BPM055028 - Xerox DocuShare - PORFP.pdf

Purchase Order Request for Proposals (PORFP) COTS Software Master Contract

Revised 090624 1

Section 1 - General Information

PORFP Number:

(eMMA BPM Number) BPM055028 – Xerox DocuShare Software and Support Renewal

PORFP Type: Fixed Price

Functional Area/s (FA) for this

PORFP:

☒ FA I – COTS Software ☐ FA II – Installation and Training Services ☒ FA III – Manufacturer’s Software Maintenance and Support

Manufacturer Name: Xerox

Designated Small Business Reserve? (SBR):

Yes. This is a Small Business Reserve Procurement for which the 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 GOSBA Small Business Reserve Program are eligible for the award of a contract.

Information on eligibility for the SBR program is available on the following website:

https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

Information on the SBR Vendor Registration processes is available on the following website: https://gomdsmallbiz.maryland.gov/Pages/SBR- Registration.aspx

PORFP Issue Date: 01/22/2026 Proposal Due Date and Time:

02/01/2026 at 12:00 PM

ET

Place of Performance:

Maryland Department of Housing & Community Development 7800 Harkins Road Lanham, MD 20706

Special Instructions: LIMITED TO MASTER CONTRACTORS — ELIGIBILITY

Only Master Contractors holding an active contract under the Commercial Off-the-Shelf Software (COTS 2012) Master Contract (060B2490021) and meeting all authorization requirements stated in this PORFP are eligible to submit a Proposal. The State reserves the right to request a Letter of Authorization (LOA) from the Manufacturer or Distributor at any time to verify reseller authorization.

PROPOSAL SUBMISSION INSTRUCTIONS

Responses to this PORFP will be accepted only through the State’s eMaryland Marketplace Advantage (eMMA) e-Procurement system.

Instructions for submitting Proposals electronically through eMMA are available under Vendor Instructions at:

https://mdprocurement.freshdesk.com/support/solutions https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/SBR-Registration.aspx https://gomdsmallbiz.maryland.gov/Pages/SBR-Registration.aspx https://mdprocurement.freshdesk.com/support/solutions

Revised 090624 2

QUESTIONS

Questions Due (Closing) Date and Time:

01/26/2026 at 12:00 PM ET

All questions regarding this PORFP must be submitted in writing with the subject line:

“Question for PORFP # BPM055028 – Xerox DocuShare Software and Support Renewal”

Questions must be sent via e-mail to the Agency Point of Contact listed in Section 2 no later than the date and time specified above.

SPECIAL REQUIREMENTS

1. Scope Limitation (Renewal Only) This procurement is for renewal of existing Xerox DocuShare licenses only and does not include migration, implementation, training, or professional services of any kind.

2. Authorized Source Requirement All software licenses must be newly issued, unused, and issued by the Manufacturer, and provided through the proposing Master Contractor, who must be an authorized reseller of the Manufacturer and hold an active contract under the COTS 2012 Master Contract.

3. Pricing Validity Pricing submitted in response to this PORFP must remain valid for at least ninety (90) calendar days after the Proposal due date.

4. MSRP Disclosure The Master Contractor must include a screenshot of the Manufacturer’s Suggested Retail Price (MSRP) with its Proposal.

5. Timely Submission Proposals must be received by the date and time specified in the solicitation. Proposals received after the due date and time will not be accepted.

6. No Proposal Submission A completed “No Proposal” form must be submitted by the Proposal due date and time if a Master Contractor elects not to submit a Proposal.

7. Funding and Quantities The Department reserves the right to purchase more or less than the specified quantity, subject to the availability of funding. Pricing for multi-year charges, if any, must be provided on a per-year basis.

8. Security and Malware Protection Master Contractors must ensure that the proposed software is free of malware and complies with all applicable State IT security, confidentiality, and data protection requirements.

9. Contractual Terms Disclosure The State is not bound by any agreement or terms and conditions not included in the Master Contractor’s Proposal. No action by the State, including use of the software, shall be deemed acceptance of any such agreements or terms and conditions unless expressly agreed to in

Revised 090624 3 writing by the State in a contract amendment or other authorized written agreement, and any such agreements or terms are void ab initio and unenforceable against the State.

10. SaaS Data Use Requirements Software-as-a-Service (SaaS) products and contracts are subject to the Additional Terms and Conditions specified in Attachment Y — Data Use Agreement, as applicable.

11. Data Ownership All data generated, stored, or processed by the software remains the property of the State of Maryland.

12. Calendar Days All time periods referenced in this PORFP are calendar days unless otherwise stated.

Security Requirements (if applicable):

Contractor personnel accessing State systems or facilities shall comply with all applicable State IT security and confidentiality requirements.

Revised 090624 4

Invoicing Instructions:

Send invoice e-mail to termia.jones@maryland.gov.

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., the time period during which services covered by invoice were performed);

5) Invoice date;

6) Invoice number;

7) State-assigned Contract number;

8) State-assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the

Contract.

For items of work for which there is one-time pricing, those items shall be billed within 30 days of acceptance.

For items of work for which there is annual pricing, items shall be billed annually. The first year's invoice shall be billed within 30 days of contract start. Each additional year shall be billed on the anniversary of the first year's invoice.

Section 2 - Agency Point of Contact (POC) Information

Agency / Division Name: Office of Procurement

Agency POC Name: Amanda Sadler Agency POC Phone Number: 301.429.7780

Agency POC E-mail Address: amanda.sadler@maryland.gov Agency POC Fax: N/A

Agency POC Mailing Address:

Maryland Department of Housing & Community Development 7800 Harkins Road Lanham, MD 20706

Section 3 - Delivery Address / Work Site POC Information (if different from above)

Agency On-site Contact Name: Termia Jones Agency On-site Phone Number: 301.429.7677

Agency On-site E-mail Address: termia.jones@maryland.gov Agency On-site

Fax: N/A

Agency On-site Address:

Maryland Department of Housing & Community Development 7800 Harkins Road Lanham, MD 20706 mailto:amanda.sadler@maryland.gov mailto:termia.jones@maryland.gov

Revised 090624 5

Section 4 - Scope of Work

FA I – COTS Software

Business Need / Required Functionality

DHCD requires the renewal of existing Xerox DocuShare software licenses currently in use to support secure document management, access control, and content collaboration across the Department. This procurement is limited to commercially available DocuShare software licenses and does not include customization or development.

Product Name Product Description Version

Release

Quantity of

Licenses

Due Date mm/dd/yyyy

Xerox DocuShare DS CAL Core DocuShare

Client Access Licenses

Current supported release

Current supported release 25 02/01/2026

Xerox DocuShare RO 1 CAL Read-Only client Access Licenses

Current supported release

Current supported release 15 02/01/2026

Xerox DocuShare CPX CAL (10-Pack)

Advanced Client Access License Pack

Current supported release

Current supported release 2 02/01/2026

FA II – Installation and Training Services

Installation / Training Services

Deliverables Start Date mm/dd/yyyy

End Date mm/dd/yyyy

Not applicable. This procurement does not include installation, training, implementation, migration, or professional services of any kind.

Revised 090624 6

FA III – Manufacturer’s Software Maintenance and Support

Warranty / Maintenance Requirements Deliverables Start Date mm/dd/yyyy

End Date mm/dd/yyyy

Manufacturer-provided maintenance and support for Xerox DocuShare licenses for the full contract term, including:

• Software updates and patches

• Security fixes

• Access to manufacturer technical support

• Active and valid

DocuShare licenses

• Continuous access to maintenance updates and support services

02/01/2026 01/31/2027

Section 5 - Evaluation Criteria

1. Compliance with the Xerox DocuShare licensing and support requirements.

2. Vendor authorization to resell Xerox DocuShare products.

3. Service responsiveness, customer support, and continuity.

4. Price.

Basis for Award Recommendation

Award will be made to the responsible offeror whose Proposal is determined to be the most advantageous to the State, considering technical merit and price.

The agency Point of Contact listed in Section 2 will recommend the award to a responsive and responsible Master Contractor that provides the most advantageous offer considering the price and evaluation factors above. The agency Point of Contact will initiate and deliver a PO to the selected Master Contractor.

All awards from this PORFP shall comply with the requirements of COMAR 21.05.13.06.

NO PROPOSAL NOTICE AND 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 e-mail or fax this completed form to the attention of the Agency Point of Contact listed in Section 2.

Title: Commercial Off-the-Shelf Software 2012 (COTS 2012) Solicitation No: 060B2490021 PORFP: BPM055028 – Xerox DocuShare Software and Support Renewal

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)

� The time allotted for the preparation of the Proposal is insufficient.

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

(Explain in REMARKS section)

� 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.

REMARKS: _________________________________________________________________

Offeror Name: ________________________________ Date: _______________________

Contact Person: _______________________________ Phone (___) ______ - ___________

Address: _________________________________________________________________

E-mail Address: ____________________________________________________________

Only Master Contractors holding an active contract under the Commercial Off-the-Shelf Software (COTS 2012) Master Contract (060B2490021) and meeting all authorization requirements stated in this PORFP are eligible to submit a Proposal. The State reserves the right to request a Letter of Authorization (LOA) from the Manufacturer or Distributor at any time to verify reseller authorization.