or (4) A combination of the aforementioned duties, the performance of which requires the same level of skills. (29 C.F.R. 541.400). Any computer employee who meets the applicable compensation requirements and the above duties test qualifies as an exempt computer professional under both section 13(a)(1) and section 13(a)(17) of the Fair Labor Standards Act. (Field Assistance Bulletin No. 2006-3 (Dec. 14, 2006)). Accordingly, this wage determination will not apply to any exempt computer employee regardless of which of these two exemptions is utilized. 2) AIR TRAFFIC CONTROLLERS AND WEATHER OBSERVERS - NIGHT PAY & SUNDAY PAY: If you work at night as part of a regular tour of duty, you will earn a night differential and receive an additional 10% of basic pay for any hours worked between 6pm and 6am. If you are a full-time employed (40 hours a week) and Sunday is part of your regularly scheduled workweek, you are paid at your rate of basic pay plus a Sunday premium of 25% of your basic rate for each hour of Sunday work which is not overtime (i.e. occasional work on Sunday outside the normal tour of duty is considered overtime work). ** HAZARDOUS PAY DIFFERENTIAL ** An 8 percent differential is applicable to employees employed in a position that represents a high degree of hazard when working with or in close proximity to ordnance, explosives, and incendiary materials. This includes work such as screening, blending, dying, mixing, and pressing of sensitive ordnance, explosives, and pyrotechnic compositions such as lead azide, black powder and photoflash powder. All dry-house activities involving propellants or explosives. Demilitarization, modification, renovation, demolition, and maintenance operations on sensitive ordnance, explosives and incendiary materials. All operations involving re-grading and cleaning of artillery ranges. A 4 percent differential is applicable to employees employed in a position that represents a low degree of hazard when working with, or in close proximity to ordnance, (or employees possibly adjacent to) explosives and incendiary materials which involves potential injury such as laceration of hands, face, or arms of the employee engaged in the operation, irritation of the skin, minor burns and the like; minimal damage to immediate or adjacent work area or equipment being used. All operations involving, unloading, storage, and hauling of ordnance, explosive, and incendiary ordnance material other than small arms ammunition. These differentials are only applicable to work that has been specifically designated by the agency for ordnance, explosives, and incendiary material differential pay. ** UNIFORM ALLOWANCE ** If employees are required to wear uniforms in the performance of this contract (either by the terms of the Government contract, by the employer, by the state or local law, etc.), the cost of furnishing such uniforms and maintaining (by laundering or dry cleaning) such uniforms is an expense that may not be borne by an employee where such cost reduces the hourly rate below that required by the wage determination. The Department of Labor will accept payment in accordance with the following standards as compliance: The contractor or subcontractor is required to furnish all employees with an adequate number of uniforms without cost or to reimburse employees for the actual cost of the uniforms. In addition, where uniform cleaning and maintenance is made the responsibility of the employee, all contractors and subcontractors subject to this wage determination shall (in the absence of a bona fide collective bargaining agreement providing for a different amount, or the furnishing of contrary affirmative proof as to the actual cost), reimburse all employees for such cleaning and maintenance at a rate of $3.35 per week (or $.67 cents per day). However, in those instances where the uniforms furnished are made of """"wash and wear"""" materials, may be routinely washed and dried with other personal garments, and do not require any special treatment such as dry cleaning, daily washing, or commercial laundering in order to meet the cleanliness or appearance standards set by the terms of the Government contract, by the contractor, by law, or by the nature of the work, there is no requirement that employees be reimbursed for uniform maintenance costs. ** SERVICE CONTRACT ACT DIRECTORY OF OCCUPATIONS ** The duties of employees under job titles listed are those described in the """"Service Contract Act Directory of Occupations"""", Fifth Edition (Revision 1), dated September 2015, unless otherwise indicated. ** REQUEST FOR AUTHORIZATION OF ADDITIONAL CLASSIFICATION AND WAGE RATE, Standard Form 1444 (SF-1444) ** Conformance Process: The contracting officer shall require that any class of service employee which is not listed herein and which is to be employed under the contract (i.e., the work to be performed is not performed by any classification listed in the wage determination), be classified by the contractor so as to provide a reasonable relationship (i.e., appropriate level of skill comparison) between such unlisted classifications and the classifications listed in the wage determination (See 29 CFR 4.6(b)(2)(i)). Such conforming procedures shall be initiated by the contractor prior to the performance of contract work by such unlisted class(es) of employees (See 29 CFR 4.6(b)(2)(ii)). The Wage and Hour Division shall make a final determination of conformed classification, wage rate, and/or fringe benefits which shall be paid to all employees performing in the classification from the first day of work on which contract work is performed by them in the classification. Failure to pay such unlisted employees the compensation agreed upon by the interested parties and/or fully determined by the Wage and Hour Division retroactive to the date such class of employees commenced contract work shall be a violation of the Act and this contract. (See 29 CFR 4.6(b)(2)(v)). When multiple wage determinations are included in a contract, a separate SF-1444 should be prepared for each wage determination to which a class(es) is to be conformed. The process for preparing a conformance request is as follows: 1) When preparing the bid, the contractor identifies the need for a conformed occupation(s) and computes a proposed rate(s). 2) After contract award, the contractor prepares a written report listing in order the proposed classification title(s), a Federal grade equivalency (FGE) for each proposed classification(s), job description(s), and rationale for proposed wage rate(s), including information regarding the agreement or disagreement of the authorized representative of the employees involved, or where there is no authorized representative, the employees themselves. This report should be submitted to the contracting officer no later than 30 days after such unlisted class(es) of employees performs any contract work. 3) The contracting officer reviews the proposed action and promptly submits a report of the action, together with the agency's recommendations and pertinent information including the position of the contractor and the employees, to the U.S. Department of Labor, Wage and Hour Division, for review (See 29 CFR 4.6(b)(2)(ii)). 4) Within 30 days of receipt, the Wage and Hour Division approves, modifies, or disapproves the action via transmittal to the agency contracting officer, or notifies the contracting officer that additional time will be required to process the request. 5) The contracting officer transmits the Wage and Hour Division's decision to the contractor. 6) Each affected employee shall be furnished by the contractor with a written copy of such determination or it shall be posted as a part of the wage determination (See 29 CFR 4.6(b)(2)(iii)). Information required by the Regulations must be submitted on SF-1444 or bond paper. When preparing a conformance request, the """"Service Contract Act Directory of Occupations"""" should be used to compare job definitions to ensure that duties requested are not performed by a classification already listed in the wage determination. Remember, it is not the job title, but the required tasks that determine whether a class is included in an established wage determination. Conformances may not be used to artificially split, combine, or subdivide classifications listed in the wage determination (See 29 CFR 4.152(c)(1)).
Department of Human Services
Federal opportunity from Maryland Department of Human Services. Place of performance: MD.
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Point of Contact
Agency & Office
Description
Maryland’s Human Services Agency
Department of Human Resources Larry Hogan , Governor | Boyd K. Rutherford , Lt. Governor | Lourdes R. Padilla , Secretary
Equal Opportunity Employer
General Information 800-332-6347 | TTY 800-735-2258 | 311 West Saratoga Street | Baltimore | Maryland 21201 -3500 | www.dhr.maryland.gov
DEPARTMENT OF HUMAN RESOURCES (DHR)
BALTIMORE COUNTY DEPARTMENT OF SOCIAL SERVICES (BCODSS)
PRE-PROPOSAL CONFERECE
REQUEST FOR PROPOSALS
FOR
OVERNIGHT SIBLING SUMMER CAMP
BCODSS/CS -17-003-S
APRIL 21, 2017
6401 YORK ROAD
BALTIMORE, MARYLAND
10:00 AM – 10:45 AM
PRESENT FROM BCODSS:
JEANNETTA BOYCE
STEPHANIE HOUSE
SUSAN LOYSEN
ABBEY LILAND
LOU HARDESTY
PRESENT FROM DHR:
NNEKA WILLIS -GRAY
HUBERT CHANG, ESQUIRE, OAG
ALSO PRESENT:
ADAM SCHWARTBURG
ATTENDING BY PHONE:
JERMEY CULPEPPER
KEVIN REED
JENNY
Page 2 of 8
PROCEEDINGS:
Nneka Willis -Gray: Great thank you so much everyone ! Today's conference it is going to be recorded
and a summary of today's conference will be provided on eMaryland marketplace and DHR’s website for
review later on. What we are going to do is start to go through the solicitation, starting with the minimum
requirements.
For the solicitation the Offeror must have camp facility that is (a) located no further than 200 miles from
the Baltimore County Department of Social Services, located at 6401 York Rd. Baltimore MD 21212 and
(b) is available from 1 pm on Monday , June 19, 2017 through 9am Sunday June 25, 2017 . As proof of
meeting this requirement the Offeror shall submit with its proposal a letter that provides the address of the
camp facility and that states it will be available applicable period. If the camp facility is not owned by the
Offeror the Offeror shall also submit documentation that establishes its right to use the facility during the
specified period.
The Offeror shall also have experience within the 2016 calendar year operating a residential camp
involving a substantial recreation component and that was attended by at least 100 campers. As proof of
meeting this requirement the Offeror shall submit with its proposal a copy of its annual submitted
pursuant to COMAR 10.06.16.06 or for camps outside of Maryland a report that provides the substan tive
information required on the annual report form provided as attachment P.
The Offeror shall have a license or certificate to operate a residential camp issued by the state government
where the camp is operated or if the state government were the camp is operated does not license or
certif y residential camps, accredita tion through the association. The license, certificate, or accreditation
shall be active throughout the period June 19, 2017, June 25, 2017. As proof of meeting this requirement
the Offeror shall submit with its proposal, documentation evidencing that it has such an active license,
certificate, or accreditation.
Also just to mention that there has been an amendment that is issued to the RFP. That amendment was
posted to eMaryland marketplace and the DHR website and that is changing minimum requirement in
section 1.1.1 from the radius of 165 miles to 200 miles .
Also if you asked a question prior to today’s meeting those questions have also been posted to
eMaryland Marketplace and DHR’s website.
Now we are going to go through the Scope of Work Requirements which is going to be provided to us my
Ms. Susan Loyse n.
Susan Loysen: I’m just going to summarize what was in the RFP, if you have any questions hold them
the end and we will provide the answers at this time to them.
Just a little bit of background and the intent of the camp is to provide siblings who are in foster care and
have been separate from one another an opportunity to have the same type of camp experiences that
siblings who grow up in the same home have . So have they can have an overnight experiences where
they can spend time with one another and enjoy their relationship in a way that they don’t often get to
outside of the camp experience .
Page 3 of 8
Section 2.3 describes what we will bring to the table, so we provide approximately 40 counselors -- there
are social workers , there are attorneys, there are counsel ors, and there are junior counselors. They are our
counselors that help to assist with the activities . We are accompany ing all the children on everything that
they do. We’re with them all the time. We maintain their emergency contact information . We
coordinate with their parents and their legal guardians to make sure all forms are completed we make sure
that their families or our agency provides their linens and bedding and things like that. We also provide
and auxillary nurse to the staff that helps with prescriptions and so forth. We provide arts and crafts
material for our primary activity which is the creation of a memory blanket and other activities.
What we're asking from the camp is that we have space for our campers and our counselors . Our camp
begins at 1 o'clock on June 19, 2017 and it ends approximately nine or 10 o'clock on Sunday the 25th. The
counselors arrive on Monday afternoon our campers arrive the following day Tuesday in the afternoon by
bus typically. We are looking for a facility that can house all of us. It ends up being about 100 people all
said and done betwee n campers and counselors we look to have two separate sleeping facilities that are
separated by some distance so we can separate our camp by gender .
We clearly need toilets and showers and things, electricity to have comfortable camping/ lodging facilities .
We are looking for a dining hall that will hold 100 of us to eat at the same time. A swimming pool where
we can all swim , either where we're all together or we’re separated into groups . We’re looking for
recreational facility so having a sports field or a way that we can recreate outdoors . Playing football or
basketball or kickball or whatever game it is we choose . We need an outdoor meeting area so we can
have our orientation s, our team meetings and so forth. We need indoor space in the event of inclement
weather and we do have some indoor activities we need a space where we can show a movie for all
hundred camper counselors and we need a nursing station where all of her or his equipment can be kept
including medicine . We need space for 40 or so counselors to park their cars. We’re not alway s fantastic
about carpooling because we come from all over. In terms of the evening activities we are looking for the
camp to provide recreational activities for campers and counselors for all daytime hours that were there so
starting Tuesday afternoon and then all day Wednesday , Thursday , Friday and Saturday we don't need to
recreational activi ties on Sunday because we eat breakfast and then depart as soon as possible.
We would need the camp to provide scheduling for those activities that would be done in consultation
with or approved by our staff. We separate our campers and counselors into five or six what we call
family groups, each scheduled activity would be specific for one family group which would be 8 to 10
campers and 4-6 counselors sometimes we can group some of those family groups together but in general
we’re looking for them to be separate activities so that sibling grouping are getting some one on one
attention versus a whole hundred person camping activity if that makes sense to folks.
We have arts & crafts period blocked out where they do their memory blanket or other arts &crafts
activity. So again we need an area for that. We need alternative actives in the event we have inclemen t
weather. If we have off site activi ties we need transportation to those off site activities. Again primarily it
would be a family group or two family groups at a time but if the outside activities for all camp, we would
need transportation for that as well.
We are looking for specific skilled positions at the camp including lifeguards for the pool. If there is any
activitie s that need certification like zip lining or so forth we would need the camp to provide that
certified staff. We are looking for some specific activities in particular horseba ck riding or rafting or high
ropes some activity that is something that they can’t typically get in their normal foster care experience .
We have aged counselors and even JR from 7 to 17 so the activity needs to be doable for seven -year-old
and a 17-year-old so if there is an activity that requires you know tall people there needs to be an
alternative activity for smaller people. Let’s just say, well you need to be as tall as Mickey for some
things, so let’s just say there needs to be something for the Minnie’s! Again the swimming pool we need
at least one swimming session each day for either the family group or the entire camp. We are looking
Page 4 of 8
obviously for the camp to met or and/ or exceed the COMAR regulations . We are looking for the camp to
provide a scavenger hunt activity so campers get an opportunity to explore different areas of the camp or
community so it can be on or off grounds of camp. We are looking to have an amusement park
experience off sit and that would include meal at the park. We are looking for any materials that are
needed for the recreational activities. So if we are playing basketball a basketball is provided, the hoops
should be provided. Materials for any of the activit ies would be provided by the camp.
We are looking for the staff to have a special understanding of our clients they are coming from foster
placement they have trauma backgrounds and so we need the staff to be experienced and sensitive and
empathic to their needs . If there needs to be you know waivers or releases signed we expect that be
available.
Stephanie House: What about meals?
Susan Loysen: Meals is the next section, thank you very much for that lead in. WE NEED Meals!! It
starts with dinner with counselors on Monday evening and then each breakfast lunch and dinner would be
expected to be provided by the camp including the meal at the amusement park we are also lookin g for
snacks and we have evening activities on site, so we will be looking for a snack during each of those
evening activities like popcorn or snow cones or Smore's at a campfire we have at least one birthday
celebration each week so will be looking for birthday cake for that. we are looking for folks for
accommodate any food needs so we have allergies we have gluten free we have vegetarians we have any
host of food needs and so within five days of camp we would give you those needs and expect them to be
accommodated. We are looking to have a licensed nurse on the premises and as I said we will bring an
auxillary nurse but we would expect a full-time nurse to be there with all the appropriate equipment to
facilitate that. Obviously she should be licensed and qualified to admi nister medication and first aid. We
would be looking for an emergency plan. And again looking for COMAR regulation s to be met in terms
of safety and sanitation from the camp . cleaning you know we are looking for the large areas to remain
and the cafeteria and common areas remain clean and sanitary any issues that come up plumbing issues,
electrical issues we may expect for them to be resolved right away . Our images of our campers are not to
be utilized unless we have given you express ed written authorization to do so. Counselors , we bring our
own counselo rs but we expect that there be camp counselors on-site. We provide an orientation we would
expect that we would orient the camp and the camp would orient us to any regulations or activi ties that
need to happen. So any training would be, we would expect to be trained if there is anything that you
needed us to know and vice versa . As far as expenses go there maybe things that we require during the
course of the week you know batteries , printer , toner paper, whatever we would expect for those things to
be supplied and they can be reimbursed. The camp director shall possess extensive experience in the
development of these camps and then there will be a kick off meeti ng maybe you guys can talk about a
post award kick off meeting. Thank you!
Nneka Willis -Gray: So within about 2 weeks after we receive approval of the rewards there will be a post
award kick off meeting. That kick off meeting will just include the contractors project manager any other
staff, Contractor staff or any DHR – Department of Human Resources employees, were we will go over
the delivery of service, invoice processing, monitoring of the contract, terms and conditions and other
questions that may arise at that time.
So now we are going to move onto section 3 of the RFP which is the contractor requirements and general
requirements on page 15. Just briefing go over the insurance and briefing highlight some sections here.
First section is the insura nce requirements section 3.1. For the insurance the contractor shall maintain
commercial, general liability insurance with a minimum limit $1,000,000 per occur rence and $2,000,000
per aggrega te. The contractor shall also maintain errors and omissions or profess ional liability insurance
of $5,000,0 00 per claim and annual aggrega te. A current certificate of insurance is to be submitted with
Page 5 of 8
your technical proposal. It does not need to match the requirements that are currently in the RFP at the
time of the propos al submission. If you are recommen ded for contract award within in 5 business days of
being notified for contract award a copy of the insurance with the minimum requirements described is to
be submitted to the procurement officer.
So, now we are going to go to section 3.4 which is the invoice section found on page 17 of the RFP. For
invoices all invoices shall include the following information. It should include the contractors name and
address, remittance address, Federal Employer Identification #, invoice period, invoice date, number, state
assigned contract number, state assigned blanket purchase order #, description of services provided and
the amount due. For this particular solicitation because it has a cost reimbursement to it. There also is an
expense activity log that is to be submitted with the invoice which is Attachment S and it, and a signed
copy provided along with any itemized receipt, invoices, purchase order , or other similar documentation
for which each expense claimed for reimbursement is provided. Attachment S as in SAM is the expense
activity log.
The invoices are to be submitted no later than 30 days following the end of camp.
Now we are going to move on to the contract duration and type which can be found on page 24. The
antic ipated start date of the contract is June 1, 2017 and the end date is June 30, 2017. The camp does not
start until June 19; however there mayb e some information or something that need to be set in place
before the start of camp which is why the date is June 1.
This contract is a mixed contract type and what that means is that we have a firm fixed price, that firm
fixed price should include any and all direct and indirect cost for any and all work provide for each
service and it also has a cost reimburseme nt amount which is $3000. The only charges subject to
reimbursement are those described in 2.4.7 of the scope of work.
Now we are going to move to Section 4 which is the procurement instructions. That’s going to be found
on page 22. We are going through…we are going to highlight section 4.2 of this section. This is
eMaryland Marketplace. EMM is what we use to post the solicitation and provide any updates to the
solici tation so it is expected that anyone who wants to receive any information about the solicitation
actually registers for eMaryland Marketplace . And then to register go on the eMaryland Marketplace
website which is https://emaryland.buyspeed.com/bso/ , click on register and then follow the process from
there. So if you haven’t already done so you do want to make sure you do go ahead a register and also
registration is required in order to receive a contract award. And your eMaryland Marketplace vendor ID
number will need to be submitted with your transmittal, included in your transmittal letter for us to look
at.
The next section is Section 4.5 which is proposal closing date and time. Proposal s are going to be due
May 8, 2017 @ 2PM. Proposals are to be submitted to the address located on the key information page.
That address is for Baltimore County Department of Social Services is 6401 York Rd. Baltimore, MD
21212. Any Offerors that plan on mailing their proposals shall allow sufficient mail delivery time and
timely receipt by the procurement officer because any late propos als will not be accepted. The only
exceptions to this is provided in COMAR 21.05 .03.02.F AND 21.05.02.10. These exceptions do not
include traffic and/or not able to find parking.
The next section is Section 4.6 for Multiple or Alternate Proposals. Multiple or alternate proposals are
not going to be accepted.
The next section is 4.8 Public Information Act Notice. We would like for you to pay specific attention to
this section because Offerors shall give specific attention to the clear identification of these portions of its
Page 6 of 8
proposals that it considers confidential and/or propriety information or trade secrets and provides a
justification that why such materials upon request should not be disclosed by the State under the PIA act.
So just pay close attention to what in your proposal you would not like to be known because we do get a
lot of PIA act request and that information does require us to give the information to whoever request it.
4.17 goes over the mandatory contractual terms on page 25. When submittin g a proposal in response to
the RFP, the Offeror that is selected for award is expect ed to have accept ed the T&C of the RFP. And the
contract (attachment M), any exceptions shall clearly be identified in the executive summary of the
technical proposal. A proposal that takes exceptions to these terms may be rejected. More info found in
Section 5.4.2.4.
Last but not least for this section, section 4.21 Registrat ion and Tax payment. For any entity to do
business with the state of Maryland, they do need to be registered with state department of assessment and
taxation. Registr ation info is found at www.egove.maryland.gov/business express. It’s strongly
recommended that if you would like to submit a proposal that the registration be completed prior to the
date of receipt of proposals which is May 8.
So now we are going to move on to the fun stuff which is the proposal format. When submitting your
proposal. They are submitted in two parts. The first is volume I which is the Technical Proposal the
second part is Volume II which is the Financial Proposal. It is expected that these are sealed separately
from each other but combined into one package. Each volume to contained 1 original that is unbound and
4 copies. And should have a label with the RFP Title and number; Name and address of the Offeror; and
Closing date and time.
Also included with your submission should be two CD or DVD electronic versions. One electronic
version is going to be a Microsoft Word version of the Technical Proposal and an excel version of the
Financial Proposal. The second submission on CD or DVD is going to include a searchable adobe PDF
format, redacted copy of the Technical Proposal and redacted copy of the Financia l Proposal. This will
be used for Public Information Act. Please do not submit a USB please submit either a DVD or CD.
Include on the CD/DVD the RFP Title; Name and address of the Offeror; and the closing date and time
for receipt of proposals.
No we are going to move on to the delivery method on the bottom of page 31. The Proposals can be
either mailed or hand delivered. Proposals cannot be accepted electronically or by fax. If you are sending
a proposal it is preferred you use US Postal service for delivery. The Department recommends either
express, priority, or certified mail as these are the only forms both the date and time of receipt can be
verified by the Department. If you were to mail out a proposal and it were to come after the due date and
time and did not have a proof of delivery, your proposal would be rejected. So please use one of those
forms of delivery so that we can verify. You can hand deliver your proposal, the Offeror is advised to
secure time stamp or otherwise indicated receipt of delivery.
After receipt a register of proposals will be prepared that identifies each Offeror the register of proposals
will be open to inspection after the Procurement officer makes a determination for recommendation of
award for the contract.
Now we are going to go into section 5.4, which how volume I technical proposal should be laid out. It is
highly recommended that you follow this format as it helps our evaluation committee, evaluate your
proposals.
We are going to skip to Section 5.4.2 . Tab A will include the title page and table of contents. Tab A-1
will include the claim of confidentiality if it is applicable. Tab B will include the transmittal letter. The
Page 7 of 8
transmittal letter need s to acknowledge the receipt of any addenda. The transmittal should also be brief
and signed by the individual authorized to commit the Offeror to the services and requirements as stated
in the RFP. The transmittal letter will include the name and address of the Offeror, name, title, email
address of the primary contact for the Offeror , the solicitation title and solicitation number, signature
typed name and title of the indiv idual authorized to commit the Offeror to its proposal, the Federal
employer’s identification # or if an individual, the individuals social security number. The Offeror’s
eMM number , MBE # if applicable, and acceptance of the RFP and any contractual terms. If any
exceptions are taken those are to be included in the executive summary. Lastly acknowledgement to any
amendments posted to eMM and DHR websites. Tab C is the executive summary. Tab D will go over
the minimum qualification documents per section 1 of the RFP. Tab E is going to be the meat and
potatoes of your proposal. Under to Tab E is your response to the RFP requirements and the proposed
work plan. The Offeror is going to address each section of section 2 of the RFP and that should include
detail information on how the Offeror will meet and exceed those requirements. Offerors who provide
additional detail in these sections will be ranked higher than another Offeror that just says, “Yes, they will
comply.” Also to help guide you through creating that work plan, we have laid out some additional areas
that we would like you to focus on which is on page 34. That would be (a) The specific times when
the camp area will be available for the exclusive and continual use of the Campers and BCODSS
Counselors, along with the location of the camp facility; (b) A description, map and/or photographs
that show the camp facilities and equipment that will be available for the exclusive and continual use by
the Campers and BCODSS Counselors and that satisfy the requirements; (c) A description of all
recreational activities that will be offered to the Campers and BCODSS Counselors on site, including the
hours and occupancy limits when the pool will be available; (d) A description of all recreational
activities that will be offered to the Campers and Counselors off-site, including the names of the
providers, the address of the off-site locat ions, and the round -trip transportation times required to get to
and return from each off-site locations;(e) A description of the experience of the Offeror and its
staff in working with children who have special behavioral or emotional needs and in working with
children who are involved in the foster care system;(f) A description of the meals and snacks that will
be offered, preferably including a draft menu; (g)A description of the Offeror’s plan to ensure safety and
provide maintenance at the camp; (h) A description of the Contractor’s proposed role in the BCODSS
Counselor Orientation sessions;(i) The resume or description of the relevant experiences of the
proposed Contractor’s Project Manager and Camp Director; and (j) Acknowledgment that the
Offeror would attend the Post-Award Kick -Off Meeting if awarded the Contract. This section will help
you assist preparing your response to section 2 of the RFP. Tab F Experience and Qualifications of
Proposed Staff will be submitted; Tab G goes over Offeror Qualifi cations and Capabilities; Tab H is
where references will be provided; Tab I will include a list of current and prior state contracts; Tab J will
outline the financial capabilities; Tab K is where you will submit current certificate of insurance will need
to be submitted. Again the insurance at the time of proposal submission does not need to match the
requirements outlined in the RFP. Tab L will outline any subcontractors that will be working under the
contract. Tab M goes over any legal action summary if applicable; and Tab N will go over the econ omic
benefit factors. Tab O includes in additional Technical submissions. At the time the proposals
submission we will need Attachment C the Proposal Affidavit completed and the Maryland Living Wage
Agreement completed which is Attachment F-1. And then Volume II the Financial Proposal, Again the
financial Proposal should a separately sealed cover from the Technical Proposal and needs to be clearly
identified as the Financial Proposal and we will need 1 origi nal and 4 unbound copies. It should be
submitted in the format as specified in Attachment B. If it is not submitted in attachment B it will not be
accepted. Also please recognize that when you are submitting your Technical Proposal, no financial
informat ion should be provided in a Technical Proposal. Only indicated in the Financial Proposal.
Moving on to Section 6, Section 6 is to let you know what you will be evaluated criteria will be based on.
It’s going to be based on the following in descending order of importance. This will be found on page 31
of the solicitation. Each criteria has equal weight. 1st the Offeror is going to be evaluated on the
Page 8 of 8
Offeror’s technical response to the requirements in the work plan. Then the Offeror will be evaluated on
experience and qualifications of proposed staff; next is the Offeror’s qualifications and capabilities
including proposed subcontractors; and last the economic benefit factors to the State. Once the Technical
proposals are ranked, then we will evaluat e the Offerors on the financial criteria. Offerors will be ranked
from lowest – most adva ntageous to highest -least advantageous based on the price that is submitted in
Attachment B, the Financial Form.
Although Maryland law does not generally authorize procurement units to favor resident Offerors in
awarding procurement contracts; many other states do grant their resident business preference over
Maryland contractors. Therefore, COMAR 21.05.01.04 permits procuring units to apply a reciprocal
preference in favor of a Maryland business under the following conditions: The resident is a responsible
Offeror; The most advantageous offer is from a responsible Offeror whose principle office or principle
operations through which it would provide the services required under this RFP is in another state; The
other state gives preference to its resident businesses through law, policy, or practice; and the Maryland
resident preference does not conflict with federal law or grant affecting the procurement contract. And so
that is all the information I will be providing for you today. Does anyone have any questions about what
we have gone over? And whenever you do ask your question can you also provide your name and the
company that you represent.
Hubert Chang: This is Hubert Chang, Assistant Attorney General; I just wanted to make one point of
clarification. In discussing the scope of work we talked about having approximately 100 people attend
the camps and needing meals. The actual, specific number in the RFP is for 95. 100 is being used as an
approximate term, 95 is the required number in the RFP.
[For a list of questions and responses to the questions asked during the Pre-Proposal Conference, please
See Questions and Responses Series 2 and 3].
Nneka Willis -Gray: Thank you all very much for your time and for coming out today. This is going to
conclude the Pre-Proposal Conference for the Overnight Sibling Summer Camp solicitation. Again,
proposals they are due Monday, May 8 at 2:00 PM. Please submit them timely and if you are mailing
them out please allow enough time to receive them timely.
Hubert Chang: And if you have continuing questions, please make sure to email them to the Procurement
Officer located on the Key Information Sheet, with adequate time to allow a response prior to the
proposal due date and time.
Files
Files size/type shown when available.
BidPulsar Analysis
A practical, capture-style breakdown of fit, requirements, risks, and next steps.
The Maryland Department of Human Services is soliciting proposals for an Overnight Sibling Summer Camp to support foster siblings from June 19 to June 25, 2017. The camp must be within 200 miles of Baltimore and accommodate approximately 100 campers and counselors. Essential requirements include facilities for sleeping, dining, recreational activities, and compliance with COMAR regulations.
The buyer seeks proposals to provide a residential camp experience for siblings in foster care. The camp aims to create opportunities for siblings who are separated by circumstances to bond and participate in diverse recreational activities in a safe environment.
- Organizations with experience running residential camps for children.
- Vendors that own or can arrange access to compliant camp facilities within the specified range.
- Firms with a proven record of working with foster care programs or similar demographics.
- Identify and secure a suitable camp facility within 200 miles of Baltimore, MD.
- Prepare necessary documentation including facility proof and compliance with licensing requirements.
- Design a schedule of activities considering the range of ages and capabilities (7-17 years old).
- Ensure sufficient staffing, including at least 40 counselors and qualified personnel for specific activities (e.g., lifeguards, certified instructors).
- Coordinate transportation for offsite activities as needed.
- Proof of facility location and availability letter.
- Documentation of experience in running similar camps (e.g. annual reports).
- Active license or accreditation for operating a residential camp.
- Detailed schedule of proposed activities and staff qualifications.
More BidPulsar strategy notesCompliance, pricing, teaming, risks, questions, and coverage notes
- Offerors must meet licensing requirements for their camp facilities throughout the camp period.
- All activities must comply with COMAR regulations regarding child safety and welfare.
- Pricing should reflect operational costs while considering funding available for summer camp initiatives.
- Include cost analysis for program activities, staffing, and facility usage.
- Consider teaming with local outdoor recreational companies for specialized activities (e.g., zip lining, horseback riding).
- Engage with non-profit organizations focused on foster care to enhance program delivery.
- Potential issues with facility availability or compliance with local regulations.
- Staffing challenges, particularly hiring qualified counselors who can cater to diverse age groups and needs.
- Inclement weather affecting outdoor activities and requiring alternative indoor planning.
- What is the procedure for ensuring compliance with state licensing for residential camps?
- Can the facility accommodate specific activities outlined in the Scope of Work?
- What are the contingency plans for inclement weather or emergencies?
Some notices publish limited source detail. Confirm these points before final bid/no-bid decisions.
- Scope of Work specifics beyond general requirements.
- Actual solicitation number and posted dates for the RFP.
- Clarification on available budget or funding constraints for proposals.
- Details on the total expected number of contractors or bids received.
FAQ
How do I use the Market Snapshot?
It summarizes awarded-contract behavior for the opportunity’s NAICS and sector, including a recent pricing band (P10–P90), momentum, and composition. Use it as context, not a guarantee.
Is the data live?
The signal updates as new awarded notices enter the system. Always validate the official award and solicitation details on SAM.gov.
What do P10 and P90 mean?
P10 is the 10th percentile award size and P90 is the 90th percentile. Together they describe the typical spread of award values.