<Solicitation Title> / RFP Number <Solicitation Number>

SaaS RFP Template Version 2.0.1 distributed June 23, 2015

**Guidance to Authors: **

u / Read the instructions / Following the instructions can make a BIG difference in the speed of review. Not following the instructions may also result in a TORFP returned for additional work prior to acceptance for review. Instructions in the body of the template are typically started and ended with ** and also typically have red text. Placeholders for values you need to update typically are started and ended with < >.
  1. Use the most recent template - You’re starting with the template version listed above. Using the latest version will shorten review cycles and may prevent the document from being sent back for rework prior to any review. Contact DoIT or check the DoIT website for the latest template version (http://doit.maryland.gov/contracts/Pages/writingITsolicitations.aspx).
  2. Follow, then remove instructions - Instructions are included throughout this template to help you tailor the template for your use. Instructions should not be included in the released solicitation. See the MS Word help feature Apply or Remove Highlighter for more information on removing blue highlighter from text.
  3. Ask if you’re not sure – It can be hard to know which items in a template are required for a particular solicitation. If you’re not sure, contact the Department of Information Technology procurement office (ITPO) at .
  4. Use “Styles” in MS Word – This template contains quite a few pre-set formats to help with document appearance, particularly auto-numbering. Learn more about styles and the MS Word feature Format Painter to make formatting the document easier.
    TIP: You should never have to type out requirement numbers, you should never have to use a lot of spaces to position text, and you should never have to use multiple carriage returns to start a new page. Get help from ITPO if you’re wrestling with formatting.

TIP: Copying and pasting from other documents can result in strange formatting. ITPO recommends the agency paste text with NO formatting into this document and apply formatting to the plain text to avoid format problems.

  1. Customize the template - You can “find” items that need customization in this template, including: performing a find on text with highlighter, on text that is red, performing a find for ** and performing a find for brackets <. See the MS Word help feature Find and replace specific formatting for more information how to find text with highlighted formatting.
  2. Let ITPO know if instructions are confusing.
  3. Don’t remove section headings or attachments
  4. Retain section headings even if a section doesn’t apply so cross references in the document stay accurate (particularly true for those at the X.x level).
  5. Use a “do not apply” statement instead of deleting. Use “a do not apply” statement instead of deleting.
  6. Add new paragraphs to the end of a section where reasonable, to avoid renumbering.

v / Get a security assessment early / Agencies must complete a security assessment for their IT purchases in order to identify relevant security and auditing requirements. Engage experts at DBM and security personnel early to minimize time-to-market for this TORFP. Contact ITPO early in the authoring process for direction.
w / Start tailoring the template here / Authors, start tailoring the template here, using the guidance below, by performing finds and replaces, which will tailor much of the boilerplate text for you.


Tip: Delete an instruction only once you’ve performed the action. The remaining instructions will act as a reminder to complete the task.

**Basic tailoring of RFP data
Perform a find and replace on the following text to begin customizing this RFP. Be sure to turn on “Match Case” for your find and replace. Remove table prior to release.
Note: Don’t change the default fields for any information you do not yet know (also, keep the appropriate line from this table until the substitution is made). **
To insert the correct value of: / Find Text
**Type exactly as typed below in the find/replace dialog, including brackets < > where indicated, with “Match Case” selected** / Replace With Text
Do NOT include brackets in the “Replace” text
Full name of the Department or Agency issuing the RFP / <Department or Agency Name> / the correct name
Acronym of the Department or Agency issuing the RFP / <DEPARTMENT OR AGENCY ACRONYM> / the correct acronym
Correct term, either “Department” or “Agency” used throughout the boilerplate text
Important! This template assumes that the solicitation is being issued by the same agency that will be receiving the goods and services. If this RFP is on behalf of another agency, then before you follow the instructions below, make sure that the change from Department or Agency / Department or Agency (do not include brackets in the find/replace for this one) / the correct word (i.e., Department, Agency)
Solicitation Title / <Solicitation Title> / the correct title
Solicitation Number / <Solicitation Number> / the correct solicitation number
Procurement Officer / <Name of Procurement Officer> / the name of the Procurement Officer
Contract Manager / <Name of Contract Manager> / the name of the Contract Manager
Correct term, either “Contract Manager” or Contract Monitor” / Contract Manager is the default in this document. If your agency strongly prefers the term “Contract Monitor”find:
Contract Manager / Contract Monitor

**Follow other instructions as provided throughout the document.**

DEPARTMENT OR AGENCY NAME (DEPARTMENT OR AGENCY ACRONYM)

REQUEST FOR PROPOSALS (RFP)

SOLICITATION TITLE

SOLICITATION NO. Solicitation Number

** If your agency uses an agency control number, please put both the ADPICS PO and the agency control number on this title page. An ADPICS PO number is required for approval.
ADPICS NO. <ADPICS NUMBER> **

Issue Date: date of issuance

NOTICE TO OFFERORS

SMALL BUSINESS RESERVE PROCUREMENT
**Remove the text above if not an SBR solicitation.**

NOTICE

**The paragraph below is not appropriate for all agencies. Remove the boilerplate text below if your agency does not collect names and distribute solicitation changes directly to that list. (This decision will be made by the Procurement Officer assigned to this solicitation).**

A Prospective Offeror that has received this document from the DEPARTMENT OR AGENCY ACRONYM> website or https://emaryland.buyspeed.com/bso/, or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this RFP, should immediately contact the Procurement Officer and provide the Prospective Offeror’s name and mailing address so that addenda to the RFP or other communications can be sent to the Prospective Offeror.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

**Remove the text below if not an SBR solicitation.**

NOTICE TO OFFERORS

SMALL BUSINESS RESERVE SOLICITATION

This is a Small Business Reserve Solicitation for which award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Department of General Services Small Business Reserve Program are eligible for award of a contract.

For the purposes of a Small Business Reserve Solicitation, a small business is a for-profit business, other than a broker, that meets the following criteria:

A. It is independently owned and operated;

B. It is not a subsidiary of another business;

C. It is not dominant in its field of operation; and

D.1 With respect to employees:

(a) Its wholesale operations did not employ more than 50 persons in its most recently completed 3 fiscal years;

(b) Its retail operations did not employ more than 25 persons in its most recently completed 3 fiscal years;

(c) Its manufacturing operations did not employ more than 100 persons in its most recently completed 3 fiscal years;

(d) Its service operations did not employ more than 100 persons in its most recently completed 3 fiscal years;

(e) Its construction operations did not employ more than 50 persons in its most recently completed 3 fiscal years; and

(f) The architectural and engineering services of the business did not employ more than 100 persons in its most recently completed 3 fiscal years; and

D.2 With respect to gross sales:

(a) The gross sales of its wholesale operations did not exceed an average of $4,000,000 in its most recently completed 3 fiscal years;

(b) The gross sales of its retail operations did not exceed an average of $3,000,000 in its most recently completed 3 fiscal years;

(c) The gross sales of its manufacturing operations did not exceed an average of $2,000,000 in its most recently completed 3 fiscal years;

(d) The gross sales of its service operations did not exceed an average of $10,000,000 in its most recently completed 3 fiscal years;

(e) The gross sales of its construction operations did not exceed an average of $7,000,000 in its most recently completed 3 fiscal years; and

(f) The gross sales of its architectural and engineering operations did not exceed an average of $4,500,000 in its most recently completed 3 fiscal years.

Note: If a business has not existed for 3 years, the employment and gross sales average or averages shall be the average for each year or part of a year during which the business has been in existence.

Further information on the certification process is available at eMaryland Marketplace.

STATE OF MARYLAND

DEPARTMENT OR AGENCY NAME (DEPARTMENT OR AGENCY ACRONYM)

RFP KEY INFORMATION SUMMARY SHEET

RFP Title: / Solicitation Title
RFP Number: / Solicitation Number
RFP Issuing Department or Agency: / DEPARTMENT OR AGENCY ACRONYM
Street Address and Room Number
City, State, Zip Code
RFP Issue Date: / mm/dd/yyyy
Proposals Due Date and Time: / mm/dd/yyyy at hh:mm AM/PM Local Time
Questions Due Date and Time: / mm/dd/yyyy at hh:mm AM/PM Local Time
Procurement Officer: / Name of Procurement Officer
Phone: <phone number>
Fax: <fax number>
e-mail: <e-mail address>
Contract Manager: / Name of Contract Manager
Phone: <phone number>
Fax: <fax number>
e-mail: <e-mail address>
Send Proposals to (e-mail delivery strongly preferred): / e-mail address> ** Remove e-mail address if e-mail proposal submission is not allowed.**
** Remove physical address if written proposal submission is not allowed.**
DEPARTMENT OR AGENCY ACRONYM
Street Address and Room Number
City, State, Zip Code
Attention: Name of Procurement Officer
Send Questions (e-mail only) to: / e-mail address: <e-mail address>
Contract Type / **Replace as appropriate** Fixed Price and Time and Materials
Contract Duration / **Replace as appropriate-See instructions in 1.1 and 1.4** <Five (5) years OR <Three (3) year base period and <two (2)> one-year option periods
MBE Subcontracting Goal: / MBE goal percentage %
VSBE Subcontracting Goal: / VSBE goal percentage %
Small Business Reserve / Yes/No **choose one**
Pre-Proposal Conference: / <date and time > Local Time
<Street Address and Room Number>
<City, State, Zip Code>
See Attachment E for Directions and Response Form

STATE OF MARYLAND

NOTICE TO OFFERORS/BIDDERS/CONTRACTORS

Maryland Wants to Do Business with You

Please let us know why you are not proposing. (Check all that apply).

☐ We do not offer the services/commodities requested.

☐ Busy with other commitments.

☐ Specifications are unclear or too restrictive.

☐ Timetable is unworkable.

☐ Bonding/Insurance requirements are prohibitive.

☐ Our experience with State of Maryland has not been satisfactory.

☐ Other (Please specify)

Additional Comments:

Please add suggestions for improvement here:

Name of commenter and Business (optional): ______

Contact Person (optional): ______Phone (____) _____ - ______

Bid/proposal Number: Solicitation Number Entitled: Solicitation Title

Your comments will help us improve the procurement process.

Thank You.

Please return your comments with your proposal. If you have chosen not to propose to this RFP, please e-mail this completed form to the Procurement Officer’s e-mail address.

TABLE OF CONTENTS

RFP KEY INFORMATION SUMMARY SHEET 7

TABLE OF CONTENTS 10

1 GENERAL INFORMATION 15

1.1 Summary Statement 15

1.2 Abbreviations and Definitions 16

1.3 Contract Type 23

1.4 Contract Duration 24

1.5 Procurement Officer 24

1.6 Contract Manager 24

1.7 Pre-proposal Conference 25

1.8 eMaryland Marketplace (eMM) 25

1.9 Questions 26

1.10 Procurement Method 26

1.11 Proposals Due (Closing) Date and Time 26

1.12 Multiple or Alternate Proposals 26

1.13 Economy of Preparation 26

1.14 Public Information Act Notice 27

1.15 Award Basis 27

1.16 Oral Presentation 27

1.17 Duration of Proposal 27

1.18 Revisions to the RFP 27

1.19 Cancellations 28

1.20 Incurred Expenses 28

1.21 Protest/Disputes 28

1.22 Offeror Responsibilities 28

1.23 Substitution of Contractor Personnel 29

1.24 Mandatory Contractual Terms 32

1.25 Bid/Proposal Affidavit 32

1.26 Contract Affidavit 32

1.27 Compliance with Laws/Arrearages 33

1.28 Verification of Registration and Tax Payment 33

1.29 False Statements 33

1.30 Payments by Electronic Funds Transfer 33

1.31 Prompt Payment Policy 34

1.32 Electronic Procurements Authorized 34

1.33 Minority Business Enterprise (MBE) Participation Goal 35

1.34 Living Wage Requirements 39

1.35 Federal Funding Acknowledgement 40

1.36 Conflict of Interest Affidavit and Disclosure 41

1.37 Non-Disclosure Agreement 41

1.38 HIPAA - Business Associate Agreement 42

1.39 Non-Visual Access 42

1.40 Mercury and Products That Contain Mercury 42

1.41 Veteran-Owned Small Business Enterprise Goals 43

1.42 Location of the Performance of Services Disclosure 45

1.43 Department of Human Resources (DHR) Hiring Agreement 45

1.44 Purchasing and Recycling Electronic Products 46

1.45 Contract Extended To Include Other Non-State Governments or Agencies 46

1.46 Retainage 47

1.47 Proposal/Bid Bond 48

1.48 Surety Bond Assistance Program 48

1.49 Performance Bond 49

1.50 Payment Bond 50

2 COMPANY AND PERSONNEL QUALIFICATIONS 51

2.1 Offeror Minimum Qualifications 51

2.2 Offeror Personnel Minimum Qualifications 52

2.3 Contractor Preferred Qualifications 52

2.4 Personnel Preferred Qualifications 52

3 SCOPE OF WORK 53

3.1 Background and Purpose 53

3.2 Agency / Project Background 53

3.3 General Requirements 53

3.4 Security Requirements 61