Insurance Broker Services for Travel/Accident and Athletic Participants Coverages

Dereck E. Davis
State Treasurer

Jonathan D. Martin
Chief Deputy Treasurer

MARYLAND STATE TREASURER’S OFFICE
Louis L. Goldstein Treasury Building
80 Calvert Street, Room 109
Annapolis, Maryland 21401

REQUEST FOR PROPOSALS (RFP)
FOR
INSURANCE BROKER SERVICES FOR
TRAVEL/ACCIDENT AND ATHLETIC PARTICIPANTS COVERAGE S
RFP #TAAP - 07092024

ISSUE DATE: JULY 9TH 2024

NOTICES :
STO strongly encourage s MBE participation in all its solicitations, especially when
there is/are no stated goal(s). To the extent that MBEs employed in this industry are
interested but are not fully qualified to respond, please contact the Procurement
Officer listed on the Key Information Summary Sheet for further information.

A Prospective Offeror that has received this document from a source other than eMaryland Marketplace
Advantage (eMMA ) https://procurement.maryland.gov should register on eMMA . See Section 4.2.

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STATE OF MARYLAND
VENDOR FEEDBACK FORM
To help us improve the quality of State solicitations, and to make our procurement process more
responsive and business friendly, please provide comments and suggestions regarding this solicitation.
Please return your comments with your response . If you have chosen not to respond to this solicitation,
please email this completed form to the attention of the Procurement Officer (see Key Information
Summary Sheet below for contact information).
Title : Insurance Broker Services for Travel/Accident and Ath letic Participants Coverage s
RFP #: TAAP - 07092024
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 is simply too complicated . (Explain in REMARKS section)
We cannot be competitive . (Explain in REMARKS section)
Time allotted for completion of the Proposal is insufficient
Start -up time is insufficient
Bonding/Insurance requirements are restrictive (Explain in REMARKS section)
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:
____________________________________________________________________________________
____________________________________________________________________________________
Vendor Name: ________________________________ Date: _______________________
Contact Person: _________________________________ Phone (____) _____ - _________________
Address: ______________________________________________________________________
E-mail Address: ________________________________________________________________

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KEY INFORMATION SUMMARY SHEET

Request for Proposals Insurance Broker Services for Travel/Accident and
Athletic Participants Coverages

Solicitation Number: RFP # TAAP – 07092024

RFP Issue Date: July 9th 2024

RFP Issuing Office: State Treasurer’s Office (“STO” or the "Office")

Procurement Officer: Kris Chewlin
Louis L. Goldstein Treasury Building
80 Calvert Street, Room 109
Annapolis, Maryland 21401
e-mail:
Office Phone: kchewlin@treasurer.state.md.us
[410- 260-7428]

Proposals are to be sent to: eMMA Portal or via Mail or Hand Delivery

Questions Due Date and Time July 18th 2024 by [2.00] p.m. Local time

Proposal Due (Closing) Date
and Time: July 30th 2024 by [2.00] p.m. Local time
Offerors are reminded that a completed Feedback Form is requested if a no -bid decision is made (see page iv ).
Oral Presentations, if any Oral Presentations are not being held
MBE Subcontracting Goal: 15%
Contract Type: Fixed Fee
Contract Duration: Five (5) year base period with two (2) one -year option
periods

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TABLE OF CONTENTS
1 Minimum Qualifications ...................................................................................................................... 7
Offeror Minimum Qualifications ................................................................................................. 7
2 Contractor Requirements: Scope of Work ........................................................................................ 8
Summary Statement ..................................................................................................................... 8
Insurance Broker Services ........................................................................................................... 8
Auditing ....................................................................................................................................... 9
Order of Precedence .................................................................................................................. 10
TRAVEL/ACCIDENT – COVERAGES REQUIRED ............................................................. 11
ATHLETIC PARTICIPANTS – COVERAGES REQUIRED ................................................. 11
2.7 Term .......................................................................................................................................... 13
2.8 Compensation ............................................................................................................................ 13
2.9 Staffing Requirements ............................................................................................................... 13
3 Contractor Requirements: General .................................................................................................. 15
End of Contract Transition ........................................................................................................ 15
Invoicing .................................................................................................................................... 15
Disaster Recovery and Data ...................................................................................................... 16
Insurance Requirements ............................................................................................................ 16
Security Requirements ............................................................................................................... 17
Experience and Personnel .......................................................................................................... 18
Substitution of Personnel ........................................................................................................... 18
Minority Business Enterprise (MBE) Reports ........................................................................... 19
4 Procurement Instructions .................................................................................................................. 20
Pre-Proposal Conference ........................................................................................................... 20
eMaryland Marketplace Advantage (eMMA) ........................................................................... 20
Questions ................................................................................................................................... 20
Procurement Method ................................................................................................................. 20
Proposal Due (Closing) Date and Time ..................................................................................... 20
Multiple or Alternate Proposals ................................................................................................. 20
Economy of Preparation ............................................................................................................ 20
Public Information Act Notice .................................................................................................. 20
Award Basis ............................................................................................................................... 21
Oral Presentation ....................................................................................................................... 21

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Duration of Proposal .................................................................................................................. 21
Revisions to the RFP ................................................................................................................. 21
Cancellations ............................................................................................................................. 21
Incurred Expenses ..................................................................................................................... 21
Protest/Disputes ......................................................................................................................... 21
Offeror Responsibilities ............................................................................................................. 21
Acceptance of Terms and Conditions ........................................................................................ 22
Proposal Affidavit ..................................................................................................................... 22
Contract Affidavit ...................................................................................................................... 22
Compliance with Laws/Arrearages ........................................................................................... 22
Verification of Registration and Tax Payment .......................................................................... 22
False Statements ........................................................................................................................ 22
Payments by Electronic Funds Transfer .................................................................................... 22
Electronic Procurements Authorized ......................................................................................... 23
MBE Participation Goal ............................................................................................................ 24
Living Wage Requirements ....................................................................................................... 25
Conflict of Interest Affidavit and Disclosure ............................................................................ 25
Maryland Healthy Working Families Act Requirements .......................................................... 26
5 Proposal Format ................................................................................................................................. 27
Two Part Submission ................................................................................................................. 27
Proposal Delivery and Packaging .............................................................................................. 27
Volume I – Technical Proposal ................................................................................................. 28
Volume II – Financial Proposal ................................................................................................. 30
6 Evaluation and Selection Process ...................................................................................................... 31
Evaluation Committee ............................................................................................................... 31
Technical Proposal Evaluation Criteria ..................................................................................... 31
Financial Proposal Evaluation Criteria ...................................................................................... 31
Selection Procedures .................................................................................................................. 31
Documents Required upon Notice of Recommendation for Contract Award ........................... 32
Attachment A. Financial Proposal Instructions & Form .................................................................. 33
Attachment B. Proposal Affidavit ....................................................................................................... 36
Attachment C. Maryland Living Wage Affidavit of Agreement for Service Contracts ................ 42
Attachment D. Minority Business Enterprise Forms ........................................................................ 45

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Attachment E. Conflict of Interest Affidavit and Disclosure ........................................................... 46
Attachment F. Contract ....................................................................................................................... 47
Attachment G. Billing Subcontractors .................................................................................................... 56
Attachment H. Contract Affidavit ........................................................................................................... 58

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1 Minimum Qualifications
Offeror Minimum Qualifications
As part of the determination t o be considered reasonably susceptible of being selected for award, the Offeror must
document in its Proposal that, within the last seven (7) years, the following Minimum Qualifications have been
met:
1.1.1 The Offeror shall have a d esignate d employee to handle STO coverage that has a minimum of 10
years of experience in each of the relevant commercial coverages (i.e. Travel/Accident and
Athletic Participants Coverages, as applicable ).
*Required Documentation: As proof of meeting this requirement, the Offeror shall provide with
its Proposal three or more references within the past seven years that are able to collectively
attest to the Offeror’s required years of experience in providing Travel/Accident and Athletic
Participants Coverages.
1.1.2 All insurance companies for which coverage is placed under the contract and for offeror’s own
insurance coverage shall have an A.M. Best rating of “A -” or better.
1.1.3 They have and will maintain all necessary permits and licenses required by local, State and/or
federal laws.

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2 Contractor Requirements: Scope of Work
Summary Statement
The Office is issuing this Request for Proposals (RFP) to select one insurance broker to represent the State’s
insurance needs in the areas of Blanket Travel /Accident and Athletic Participants Accident Coverages. The selected
insurance broker will market , manage and service the existing coverages, as well as any coverages added in the
future, present the Office with competitive quotes and recommendations, place the coverage, and service the
coverage each year. This will include any related coverage additions and services or replacements thereto. Related
coverages and services may be added at any time during the Contract period.
It is the State’s intention to obtain services , as specified in this RFP , from a Contract between the selected Offeror
and the State.
The Office will award one contract from this RFP. See RFP Section 4.9 (Award Basis ) for more Contract award
information.
An Offeror, either directly or through its subcontractor(s), must be able to provide the services and meet the
requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for
Contract performance regardless of subcontractor participation .
Insurance Broker Services
With respect to the coverages identified below for Blanket Travel /Accident and Athletic Participants Accident
coverages , (Section s 2.5 – 2.6), as well as any related coverages requested by the Office to be added in the future,
the selected insurance broker shall be responsible for providing the following services to the office:
2.2.1 Market and obtain quotations for each policy, reporting on an insurer’s financial status, and plac e
and servic e the desired insurance coverages.
2.2.2 Provide carrier loss runs for a minimum of five years at least 90 days before expiration of each
coverage, including any prior year with open losses. If for any reason a carrier will not provide this
information, the broker must submit a written explanation to the Office’s Director of Insurance
explaining why loss runs cannot be supplied and request an exception to this requirement. The Office
may change the loss frequency at its discretion, at any time. Where possible, loss runs should be
provided in Excel format. If HIPPA prohibits detailed loss runs, the carrier or br oker will continue
to provide the information without claimant names but shall contain number of claims; paid, reserved, and incurred dollars.
2.2.3 Act as an advocate for the Office with regard to communication with the insurers, intermediaries,
and any subcontractors to negotiate and obtain the lowest possible fees.
2.2.4 Offer creative solutions and innovative suggestions for the Office to consider.
2.2.5 Review and verify insurance documents received from insurers for accuracy, requesting any necessary revisions, and ensur e receipt of revisions from the insurance company.
2.2.6 Act as a liaison with insurers on loss control inspections and recommendations, if any.
2.2.7 Provide an electronic copy of all policies. All coverages placed with multiple layers must include an
Excel graphic display of the placement showing carriers, limits, and premiums per layer.
2.2.8 Obtain policy endorsements as requested. The Office needs an electronic copy provided by either
carrier or broker.
2.2.9 Prepar e and mail original certificates of insurance and provide electronic cop ies to the O ffice and
the applicable State agency as requested.
2.2.10 Assist the Office if it requests that other related coverages be added during the term of the Contract.
The Office will not be charged an insurance broker services fee for quotes for new coverage unless
and until the coverage is purchased. If a renewal quo te is offered and a decision is made not to renew
the coverage for any reason, no insurance broker fee will be paid. This is an unusual occurrence.
2.2.11 Develop a strategy for upcoming renewal s to be presented in writing to the Office a minimum of 120
days before expiration. Include and identify any intended intermediaries (who will be considered
subcontractors under the Contract) used in the quote process and disclos e, where available, the full
commission rate and the anticipated negotiated rate of commission. When commission rates are not
available, the insurance broker must provide an explanation to the State for the reason the
commission rate is not ava ilable.

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2.2.12 Notify the Office 120 days prior to the renewal strategy presentation date whether a State generated
loss history is required for the renewal. This request should include all necessary data required to
complete the renewal strategy.
2.2.13 Coordinat e the collection of underwriting data for the policies placed on behalf of the State, including
complete loss statistics and other underwriting data. The loss data should include a brief description
of losses valued over $25,000.
2.2.14 Provide renewal quotes on all policies 30 days before expiration as available. All quotes must include
the insurance broker’s recommendation including the supporting reasons for that recommendation.
Where there are an adequate number of markets to do so, provide multiple quotes (a minimum of two, but three preferred ) for competitive purposes. In the event this requirement is not possible or
recommended, the insurance broker must submit a letter of explanation/recommendation to the Office’s Director of Insurance at least 90 days before the policy expir es to obtain acceptance or
denial of the recommendation. For those carriers who decline to offer a quote on coverage, a copy
of the declination from the carrier indicating why they chose not to quote is required.
2.2.15 Consider all qualified carriers for quotes. Carriers may contact the insurance broker to quote on a
coverage. The insurance broker must document all contacts from qualified and non -qualified carriers
and must provide information to the Office on the result s.
2.2.16 Provide risk management and professional services directly or indirectly, and other
recommendations as requested by the Office, including, but not limited to, minimizing loss potential,
and transfer of risk techniques, if applicable.
2.2.17 Provide detailed rating worksheets on insurance proposals as requested by the Office with either a
full set or a sampling that reflects the pricing detail used is required.
2.2.18 Assist the Office with training classes for State agency personnel as needed.
2.2.19 Provide periodic benchmarking information on limits, deductibles, and coverages as requested by
the Office.
2.2.20 Offer guidance on State Agency RFP insurance requirements as requested by the Office .
2.2.21 Disclose coverage additions and coverage restrictions on all renewal quotes.
2.2.22 Provide answers to the Office and obtain clarification from insurers, underwriters or adjusters
regarding coverage or claims questions.
2.2.23 Provide a Binder of Insurance prior to the effective date of the coverage for all policies.
2.2.24 Provide renewal premium and broker fee invoices in a timely fashion, preferably on or before
coverage is effective.
2.2.25 Provide a commercial claim reporting process within fifteen (15) days of binding, which includes
but is not limited to, the parties to which claims should be reported, their respective company/carrier
and position, those parties’ contact information, including email addresses, and the format and required information for the claims report.
2.2.26 Provide a chart (preferably in Excel) in each renewal proposal to exhibit expiring coverages, limits,
deductibles, rate, and premiums as compared with all renewal quotes offered.
Auditing
Offeror must have its financial statements audited annually by an independent certified public accounting firm and
receive an unqualified opinion from the Auditor. Upon request, over the term of the Contract, Offeror must provide
the Office with current audited financial statements. At the Office’s discretion the State may audit or subcontract
an audit of Offeror’s processing procedures to ensure contract compliance.

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Order of Precedence
The Contract between the parties will be embodied in the Contract documents which will consist of the following,
listed in their order of precedence:

1) The executed Contract;
2) The RFP; and
3) The Offeror’s proposal

The Office will not accept any modifications to the order of precedence provision of this solicitation.

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TRAVEL/ACCIDENT - COVERAGES REQUIRED

2.5.1 Blanket Travel /Accident Coverage
Effective July 1, 2026

Named Insureds:
State of Maryland

Scope of Operations:
State employees occasionally travel within the scope of their employment and this policy
is purchased for that exposure due to the requirement noted in COMAR 23.02.01.09.

The State employee is covered on a 24 hour basis while riding as a passenger in or on
(including getting in or out of, or on or off of) any land or water transportation, civilian or
military air transport aircraft, or by being struck by any aircraft and/or watercraft. Coverage
shall be provided for employee exposures only while within the scope of their employment.

Previous Carriers and Losses Incurred:
Policy Period Carrier Incurred Losses
7/1/2023- 2026 Chubb/ACE American Ins. Co. $0
7/1/2020- 2023 Chubb/Federal Insurance Co. $0
Summary of Required Coverage and Limits:
Class 1 – All State Personnel as defined in the Maryland Tort Claims Act, Maryland State
Government Code Ann 12- 101, et seq. as amended, for Business Travel including Limited
Personal Deviation.
$ 200,000 Principal Sum – Class 1
$ 2,500,000 Aggregate Limit per Accident
$ 10,000 Emergency Medical Benefits
$ 100,000 Security Evacuation Expense Benefit Maximum
$ 500,000 Security Evacuation Aggregate Limit per Occurrence

Other Coverages:

Included War Risk Benefit
Included Repatriation Expense

ATHLETIC PARTICIPANTS – COVERAGES REQUIRED

2.6.1 Athletic Participants Coverage (Basic)
E ffective August 1, 2025

Scope of Operations:
This coverage is to provide basic athletic accident coverage on an excess basis for students on an
NCAA team taking part in the following:
1. A regularly scheduled athletic game or competition;
2. A practice session for an athletic team;
3. A prescribed activity or routine (such as off -season conditioning training); and
4. Traveling to or from such a game, competition or practice session.
The National Collegiate Athletic Association (NCAA) provides catastrophic coverage for NCAA
schools and sports. The amount of basic coverage to be purchased is determined by the amount
of the NCAA catastrophic coverage deductible. Exceptions are set forth below for the Baltimore
City Co mmunity College (BCCC) and St. Mary’s College of Maryland (SMCM) which are not
NCAA schools and/or have non- NCAA sports.
Previous Carriers and Losses Incurred :

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Policy Period Carrier Incurred Losses
8/1/2023- 2024 QBE/A.G. Administrators TBA
8/1/2022- 2023 QBE/A.G. Administrators $259,807.00
8/1/2021- 2022 QBE/A.G. Administrators $837,362.48
8/1/2020- 2021 QBE/A.G. Administrators $532,759.30

Summary of Current Coverage and Limits:
$ 90,000 Excess Medical Expense except:
$ 25,000 Baltimore City Community College, and
$ 25,000 St. Mary’s College of Maryland (sailing)
$ 90,000 St. Mary’s College of Maryland (baseball, crew, cross country,
lacrosse, soccer, swimming, tennis, track and field, volleyball)
$ 10,000 Accidental Death & Dismemberment

Deductible : Varies by Institution

2.6.2 Athletic Participants Coverage for Baltimore City Community College (Catastrophic)
Effective August 1, 2025

Named Insureds:
State of Maryland ;
Baltimore City Community
College (BCCC)
Scope of Operations:
BCCC’s athletic program includes basketball, cross country and volleyball. BCCC is not
an NCAA member and cannot participate in the NCAA catastrophic coverage.
Catastrophic coverage is purchased above the $25,000 Basic coverage in Section 2.6.1.
Previous Carriers and Losses Incurred:

Policy Period Carrier Incurred Losses
8 /1/2023- 24 National Union Fire Ins. Co. $0
8 /1/2022- 23 National Union Fire Ins. Co. $0
8 /1/2021- 22 National Union Fire Ins. Co. $0
8 /1/2020- 21 National Union Fire Ins. Co. $0

Summary of Crime Coverage and Limits:
$ 5,000,000 Aggregate Limit
$ 10,000 Accidental Death & Dismemberment

Deductible : $25,000

2.6.3 Athletic Participants Coverage for St. Mary’s College of Maryland (Catastrophic)
Effective August 1, 2025

Named Insureds:
State of Maryland;
St. Mary’s College of Maryland (SMCM)
Scope of Operations:
Sailing is a varsity sport at SMCM. This policy only covers sailing which the NCAA
catastrophic coverage does not include. The sailing team typically practices afternoons and competes on weekends during the fall and spring seasons. SMCM typically sails at Horseshoe
Bend on the St. Mary’s River for practice and home events.

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Previous Carriers and Losses Incurred:

Policy Period Carrier Incurred Losses
8 /1/2023- 2024 Mutual of Omaha $0
8 /1/2022- 2023 Mutual of Omaha $0
8 /1/2021- 2022 Mutual of Omaha $0
8 /1/2020- 2021 Mutual of Omaha $0

Summary of Crime Coverage and Limits:
$ 5,000,000 Aggregate Limit
$ 10,000 Accidental Death & Dismemberment

Deductible : $25,000

2.6.4 General Terms for All Policies

1. Policy Cancellation: 90- day notice to the policyholder
2. The policy and any endorsement may not be modified except by mutual agreement and
written instrument.

2.7 Term
The term for the Contract for Insurance Broker Services for Travel /Accident and Athletic Participants Coverages
will be November 1, 2024 through November 1 , 2029, with up to two consecutive one -year renewal options on the
contract to be exercis ed at the sole discretion of the Treasurer or the Treasurer’s designee. Insurance Broker
Services provided under each Contract shall continue for any renewal policy in process or placed within the term
of the Contract until the expiration of the policy .

2.8 Compensation
For each policy obtained on behalf of the State by the selected Offeror, the Office shall pay to the selected Offeror
the insurance broker services fee for that policy as well as the premiums relating to any coverage, no later than 30
days after receipt by the Office of an original invoice from the Offeror. For existing policies, the broker services
fee shall be as specified in the Contract (or in the case of any multi -year policy, one broker services fee will apply
for the entire coverage term and invoice d only at inception) . For new or added policies, the Offeror agrees to
negotiate with the Office in good faith to determine a reasonable broker services fee for such policy to be in effect
for the remainder of the Contract term.

Generally, the Contractor will be responsible for submitting invoices for payment of broker services fees and
premiums; however, in certain limited circumstances when payment of premiums may not be made directly to Contractor in order to comply with certain regulatory requirements, invoices for premiums may be submitted by a
subcontractor approved by the Office. Approved subcontractors to whom such payment must be made directly
will typically be intermediaries operating in foreign countries and are sometimes referred to as “Billing
Subcontractors.” All Billing Subcontractors must be identified on Exhibit G to the Contract (Attachment G to
the RFP), which may be amended from time to time. In all cases, properly submitted invoices will be paid within
30 days of receipt by the Office.

Each invoice for services rendered and/or for premiums to be paid must reflect the federal tax identification number
of the Contractor or approved Billing Subcontractor . Charges for late payment of invoices, other than as prescribed
by Title 15, Subtitle 1 of the State Finance and Procurement Article, Annotated Code of Maryland, as from time to
time amended, are prohibited.

The insurance broker services fees specified in the Contract (or negotiated for multi -year, new or added policies)
and/or premiums are paid directly to the Contractor, must agree to return to the State of Maryland , within 30 days
of receipt , any and all commission income, overrides, contingencies , or bonuses earned as a result of the State’s
coverage(s) . If for any reason a policy cannot be written net of commission any earned commission, in excess of
the insurance broker fee will , be returned to the State . Notwithstanding anything to the contrary contained in the
RFP or Contractor’s Price Proposal, in the event that payment of a premium is made to a Billing Subcontractor
instead of the Contractor in order ensure compliance with regulatory requirements, the C ontractor shall not be
obligated to return to the State any commission that is paid to such Billing Subcontractor.

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Insurance broker services fees are all inclusive. The Office will not pay travel expenses, express mail or other
administrative expenses of the Offeror. The Office will not pay any insurance broker services fee relating to quotes
for new coverage unless and until the coverage is purchased. If the Offeror provides a renewal quote, and the
Office decides not to renew the coverage for any reason, the Office will not pay any insurance broker services fee.

By submitting a response to this solicitation, the Offeror agrees to accept any payments from the State by electronic funds transfer unless the State Comptroller’s Office grants an exemption. See Section 4.23 “Payments by
Electronic Funds Transfer” or additional information . Any approved Billing Subcontractor to whom direct payment
of premiums may be made must also comply with these requirements. In order to ensure uninterrupted and timely
processing of invoices to avoid any “Non- Renewal” of policies related to this Contract, the Contractor agrees to
submit the most current EFT Registration Request Form at least 90 days in advance of the invoice due date.

2.9. Staffing Requirements

The Office expects that personnel will be assigned to the account as described in Section 3.6 and the Offeror’s
Technical Proposal. If one or more of the proposed personnel become unavailable for continuation of the work
assignment, the Contractor shall replace said individual(s) with personnel of substantially equal ability and
qualifications. However, any changes to designated personnel will require the prior written approval of the Office.

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3 Contractor Requirements: General
End of Contract Transition
At the end of the Contract term, the Contractor shall continue to perform any contract services that were in process
on the expiration date of the Contract and shall receive the payment specified in the Contract for such services.
The Contractor shall als o assist the Office during any transition period to a new contractor and provide all necessary
information and data to any subsequent contractor engaged to perform the services described in this RFP.
Invoicing
3.2.1 General
A. The Contractor shall e -mail and send by First Class Mail the original of each invoice and
signed authorization to invoice to the Contract Monitor and the STO Accounting Department
at e-mail address: STOaccountspayable@treasurer.state.md.us and mail at 80 Calvert Street,
Room 109 , Annapolis, Maryland 21401 Attn: Accounts Payable .
B. All invoices for services shall be verified by the Contractor as accurate at the time of
submission.
C. An invoice not satisfying the requirements of a Proper Invoice (as defined at COMAR
21.06.09.01 and .02) cannot be processed for payment. To be considered a Proper Invoice,
invoices must include the following information, without error:
1) Contractor name and address;
2) Remittance address;
3) Federal taxpayer identification (FEIN) number, social security number, as appropriate;
4) Invoice period (i.e. time period during which services covered by invoice were
performed);
5) Invoice date;
6) Invoice number;
7) State assigned Contract number;
8) Goods or services provided;
9) Amount due; and
10) Any additional documentation required by regulation or the Contract.
D. The Office reserves the right to reduce or withhold Contract payment in the event the
Contractor does not provide the Office with all required deliverables within the time frame
specified in the Contract or otherwise breaches the terms and conditions of the Contract until
such time as the Contractor brings itself into full compliance with the Contract .
E. Any action on the part of the Office , or dispute of action by the Contractor, shall be in
accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15- 223 and with COMAR 21.10.04.
F. The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District
of Columbia sales taxes and transportation taxes. The Contractor , however, is not exempt from
such sales and use taxes and may be liable for the same.
G. Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work
requirements have been completed and no further charges are to be incurred under the
Contract . In no event shall any invoice be submitted later than 60 calendar days from the
Contract termination date.
3.2.2 For the purposes of the Contract an amount will not be deemed due and payable if :
1) The amount invoiced is inconsistent with the Contract ;
2) The proper invoice has not been received by the party or office specified in the Contract ;
3) The invoice or performance is in dispute or the Contractor has failed to otherwise
comply with the provisions of the Contract ;
4) The item or services have not been accepted ;

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3.2.3 Travel Reimbursement
Travel will not be reimbursed under this RFP .
Disaster Recovery and Data
The following requirements apply to the Contract:
3.3.1 Redundancy, Data Backup and Disaster Recovery
3.3.1.1 Unless specified otherwise in the RFP, Contractor shall maintain or cause to be maintained
disaster avoidance procedures designed to safeguard State data and other confidential
information, Contractor’s processing capability and the availability of hosted services, in
each case throughout the Contract term. Any force majeure provisions of the Contract do
not limit the Contractor’s obligations under this provision.
3.3.1.2 The Contractor shall have robust contingency and disaster recovery (DR) plans in place to
ensure that the services provided under the Contract will be maintained in the event of
disruption to the Contractor/subcontractor’s operations (including by not limi ted to,
disruption to information technology systems), however caused.
3.3.1.3 Notify the appropriate State -identified contact immediately of an event.
3.3.1.4 The DR site shall be at least 100 miles from the primary operations site and have the
capacity to take over complete production volume in case the primary site becomes
unresponsive.
3.3.2 Data Ownership and Access
3.3.2.1 Data, databases and derived data products created, collected, manipulated, or directly
purchased as part of an RFP are the property of the State. The purchasing State agency is
considered the custodian of the data and shall determine the use, access, dist ribution and
other conditions based on appropriate State statutes and regulations.
3.3.2.2 At no time shall any data or processes – that either belong to or are intended for the use of
the State or its officers, agents or employees – be copied, disclosed or retained by the
Contractor or any party related to the Contractor for subsequent use in a ny transaction that
does not include the State.
3.3.2.3 The Contractor shall not use any information collected in connection with the services
furnished under the Contract for any purpose other than fulfilling such services.
Insurance Requirements
The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum
requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:
3.4.1 The following type(s) of insurance and minimum amount(s) of coverage are required:
A. Commercial General Liability with limit of one million dollars ( $1,000,000) combined
single limit per occurrence for bodily injury, property damage, and personal and advertising
injury and three million dollars ( $3,000,000) annual aggregate. The minimum limits
required herein may be satisfied through any combination of primary and umbrella/excess
liability policies.
B. Professional Errors and Omissions/Professional Liability with a limit of at least ten million
dollars ( $10,000,000) .
C. Crime Insurance/ Employee Theft Insurance - to cover employee theft with a minimum
single loss limit of one million dollars ( $1,000,000) per loss . The State of Maryland and the
Office shall be added as a “loss payee.”
D. Cyber Security / Network Security / Privacy Liability / Data Breach Insurance with limit of
ten million dollars ($10,000,000) per occurrence . The coverage must be valid at all locations
where work is performed or data or other information concerning th e State’s claimants or
employers is processed or stored.
3.4.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella and cyber policies, excluding errors and
omissions/ professional liability.

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3.4.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier and
Contractor to provide the Procurement Officer and Contract Monitor , by certified mail, not less than
90 days’ advance notice of any non- renewal, cancellation, or expiration. The Contractor shall
provide evidence of replacement insurance coverage to the Procurement Officer and Contractor
Monitor at least 15 days prior to the expiration of the insurance policy then in effect.
3.4.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to
do business in the State.
3.4.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed
coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for m ulti-year contracts , the Contractor
shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.
3.4.6 Subcontractor Insurance
The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Monitor with the same documentation as is required of the
Contractor.
Security Requirements
3.5.1 Data Protection and Controls
Contractor shall ensure a secure environment for all State data and any hardware and software
(including but not limited to servers, network and data components) provided or used in connection
with the performance of the Contract and shall apply or cause application of appropriate controls
so as to maintain such a secure environment (“Security Best Practices”). Such Security Best
Practices shall comply with an accepted industry standard, such as the NIST cybersecurit y
framework.
1) Ensure that State data is not comingled with non- State data through the proper
appli cation of compartmentalization S ecurity Measures.
2) Apply data encryption to protect Sensitive Data at all times, including in transit,
at rest, and also when archived for backup purposes. Unless otherwise directed,
the Contractor is responsible for the encryption of all Sensitive Data.
3) For all State data the Contractor manages or control s, data encryption shall be
applied to such data in transit over untrusted networks.
4) Enable appropriate logging parameters to monitor user access activities,
authorized and failed access attempts, system exceptions, and critical information
security events as recommended by the operating system and application
manufacturers and information security standards, including Maryland
Department of Information Technology’s Information Security Policy.
5) Ensure system and network environments are separated by properly configured
and updated firewalls.
6) Restrict network connections between trusted and untrusted networks by
physically or logically isolating systems from unsolicited and unauthenticated
network traffic.
7) Ensure State data is not processed, transferred, or stored outside of the United
States (“U.S.”). The Contractor shall provide its services to the State and the
State’s end users solely from data centers in the U.S. Unless granted an exception
in writing b y the State, the Contractor shall not allow Contractor Personnel to store
State data on portable devices, including personal computers, except for devices that are used and kept only at its U.S. data centers. The Contractor shall permit its
Contractor Pers onnel to access State data remotely only as required to provide
technical support.
3.5.2 Security Incident Response
The Contractor shall comply with all applicable laws that require the notification of individuals in the event
of unauthorized release of State data or other event requiring notification, and, where notification is
required, assume responsibility for infor ming all such individuals in accordance with applicable law and
to indemnify and hold harmless the State and its officials and employees from and against any claims,
damages, and actions related to the event requiring notification.

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3.5.3 Data Breach Responsibilities
A. If the Contractor reasonably believes or has actual knowledge of a Data Breach, the
Contractor shall, unless otherwise directed:
1) Notify the appropriate State -identified contact immediately upon suspi cion of a
breach ;
2) Cooperate with the State to investigate and resolve the data breach;
3) Promptly implement commercially reasonable remedial measures to remedy the
Data Breach; and
4) Document responsive actions taken related to the Data Breach, including any post -
incident review of events and actions taken to make changes in business practices
in providing the services.
B. If a Data Breach is a direct result of the Contractor’s breach of its Contract obligation to
encrypt State data or otherwise prevent its release, the Contractor shall bear the costs
associated with (1) the investigation and resolution of the data breach; ( 2) notifications to
individuals, regulators or others required by State law; (3) a credit monitoring service
required by State or federal law; (4) a website or a toll -free number and call center for
affected individuals required by State law; and (5) compl ete all corrective actions as
reasonably determined by Contractor based on root cause .
3.5.4 The State shall, at its discretion, have the right to review and assess the Contractor’s compliance
to the security requirements and standards defined in the Contract.
Experience and Personnel
3.6.1 Key Personnel
A. Identify professional staff that will be assigned to this account, their availability to work on
the account, their roles and responsibilities, their participation with any of the
responsibilities, and their expertise in the relevant coverage.
B. Provide information on how you expect to assign the insurance broker services listed in
Section 2.2 to the firm’s personnel assigned to the Contract, and to the MBE firms, if any,
which will be providing services.
3.6.2 Personnel Experience
The following experience is expected and will be evaluated as part of the Technical Proposal (see
the capability of proposed resources evaluation factor from Section 6.2):
A. Demonstrated knowledge of Travel /Accident and Athletic Participants Coverages which
will be verified via submitte d references.
B. Prior senior level experience providing Travel /Accident and Athletic Participant insurance
broker services for a minimum of 10 years.
C. Confirmation the broker has and will maintain all necessary permits and licenses required
by local, State, and Federal laws.
Substitution of Personnel
The following provisions apply to Contractor Personnel substitutions.
3.7.1 Definitions
For the purposes of this section, the following definitions apply:
A. The Contractor shall demonstrate to the Contract Monitor’s satisfaction that the proposed
substitute has qualifications at least equal to those of the Contractor Personnel proposed to
be replaced .
B. Upon request by the Contract Monitor, the Contractor shall provide a substitution request
that shall include:
1) A detailed explanation of the reason(s) for the substitution request;
2) The resume of the proposed substitute ;
3) The official resume of the current personnel; and
4) Evidence of any required credentials.

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3.7.2 Insurance Market Contact
At this time, Offerors are not authorized to approach insurers or other underwriting sources on
behalf of the State. The Office specifically requests that no insurance market contact be made on
behalf of the State, and that no market reservations or commit ments be made for any purpose
with respect to any insurance or reinsurance to be provided for the State of Maryland. Selection of an insurance broker will not preclude the State from securing proposals from direct writing
insurance companies at any time, i f the Office deems it is in the State’s best interest to do so.

Minority Business Enterprise (MBE) Reports
If this solicitation includes an MBE Goal (see Section 4.25), the Contractor shall:
A. Submit the following reports by the 10th of each month to the Contract Monitor and the
STO’s MBE Liaison Officer:
1) A Prime Contractor Paid/Unpaid MBE Invoice Report (Attachment D-4A) listing
any unpaid invoices, over 45 days old, received from any certified MBE
subcontractor, the amount of each invoice and the reason payment has not been
made; and
2) (If Applicable) An MBE Prime Contractor Report (Attachment D-4B) identifying
an MBE prime’s self -performing work to be counted towards the MBE
participation goals.
B. Include in its agreements with its certified MBE subcontractors a requirement that those
subcontractors submit an MBE Subcontractor Paid/Unpaid Invoice Report ( Attachment D-
5) by the 10th of each month to the Contract Monitor and the Office ’s MBE Liaison Officer
that identifies the Contract and lists all payments to the MBE subcontractor received from
the Contractor in the preceding reporting period month, as well as any outstanding invoices,
and the amounts of those invoices.
C. Maintain such records as are necessary to confirm compliance with its MBE participation obligations. These records must indicate the identity of certified minority and non- minority
subcontractors employed on the Contract, type of work performed by each, and actual dollar value of work performed. Subcontract agreements documenting the work performed by all
MBE participants must be retained by the Contractor and furnished to the Procurement
Officer on request.
D. Consent to provide such documentation as reasonably requested and to provide right -of-
entry at reasonable times for purposes of the State’s representatives verifying compliance
with the MBE participation obligations. Contractor must retain all records concerning MBE
participation and make them available for State inspection for thr ee years after final
completion of the Contract.
E. Upon completion of the Contract and before final payment and release of retainage, submit a final report in affidavit form and under penalty of perjury, of all payments made to, or
withheld from MBE subcontractors.

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4 Procurement Instructions
Pre-Proposal Conference
This procurement does not require a pre -proposal conference.
eMaryland Marketplace Advantage (eMM A)
eMMA is the electronic commerce system for the State of Maryland. The RFP , Offerors’ questions and
the Procurement Officer’s responses, addenda, and other solicitation -related information will be made
available via eMMA .
In order to receive a contract award, a vendor must be registered on eMMA . Registration is free. Go to
emma.maryland.gov , click on “ New Vendor? Register Now” to begin the process, and then follow the
prompts.
Questions
4.3.1 All questions shall be identified by the Title: QUESTIONS - RFP #TAAP – 07092024 and shall be
submitted in writing via e -mail to the Procurement Officer at: Kchewlin@treasurer.state.md.us no
later than the date and time specified on the Key Information Summary Shee t. PLEASE IDENTIFY
THE PARTICULAR RFP SECTION AND RFP PAGE NUMBER IN THE QUESTION (if
applicable).
4.3.2 Answers to all questions that are not clearly specific only to the requestor will be distributed via the
same mechanism as for RFP amendments and posted on eMMA.
Procurement Method
The Office will conduct this solicitation in accordance with the competitive sealed proposals process under
COMAR 21.05.03.
Proposal Due (Closing) Date and Time
4.5.1 The Proposal s must be received by the Procurement Officer no later than the Proposal due date
and time indicated on the Key Information Summary Sheet in order to be considered.
4.5.2 Requests for extension of this date or time shall not be granted.
4.5.3 Offerors submitting Proposal s should allow sufficient delivery time to ensure timely receipt by the
Procurement Officer . Except as provided in COMAR 21.05.03.02.F and 21.05.02.10, Proposal s
received after the due date and time listed in the Key Information Summary Sheet will not be
considered.
4.5.4 Proposal s may be modified or withdrawn by written notice received by the Procurement Officer
before the time and date set forth in the Key Information Summary Sheet for receipt of Proposal s.
4.5.5 Proposal s may not be submitted by email or facsimile .
4.5.6 Proposal s will not be opened publicly.
4.5.7 Potential Offerors not responding to this solicitation are requested to submit the “Notice to
Vendors ” form, which includes company information and the reason for not responding (e.g., too
busy, cannot meet mandatory requirements) .
Multiple or Alternate Proposals
The Office will not accept multiple or alternative proposals.
Economy of Preparation
Proposal s should prepare proposals simply and economically, providing a straightforward, concise
description of the Offeror’s proposal for meeting the requirements of this procurement.
Public Information Act Notice
4.8.1 The Offeror should give specific attention to the clear identification of those portions of its
Proposal that it considers confidential and/or proprietary commercial information or trade secrets,
and provide justification why such materials, upon request, should not be disclosed by the State
under the Public Information Act, Md. Code Ann., Genera l Provisions Article, Title 4 (See also
RFP Section 5. 3.1.B “Claim of Confidentiality ”). This information should be identified by page
and section number and placed after the Title Page and before the Table of Contents in the
Technical Proposal and if applicable, separately in the Financial Proposal .

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4.8.2 Offerors are advised that, upon request for this information from a third party, the Procurement
Officer is required to make an independent determination whether the information must be
disclosed.
Award Basis
A Contract shall be awarded to the responsible Offeror submitting the Proposal that has been determined
to be the most advantageous to the State, considering evaluation factors and price set forth in this RFP (see
COMAR 21.05.03.03F), for providing the goods and services as specified in this RFP. See RFP Section 6
for further award information.
Oral Presentation
In support of their proposals, Offerors may be required to make an oral presentation, or conduct a
demonstration, or both, not more than two calendar weeks after the STO has requested an Offeror to do so.
Failure to be prepared to make an oral presentatio n or conduct a demonstration within this time period may
prevent the Offeror’s proposal from receiving further consideration. All written representations will
become part of the Offeror’s proposal and are binding if the Contract is awarded to the Offeror.
Duration of Proposal
Proposal s submitted in response to this RFP are irrevocable for the latest of the following: 1 20 days
following the later of the proposal due date or the date the Procurement Officer receives final best and final
offers, if any. At the request of the Procurement Officer, the Offeror may agree in writing to extend this
period.
Revisions to the RFP
4.12.1 If the RFP is revised before the due date for Proposal s, STO shall post any addenda to the RFP on
eMMA and shall endeavor to provide such addenda to all prospective Offerors that were sent this
RFP or are otherwise known by the Procurement Officer to have obtained this RFP . It remains the
responsibility of all prospective Offeror s to check eMMA for any addenda issued prior to the
submission of Proposal s.
4.12.2 Acknowledgment of the receipt of all addenda to this RFP issued before the Proposal due date
shall be included in the Transmittal Letter accompanying the Offeror’s Technical Proposal .
4.12.3 Addenda made after the due date for Proposal s will be sent only to those Offeror s that remain
under award consideration as of the issuance date of the addenda.
4.12.4 Acknowledgement of the receipt of addenda to the RFP issued after the Proposal due date shall be
in the manner spe cified in the addendum notice.
4.12.5 Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with
the terms, additions, deletions, or corrections set forth in the addendum, and may cause the Proposal to be deemed not reasonably susceptible of being selected for award.
Cancellations
4.13.1 The State reserves the right to cancel this RFP , accept or reject any and all Proposal s, in whole or
in part, received in response to this RFP , waive or permit the cure of minor irregularities, and
conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to
serve the best interests of the State.
4.13.2 The State reserves the right, in its sole discretion, to award a Contract based upon the written
Proposal s received without discussions or negotiations.
Incurred Expenses
The State will not be responsible for any costs incurred by any Offeror in preparing and submitting a
Proposal , in making an oral presentation, providing a demonstration, or performing any other activities
related to submitting a Proposal in response to this solicitation.
Protest/Disputes
Any protest or dispute related to this solicitation or the Contract award shall be subject to the provisions
of COMAR 21.10 (Administrative and Civil Remedies).
Offeror Responsibilities
All subcontractors, if applicable, shall be identified and complete description of their role relative to the
Proposal shall be included in the Offeror’s Proposal.

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Acceptance of Terms and Conditions
By submitting a Proposal in response to this RFP , the Offeror, if selected for award , shall be deemed to
have accepted the terms and conditions of this RFP and the Contract, attached here to as Attachment F.
Any exceptions to this RFP or the Contract shall be clearly identified in the Executive Summary of the
Technical Proposal . All exceptions will be taken into consideration when evaluating the Offeror ’s
Proposal . The Office reserves the right to accept or reject any exceptions.
Proposal Affidavit
A Proposal submitted by the Offeror must be accompanied by a completed Bid/ Proposal Affidavit . A copy
of this Affidavit is included as Attachment B of this RFP.
Contract Affidavit
All Offeror s are advised that if a Contract is awarded as a result of this solicitation, the successful Offeror
will be required to complete a Contract Affidavit. A copy of this Affidavit is included for informational
purposes as Attachment H of this RFP. For purposes of completing Section “B” of this Affidavit
(Certification of Registration or Qualification with the State Department of Assessments and Taxation), a
business entity that is organized outside of the State of Maryland is considered a “foreign” business.
Compliance with Laws/Arrearages
By submitting a Proposal in response to this RFP , the Offeror , if selected for award , agrees that it will
comply with all federal, State, and local laws applicable to its activities and obligations under the Contract.
By submitting a response to this solicitation, each Offeror represents that it is not in arrears in the payment
of any obligations due and owing the State, including the payment of taxes and employee benefits, and
shall not become so in arrears during the term of the Contract if selected for Contract award.
Verification of Registration and Tax Payment
Before a business entity can do business in the State, it must be registered with the State Department of
Assessments and Taxation (SDAT) . SDAT is located at State Office Building, Room 803, 301 West Preston
Street, Baltimore, Maryland 21201 . For registration information, visit
https://www. egov.maryland.gov/businessexpress .
It is strongly recommended that any potential Offeror complete registration prior to the Proposal due date
and time . The Offeror’s failure to complete registration with SDAT may disqualify an otherwise successful
Offeror from final consideration and recommendation for Contract award.
False Statements
Offerors are advised that Md. Code Ann., State Finance and Procurement Article, § 11-205.1 provides as
follows:
4.22.1 In connection with a procurement contract a person may not willfully:
A. Falsify, conceal, or suppress a material fact by any scheme or device.
B. Make a false or fraudulent statement or representation of a material fact .
C. Use a false writing or document that contains a false or fraudulent statement or entry of a
material fact.
4.22.2 A person may not aid or conspire with another person to commit an act under Section 4.22. 1.
4.22.3 A person who violates any provision of this section is guilty of a felony and on conviction is subject
to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years or both.
Payments by Electronic Funds Transfer
By submitting a Proposal in response to this solicitation, the Offeror, if selected for award:
4.23.1 Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office
grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The
successful Offeror shall register using the COT/GAD X -10 Vendor Electronic Funds (EFT)
Registration Request Form.
4.23.2 Any request for exemption must be submitted to the State Comptroller’s Office for approval at the
address specified on the COT/GAD X -10 form, must include the business identification
information as stated on the form, and must include the reason for the exemption. The COT/GAD
X-10 form may be downloaded from the Comptroller’s website at :

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http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/G
ADX10Form20150615.pdf .
Electronic Procurements Authorized
4.24.1 Under COMAR 21.03.05, unless otherwise prohibited by law, the Office may conduct
procurement transactions by electronic means, including the solicitation, proposing, award,
execution, and administration of a contract, as provided in Md. Code Ann., Maryland Uniform
Electronic Transactions Act, Commercial Law Article, Title 21.
4.24.2 Participation in the solicitation process on a procurement contract for which electronic means has
been authorized shall constitute consent by the Offeror to conduct by electronic means all elements
of the procurement of that Contract which are specifically authorized under the solicitation or
Contract. In the case of electronic transactions authorized by this RFP , electronic records and
signatures by an authorized representative satisfy a requirement for written submission and
signatures.
4.24.3 “Electronic means” refers to exchanges or communications using electronic, digital, magnetic,
wireless, optical, electromagnetic, or other means of electronically conducting transactions .
Electronic means includes e- mail, internet- based communications, electronic funds transfer,
specific electronic bidding platforms (e.g., https://procurement.maryland.gov ), and electronic data
interchange.
4.24.4 In addition to specific electronic transactions specifically authorized in other sections of this solicitation (e.g., RFP Section 4.23 describing payments by Electronic Funds Transfer), the
following transactions are authorized to be conducted by electronic means on the terms as
authorized in COMAR 21.03.05:
A. The Procurement Officer may conduct the procurement using eMMA or e-mail to issue:
1) Release of the initial RFP and A ny amendments or requests for best and final offers ;
2) Pre-Proposal conference documents (if applicable) ;
3) Questions and responses ;
4) Communications regarding the solicitation or Proposal to any Offeror or potential
Offeror ;
5) Notices of award selection or non- selection ; and
6) The Procurement Officer’s decision on any Proposal protest or Contract claim .
B. The Offeror or potential Offeror may use eMMA or e -mail to:
1) Ask questions regarding the solicitation ;
2) Reply to any material received from the Procurement Officer by electronic means
that includes a Procurement Officer’s request or direction to reply by e -mail or
through eMMA , but only on the terms specifically approved and directed by the
Procurement Officer and;
3) Submit a "No Proposal Response" to the RFP .
C. The Procurement Officer, the Contract Monitor , and the Contractor may conduct day- to-day
Contract administration, except as outlined in Section 4.24.5 of this subsection , utilizing e-
mail or other electronic means if authorized by the Procurement Officer or Contract Monitor .
4.24.5 The following transactions related to this procurement and any Contract awarded pursuant to it are
not authorized to be conducted by electronic means:
A. Submission of initial Proposal s, except through eMMA
B. Filing of protests;
C. Filing of Contract claims;
D. Submission of documents determined by the Office to require original signatures (e.g.,
Contract execution, Contract modifications ); or
E. Any transaction, submission, or communication where the Procurement Officer has
specifically directed that a response from the Contractor or Offeror be provided in writing
or hard copy.

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4.24.6 Any e-mail transmission is only authorized to the e -mail addresses for the identified person as
provided in the solicitation, the Contract, or in the direction from the Procurement Officer or
Contract Monitor .
MBE Participation Goal
An overall MBE subcontractor participation goal as identified in the Key Information Summary Sheet has
been established for this procurement, representing a percentage of the total Contract dollar value for Travel /
Accident and Athletic Participants C overages , including all renewal option terms, if any, has been
established for this procurement.
Notwithstanding any subgoals established for this RFP, the Contractor is encouraged to use a diverse group
of subcontractors and suppliers from any/all of the various MBE classifications to meet the remainder of the
overall MBE participation goal.
By submitting a response to this solicitation, the Offeror acknowledges the overall MBE subcontractor
participation goal and subgoals and commits to achieving the overall goal and subgoals by utilizing certified
minority business enterprises or requests a full or partial waiver of the overall goal and subgoals.
If the Offeror fails to submit a completed Attachment D -1A with the Proposal as required, the
Procurement Officer shall determine that the Proposal is not reasonably susceptible of being
selected for award, unless the inaccuracy is determined to be the res ult of a minor irregularity
that is waived or cured in accordance with COMAR 21.06.02.04.
4.25.1 Offerors are responsible for verifying that each MBE (including any MBE prime and MBE prime
participating in a joint venture) selected to meet the goal and any subgoals and subsequently
identified in Attachment D -1A is appropriately certified and has the c orrect NAICS codes allowing
it to perform the committed work.
4.25.2 Within ten (10) Business Days from notification that it is the recommended awardee or from the
date of the actual award, whichever is earlier, the Offeror must provide the following
documentation to the Procurement Officer.
A. Outreach Efforts Compliance Statement ( Attachment D -2);
B. MBE Subcontractor/Prime Project Participation Certification ( Attachment D -3A/3B ); and
C. Any other documentation required by the Procurement Officer to ascertain Offeror responsibility in connection with the certified MBE subcontractor participation goal or any
applicable subgoals.
D. Further, if the recommended awardee believes a waiver (in whole or in part) of the overall MBE goal or of any applicable subgoal is necessary, the recommended awardee must submit a fully- documented waiver request that complies with COMAR 21.11.03.11.
4.25.3 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.maryland.gov/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.
4.25.4 The Offeror that requested or implied to request a waiver of the goal or any of the applicable subgoals will be responsible for submitting the Good Faith Efforts Documentation to Support
Waiver Request (Attachment D -1C) and all documentation within ten (10) Business Days from
notification that it is the recommended awardee or from the date of the actual award, whichever is
earlier, as required in COMAR 21.11.03.11.
4.25.5 All documents, including the MBE Utilization and Fair Solicitation Affidavit & MBE Participation
Schedule (Attachment D-1A), completed and submitted by the Offeror in connection with its
certified MBE participation commitment shall be considered a part of the Contract and are hereby expressly incorporated into the Contract by reference thereto. All of the referenced documents will
be con sidered a part of the Proposal for order of precedence purposes.
4.25.6 The Offeror is advised that liquidated damages will apply in the event the Contractor fails to
comply in good faith with the requirements of the MBE program and pertinent Contract provisions.
(See Contract – Attachment F , Liquidated Damages for MBE, S ection 3 2.

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Living Wage Requirements
Maryland law requires that contractors meeting certain conditions pay a living wage to covered employees
on State service contracts over $100,000. Maryland Code Ann., State Finance and Procurement Article § 18 -
101 et al. The Commissioner of Labor and Industry at the Maryland Department of Labor requires that a
contractor subject to the Living Wage law submit payroll records for covered employees and a signed
statement indicating that it paid a living wage to covered employees; or received a waiver from Liv ing Wage
reporting requirements. See COMAR 21.11.10.05.
If subject to the Living Wage law, Contractor agrees that it will abide by all Living Wage law requirements, including but not limited to reporting requirements in COMAE 21.11.10.05. Contractor understands that
failure of Contractor to provide such documen ts is a material breach of the terms and conditions and may
result in Contract termination, disqualification by the State from participating in State contracts, and other
sanctions. Information pertaining to reporting obligations may be found by going to t he Maryland
Department of Labor website at http://www.dllr.state.md.us/labor/prev/livingwage.shtml
Additional information regarding the State’s living wage requirement is contained in Attachment C.
Offerors must complete and submit the Maryland Living Wage Requirements Affidavit of Agreement (Attachment C-1) with their Proposals. If the Offeror fails to complete and submit the required
documentation, the State may determine the Offeror to not be responsible under State law.
Contractors and subcontractors subject to the Living Wage Law shall pay each covered employee at least the
minimum amount set by law for the applicable Tier area. The specific living wage rate is determined by
whether a majority of services take place in a Tier 1 Area or a Tier 2 Area of the State.
1) The Tier 1 Area includes Montgomery, Prince George’s, Howard, Anne Arundel and
Baltimore Counties, and Baltimore City. The Tier 2 Area includes any county in the State
not included in the Tier 1 Area. In the event that the employees who perform the service s are
not located in the State, the head of the unit responsible for a St ate Contract pursuant to § 18-
102(d) of the State Finance and Procurement Article shall assign the tier based upon where
the recipients of the services are located. If the Contractor provides more than 50% of the
services from an out -of-state location, the State agency determines the wage tier based on
where the majority of the service recipients are located (see COMAR 21.11.10.07). In this
circumstance, the Contract will be determined to be a Tier 1 Contract.
2) The Contract will be determined to be a Tier 1 Contract or a Tier 2 Contract depending on
the location(s) from which the Contractor provides 50% or more of the services. The Offeror
must identify in its Proposal the location(s) from which services will be provided, including
the location(s) from which 50% or more of the Contract services will be provided.
3) If the Contractor provides 50% or more of the services from a location(s) in a Tier 1
jurisdiction(s) the Contract will be a Tier 1 Contract.
4) If the Contractor provides 50% or more of the services from a location(s) in a Tier 2
jurisdiction(s), the Contract will be a Tier 2 Contract.
NOTE: Whereas the Living Wage may change annually, the Contract price will not change because
of a Living Wage change or a change in the State minimum wage.
Conflict of Interest Affidavit and Disclosure
4.27.1 The Offeror shall complete and sign the Conflict -of-Interest Affidavit and Disclosure
(Attachment E ) and submit it with its Proposal .
4.27.2 By submitting a Conflict -of-Interest Affidavit and Disclosure, the Contractor shall be construed as
certifying all Contractor Personnel and subcontractors are also without a conflict of interest as
defined in COMAR 21.05.08.08A.
4.27.3 Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are
without conflicts of interest prior to providing services under Contr act. For policies and procedures
applying specifically to Conflict of Interests, the Contract is governed by COMAR 21.05.08.08.
Participation in Drafting of Specifications: Disqualifying Event: Offerors are advised that Md.
Code Ann. State Finance and Procurement Article §13- 212.1(a) provides generally that “an
individual who assists an executive unit in the drafting of specifications, an invitation for bids, a
request for proposals for a procurement, or the selection or award made in response to an invitation
for bids or a request for proposals, or a per son that employs the individual, may not: (1) submit a
bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly,
who is submitting a bid or proposal for that procurement.” Any Offeror submitting a Proposal in
violation of this provision shall be classified as “not responsible.” See COMAR 21.05.03.03.

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Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All offerors should be
aware of how this A ct could affect your potential contract award with the State of Maryland. See the Department
of Labor, Licensing and Regulations web site for Maryland Healthy Working Families Act Information:
http://dllr.maryland.gov/paidleave/ .

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5 Proposal Format
Two Part Submission
Offerors shall submit Proposals in separate volumes (or envelopes):
o Volume I –Technical Proposal
o Volume II – Financial Proposal
Proposal Delivery and Packaging
5.2.1 Proposals delivered by facsimile and e -mail shall not be considered.
5.2.2 Provide no pricing information in the Technical Proposal. Provide no pricing information on the
media submitted in the Technical Proposal.
5.2.3 The Procurement Officer must receive all Proposal material by the RFP due date and time specified
in the Key Information Summary Sheet. Requests for extension of this date or time will not be
granted. Except as provided in COMAR 21.05.03.02F, Propos als received by the Procurement
Officer after the due date will not be considered.
5.2.4 Offerors may submit Proposals through eMMA, by hand- carry or by mail as described below to
the address provide in the Key Information Sheet.
5.2.4.1 Submitting Proposals through eMMA.
1. The Procurement Officer must receive all electronic Proposal material by the RFP
due date and time specified in the Key Information Summary Sheet.
2. Offerors shall provide their Proposals in two separate envelopes through eMMA
following the Quick Reference Guide (“QRG”) labelled “5 -eMMA QRG
Responding to Solicitations (RFP) for double envelope submission.
3. Two-part (Double Envelope) Submission:
A. Technical Proposal consisting of:
1) Technical Proposal in searchable Adobe PDF format; and
2) a second searchable Adobe copy of the Technical Proposal, with
confidential and proprietary information redacted (see Section
4.8). PLEASE NOTE THAT IF A REDACTED COPY IS
BEING PROVIDED, PLEASE SUBMIT IT AT THE SAME
TIME AS THE FULL PROPOSAL. ALTERNATIVELY, IF
A REDACTED PROPOSAL IS NOT SUBMITTED,
PLEASE INDICATE THAT STO HAS PERMISSION TO
RELEASE THE PROPOSAL RECEIVED FOR PIA REQUESTS.
B. Financial Proposal consisting of:
1) Financial Proposal entered into the price form s attached as
Attachments A-1 and A -2 and all supporting material in
Adobe.pdf format.
5.2.5 Offerors may submit Proposals by hand- carry or mail as described below to the address provided
in the Key Information Summary Sheet.
5.2.5.1 Submitting Proposals by mail, or hand- delivery.
1) Any Proposal received at the appropriate mailroom, or typical place of mail
receipt, for the respective procuring unit by the time and date listed in the RFP
will be deemed to be timely. The State re commends a delivery method for which
both the date and time of receipt can be verified.
2) For hand- carry , Offerors are advised to secure a dated, signed, and time -stamped
(or otherwise indicated) receipt of delivery. Hand- carry includes delivery by
commercial carrier acting as agent for the Offeror.
3) Offerors shall provide their Proposals in two separately sealed and labeled
packages as follows:
A. Volume 1 – Technical Proposal consisting of:
1) one (1) original executed Technical Proposal and all supporting
material marked and sealed;
2) Five (5) duplicate copies of the above separately marked and
sealed;
3) the Technical Proposal in searchable Adobe PDF format; and