BC-21475-B Administration of Out-of-State Employer Services (Professional Employer Organization/Employer of Record) RFP

Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
REQUEST FOR PROPOSAL
FOR
ADMINISTRATION OF OUT-OF-STATE EMPLOYER SERVICES
(PROFESSIONAL EMPLOYER ORGANIZATION / EMPLOYER OF RECORD)
RFP NUMBER: BC-21475-B
ISSUED: February 10, 2026
TECHNICAL PROPOSAL DUE DATE: MARCH 13, 2026, at 2:00PM (EST)
Prospective bidders/offerors are encouraged to regularly visit the University's Department of Procurement & Strategic
Sourcing website, e-Maryland Marketplace Advantage (eMMA) to ensure receipt of any addenda and other updates related to
this solicitation. The links to these resources are provided below:
* UMBC Bid Board - https://procurement.umbc.edu/bid-board/
* eMaryland Marketplace Advantage (eMMA) - https://emma.maryland.gov
ISSUING OFFICE
Department of Procurement & Strategic Sourcing
University of Maryland, Baltimore County
Administration Building, 7th Floor
1000 Hilltop Circle
Baltimore, MD 21250
MINORITY, WOMEN AND SMALL BUSINESSES ARE ENCOURGAGED TO
RESPOND TO THIS SOLICITATION
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Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
Key Information Sheet & Solicitation Schedule
Request for Proposals Title: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
RFP Issue Date: February 10, 2026
Procurement Officer: Rosetta Butler, CMPA, CPPB
Technical Proposal Due Date & Time: March 13, 2026, at 2:00PM (EST)
(Not a Public Bid Opening)
Technical Proposals are to be sent to: Technic.oqnmt0voqb1qtwgw@u.box.com
Price Proposals are to be sent to: Instructions will be provided to shortlisted firms
Pre-Proposal Conference February 26, 2026, at 2:00 PM (EST) at this link or call
+1 202-860-2110, Password: HVn7VEGDN44 and Access
code: 2861 024 0304
Questions Due Date & Time: March 2, 2026, at 2:00PM (EST)
Submit Questions on company letterhead to:
Questio.jlabxo87te8pskmx@u.box.com
Oral Presentations Placeholder Date March 30, 2026
Minority Business Enterprise (MBE) 10%
Subcontracting Goal:
Contract Type: Indefinite quantity with fixed unit prices
Term of Contract: One (1) year-based term period with four (4) one-year
renewal option period.
The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate
in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations
should email the Issuing Office at at least five (5) days prior to any meeting scheduled in connection
with this solicitation.
rbutler2@umbc.edu
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Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
NOTICE TO BIDDER/OFFERORS
To help improve the quality of bid and proposal solicitations and to make our procurement process more responsive and "business
friendly," we ask that you provide comments and suggestions regarding the enclosed solicitation. Please return your comments with
your bid, proposal or "no bid," response, as the case may be. Thank you for your assistance.
Project No. BC-21475-B
Project Title: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record
If you have responded with a "no bid" please indicate the reasons below (check applicable boxes):
Other commitments preclude our participation at this time.
The subject of the solicitation is not something we normally provide.
We are inexperienced in the work/commodities required.
The specifications are either unclear or too restrictive (explain below).
The scope of work is beyond our current capacity.
Doing business with Maryland Government Agencies is simply too complicated (explain below).
We cannot be competitive (explain below).
Time allotted for completion of the bid/proposal response is insufficient.
Start-up time is insufficient.
Bonding/insurance requirements are prohibitive (explain below).
MBE requirements (explain below).
Bid/Proposal requirements (other than specifications or scope) are unreasonable or too risky (explain below)
Prior experience with University contracts were not profitable or otherwise unsatisfactory (explain below).
Payment schedule too slow.
Other:
Explanation:
If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the remarks section below:
Remarks:
Bidder/Offeror Name:
Contact Person:
Signature: Date:
Address:
Email: Phone:
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Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
TABLE OF CONTENTS
SECTION I. SPECIFICATIONS/SCOPE OF WORK ................................................................... 7
BACKGROUND ............................................................................................................................................... 7
SUMMARY STATEMENT .............................................................................................................................. 7
A.
MINIMUM QUALIFICATIONS ...................................................................................................................... 7
B.
SPECIFICATIONS/SCOPE OF WORK ........................................................................................................... 8
C.
SECTION II. EVALUATION PROCEDURE .................................................................................................. 13
D.
EVALUATION COMMITTEE ..........................................................................................13
QUALIFYING PROPOSALS .......................................................................................................................... 13
A.
TECHNICAL EVALUATION ........................................................................................................................ 13
B.
FINANCIAL EVALUATION .......................................................................................................................... 13
C.
DISCUSSIONS - BEST AND FINAL OFFERS ............................................................................................. 13
D.
EVALUATION CRITERIA ............................................................................................................................. 14
E.
FINAL RANKING AND SELECTION ........................................................................................................... 14
F.
DEBRIEFING .................................................................................................................................................. 14
G.
SECTION III. INFORMATION REQUIRED IN ALL PROPOSALS ............................................................ 14
H.
ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION ................................................................ 14
TRANSMITTAL LETTER .............................................................................................................................. 14
A.
TECHNICAL PROPOSAL .............................................................................................................................. 15
B.
TECHNICAL PROPOSAL CONTENTS ........................................................................................................ 15
C.
BID/PROPOSAL AFFIDAVIT ........................................................................................................................ 16
D.
MBE UTILIZATION AFFIDAVIT ................................................................................................................. 16
E.
PERFORMANCE BOND ................................................................................................................................ 16
F.
ADDENDA ACKNOWLEDGMENT FORM ................................................................................................. 16
G.
CONFLICT OF INTEREST AFFIDAVIT & DISCLOSURE ....................................................................... 16
H.
PRIME CONTRACTOR LIST OF CONTRACTORS .................................................................................... 16
I.
SECTION IV. INFORMATION FOR OFFERORS ......................................................................................... 16
J.
ISSUING OFFICE AND PROCUREMENT OFFICER .................................................................................. 16
PRE-PROPOSAL CONFERENCE AND SITE VISIT .................................................................................... 17
A.
QUESTIONS AND INQUIRIES ..................................................................................................................... 17
B.
INSURANCE ................................................................................................................................................... 17
C.
PROPOSAL DUE DATE ................................................................................................................................. 18
D.
DURATION OF PROPOSAL OFFER ............................................................................................................ 18
E.
PROCUREMENT METHOD .......................................................................................................................... 18
F.
G.
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Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
BASIS FOR AWARD ...................................................................................................................................... 18
ALTERNATE PROPOSALS ........................................................................................................................... 19
H.
MINORITY BUSINESS ENTERPRISE UTILIZATION ................................................................................ 19
I.
LIQUIDATED DAMAGES PROVISION RELATED TO MBE GOAL ........................................................ 20
J.
SECTION V. GENERAL INFORMATION FOR OFFERORS ....................................................................... 20
K.
PURPOSE ........................................................................................................................................................ 20
ADDENDA TO THE RFP ............................................................................................................................... 21
A.
PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERS ...................................................... 21
B.
CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS ............................................ 21
C.
DISCUSSIONS ................................................................................................................................................ 21
D.
ORAL PRESENTATIONS .............................................................................................................................. 21
E.
INCURRED EXPENSES ................................................................................................................................. 21
F.
ARREARAGES ............................................................................................................................................... 21
G.
VERIFICATION OF REGISTRATION AND TAX PAYMENT ................................................................... 21
H.
ECONOMY OF PREPARATION ................................................................................................................... 21
I.
PUBLIC INFORMATION ACT NOTICE ...................................................................................................... 22
J.
EXECUTION OF PROPOSALS ..................................................................................................................... 22
K.
DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS ................................................................ 22
L.
ORDER OF PRECEDENCE ............................................................................................................................ 22
M.
REQUIRED CONTRACT PROVISIONS ....................................................................................................... 22
N.
OFFEROR RESPONSIBILITIES .................................................................................................................... 23
O.
FALSE STATEMENTS ................................................................................................................................... 23
P.
PAYMENT TO THE CONTRACTOR; TAXES ............................................................................................. 23
Q.
PRESS RELEASES ......................................................................................................................................... 23
R.
RECIPROCAL PREFERENCE ...................................................................................................................... .23
S.
NON-VISUAL ACCESS ................................................................................................................................. 23
T.
INTERGOVERNMENTAL COOPERATIVE PURCHASING ...................................................................... 23
U.
PARKING ........................................................................................................................................................ 24
V.
SMOKING ....................................................................................................................................................... 24
W.
EXHIBITS
X.
Exhibit A. PreBid/-Proposal Conference and Site Visit Response Form ................................................25
Exhibit B. Offeror Information Sheet .........................................................................................26
Exhibit C. Proposal Price Instructions & Sample Form ....................................................................27
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Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
Exhibit D. MBE Affidavits and Forms ......................................................................................29
* D-1A MBE Utilization and Fair Solicitation Affidavit & MBE Participation Schedule (must
* be submitted with Bid/Proposal)
* D-1B Waiver Guidance
* D-1C Good Faith Efforts Documentation to Support Waiver Request
* D-1D MBE Subcontractor Unavailability Certificate
* D-2 Outreach Efforts Compliance Statement
* D-3A MBE Subcontractor Project Participation Certification
* D-3B MBE Prime Project Participation Certification
* D-4A Prime Contractor Paid/Unpaid MBE Invoice Report
* D-4B MBE Prime Contractor Report
* D-5 Subcontractor Paid/Unpaid MBE Invoice Report
Exhibit E Proposal Affidavit ....................................................................................................53
Exhibit F Firm Profile & Experience ..........................................................................................59
Exhibit G Reference Checks .................................................................................................... 60
Exhibit H Key Personnel .........................................................................................................62
Exhibit I Financial Stability of Bidder/Offeror.................................................................................63
Exhibit J Acknowledgement of Receipt of Addenda........................................................................64
Exhibit K Conflict of Interest Affidavit & Disclosure Form.................................................................65
Exhibit L UMBC Sample Contract ............................................................................................66
Exhibit M Prime Contractor List of all Subcontractors ......................................................................77
Exhibit N Non-Disclosure Agreement ........................................................................................78
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Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
SECTION I. SPECIFICATIONS/SCOPE OF WORK
A. BACKGROUND
Established in 1966, the University of Maryland, Baltimore County (UMBC) is one of twelve institutions that, along
with two regional centers, constitute the University System of Maryland. UMBC is located on 482 acres with 4.2
million gross square feet and only 15 minutes from Baltimore's Inner Harbor and 30 minutes from Washington, D.C.
and five minutes from BWI Airport.
The University of Maryland, Baltimore County (UMBC) is a dynamic public research university located in Baltimore
County, Maryland, and is a member institution of the University System of Maryland. UMBC is recognized for its
strong commitment to academic excellence, innovation, and inclusive excellence, serving a diverse student population
across undergraduate, graduate, and professional programs.
B. SUMMARY STATEMENT
The University of Maryland, Baltimore County (UMBC), a constituent institution of the University System of
Maryland and an agency of the State of Maryland (herein referred to as the "University" or "UMBC"), is seeking
soliciting proposals from qualified Offerors and experienced Professional Employer Organization (PEO) and/or
Employer of Record (EOR) providers to administer employment-related services for University employees working
domestically outside the State of Maryland. The intent of this RFP is to establish a contract that provides centralized
expertise, ensures compliance with applicable federal, state, and local laws as well as supports the University's
evolving remote and alternative work arrangements.
This is an as-needed contract. UMBC makes no guarantee as to the volume, frequency, or dollar value of services to
be requested under any resulting contract This solicitation shall be conducted in accordance with the University System
of Maryland (USM) Board Regents Procurement Policies and Procedures.
C. MINIMUM QUALIFICATIONS
1. The Offeror shall have at least five (5) years' experience in providing PEO/EOR services to public sector or
higher education clients, knowledge of multi-state employment compliance and ability to scale services based
on fluctuating demand. Each reference shall include the organization's name, a brief description of the services
provided, the timeframe of the engagement, and contact information (including name, title, phone number,
and email address) for the individual who can verify the services rendered.
2. The Offeror shall provide evidence of financial stability (e.g., audited financial statements or Dun & Bradstreet
report) to ensure long-term viability.
3. The Offeror shall agree to comply with all applicable University System of Maryland and State of Maryland
procurement policies, terms, and conditions.
4. UMBC reserves the right to verify all information provided, as well as to consult any other sources available
including any person or persons associated with the references provided or the project cited as a reference.
UMBC also reserves the right to request additional references or contact any known firm associated with the
Offeror, as well as itself even if not provided as a reference by the Offeror. References will be held in the
strictest of confidence.
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Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
D. SCOPE OF WORK/SPECIFICATIONS
The Contractor shall provide consultation, implementation, administration, and compliance services associated with
employing UMBC staff working outside the State of Maryland. Services shall include, but not be limited to, the
following:
1. Responsibilities and Tasks
1.1. Contractor Responsibilities
1.1.1. The Contractor shall provide timely consultation to the University regarding out-of-state
employment matters, including:
1.1.1.1. State-specific wage and hour requirements
1.1.1.2. Employer tax obligations and registrations
1.1.1.3. Workers' compensation requirements
1.1.1.4. Statutory benefits (e.g., paid leave, disability, unemployment)
1.1.1.5. Payroll frequency and timing requirements
1.1.1.6. Discipline, termination, and separation requirements
1.1.1.7. Labor and employment law considerations
1.1.1.8. Collective bargaining implications, where applicable
1.1.1.9. Safety, risk, and workplace compliance considerations
Consultation must support pre-hire decision-making and provide clear cost and compliance
implications for supervisors and HR partners. Please note that ongoing consultation with the
states' Central Payroll Bureau (CPB) may be necessary to ensure compliance.
Employer of Record / Co-Employment Services - Where
1.1.2. required, the Contractor shall act
as Employe r of Record or co-employer and:
1.1.2.1. Maintain required state registrations and employer authorizations
1.1.2.2. Execute employment agreements compliant with local laws
1.1.2.3.Assume responsibility for statutory employer obligations
1.1.3. Payr1o.l1l .C2.o4o.rCdoinoartdioinna -te T ohneb Cooanrtdriancgto ar nsdha ollf fcboooarrddininagte a pcatyivriotlile fsu nctions, including:
1.1.3.1. Gross-to-net payroll processing
1.1.3.2. Tax withholdings and remittances
1.1.3.3. Required employer contributions
1.1.3.4. Coordination with the University's payroll office
1.1.3.5. Payroll calendars and pay cycle alignment
1.1.3.6. Issuance of required tax forms and reports
Labor and Employee Relations Support -
1.1.4. The Contractor shall provide HR support services
in partners hip with the University, including:
1.1.4.1. Guidance on employee relations matters
1.1.4.2. Discipline and corrective action support
1.1.4.3. Grievance and compliance coordination
1.1.4.4.State-specific policy addenda and handbook supplements
1.1.4.5.Support for employees covered by collective bargaining agreements
8

Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
1.2. University RespFoinnsaibl ilaiutitehs ority for disciplinary decisions shall remain with the University unless
otherwise required by law.
The University of Maryland, Baltimore County (UMBC) shall be responsible for providing reasonable
cooperation and information necessary to support the Contractor's performance of services under this
Contract. University responsibilities shall include, at a minimum, the following:
1.2.1. Designating a primary University point of contact to coordinate services and communications.
1.2.2. Notifying the Contractor of changes to employee work locations that may impact compliance
obligations.
1.2.3. Reviewing Contractor recommendations, reports, and compliance guidance in a timely
manner.
1.2.4. Facilitating reasonable access to University personnel for purposes of information gathering,
clarification, and coordination.
1.3. Project Management and Coordination
The Contractor shall provide effective project management and coordination to ensure timely, accurate, and
compliant delivery of all services under this Contract. Project management activities shall support clear
communication, accountability, and collaboration between the Contractor and the University.
1.3.1. The Contractor shall designate a qualified Project Manager who shall serve as the primary
point of contact for UMBC.
1.3.2. The Project Manager shall have authority to coordinate resources, manage tasks, and address
issues related to contract performance.
1.3.3. Any change in the designated Project Manager shall require prior written notice to UMBC.
1.3.4. The Contractor shall coordinate regularly with UMBC's designated point(s) of contact to:
1.3.4.1. Review current out-of-state employment activities
1.3.4.2. Discuss compliance status and upcoming requirements
1.3.4.3. Address questions, risks, or issues
1.3.5. The Contractor shall promptly identify and communicate any issues, risks, or compliance
concerns that may impact UMBC.
1.4. Staffing and Key Personnel
The Contractor shall promptly identify and communicate any issues, risks, or compliance concerns that may
impact UMBC.
1.4.1. The Contractor shall identify all key personnel proposed to support the Contract and provide
a brief description of their roles and responsibilities. At a minimum, the Contractor shall
identify the following positions and submit a current resume for each.
1.4.1.1. Project Manager
1.4.1.2. Compliance Lead or Subject Matter Expert(s)
9

Solicitation Name: Administration of Out-of-State Employer Services
(Professional Employer Organization / Employer of Record)
Solicitation Number: BC-21475-B
2. Deliverables
Deliverable Frequency
Implementation Plan One-time
State-Specific Compliance Matrix Initial + updates
Payroll & Tax Reports Per pay cycle
Quarterly Compliance Briefings Quarterly
Employee Census & Status Reports Quarterly
Incident & Risk Notifications As needed
Annual Service Review Annually
Reports must be available electronically and in formats usable by the University.
3. Technology, Data Security, and Confidentiality
Provide secure technology platforms to support service delivery. All systems and data handling must comply with
UMBC, USM, and State of Maryland information security and confidentiality requirements. The Contractor shall
provide secure technology platforms to support service delivery, including:
3.1. Secure employer and employee portals
3.2. Data exchange capabilities
3.3. Role-based access controls
3.4. Multi-factor authentication
3.5. Compliance with applicable data protection standards
All technology must align with University IT and data security requirements.
4. Vendor Requirements
4.1. Service Coverage - Vendor(s) must:
4.1.1. Identify all U.S. states and territories where they are authorized to provide services
4.1.2. Provide documentation of Employer of Record authority where applicable
4.1.3. Identify any Vendor Partners used and their role
4.2. Vendor Partner Transparency - If Vendor Partners are used, the vendor must disclose:
4.2.1. Partner identity and service scope
4.2.2. How partners are disclosed to the University
4.2.3. Whether partners appear in service agreements
5. Documentation
The Contractor shall prepare, maintain, and provide complete, accurate, and up-to-date documentation to
support all consultation, implementation, administration, and compliance services associated with employing
University of Maryland, Baltimore County (UMBC) staff working outside the State of Maryland. At a
minimum, documentation shall include the following:
5.1. Employee Work Location & Jurisdiction Records
5.1.1. Documentation identifying each out-of-state employee, including:
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