CommonLook PORFP_FC0001487.pdf

Purchase Order Request for Proposals (PORFP)

COTS Software Master Contract

Revised 090624

Section 1 –General Information

PORFP Number:

(eMMA BPM Number)

FC0001487

PORFP Type:

(Select one category from the drop-down list)

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

Note: FA II may not be purchased alone and may not exceed 49% of the PORFP value.

Manufacturer Name

(Enter one manufacturer only per PORFP)

Allyant

Designated Small Business Reserve?(SBR):

(Select "Yes" or "No" from the drop-down list)

No

PORFP Issue Date:

mm/dd/yyyy

02/26/2026 PROPOSAL DUE

DATE AND TIME:

03/09/2026 12:00pm

Place of Performance: 100 Community Place Crownsville, MD 21032

Special Instructions:

LIMITED TO MASTER CONTRACTORS

Only Master Contractors that are awarded a contract under the

Commercial Off-the-Shelf Software (COTS 2012), 060B2490021, are eligible to submit a bid in response to this secondary competition Purchase Order Request for Proposal (PORFP). A current Master Contractor under the named contract must submit an LOA with their bid to be considered for the award.

BID SUBMISSION INSTRUCTIONS

Purchase Order Request for Proposal (PORFP) responses will only be accepted through the State's eMaryland Marketplace Advantage (eMMA) e-Procurement system.

Instructions on how to submit proposals electronically can be found at, under Vendor Instruction:

https://mdprocurement.freshdesk.com/support/solutions https://mdprocurement.freshdesk.com/support/solutions

Questions Due (Closing) Date and Time:

03/03/2026 at 3:00 PM EST

Questions must be submitted in writing with the subject line, "Question for PORFP # FC0001487," and be submitted in writing via e-mail to the Procurement Officer:

fern.morgan1@maryland.gov no later than the date and time specified.

SPECIAL REQUIREMENTS

1. The Department reserves the right to purchase more or less than the specified quantity to the extent limited by funding.

Charges that are multiple years shall be provided at a per-year price.

2. Purchase new and unused software.

3. The Master Contractor shall not impose a restocking fee if an item is returned due to damage or incorrect product shipped.

4. The Master Contractor must provide the estimated ship date/lead time for each item listed in the PORFP.

5. Please allow for pricing provided in response to this PORFP to be valid for at least 90 days after the set due date above.

6. The Master Contractor must be an authorized reseller for the

Manufacturer named in Section 1. A Letter of Authorization (LOA) from the Manufacturer or Distributor must be included in the response.

7. The Master Contractor must include a screenshot of the

Manufacturer's Suggested Retail Price (MSRP) with the bid.

8. Bids must be received by the due date and time listed in the solicitation. Bids that are not received by the due date and time will not be accepted.

9. Master Contractors shall furnish all agreements and terms and conditions the State must sign or will be subject to in connection with or in order to use the products or to be provided under this PORFP. This includes physical copies of all agreements referenced and incorporated in primary documents, including but not limited to any software licensing agreement for any software proposed to be licensed to the State (e.g., EULA, Enterprise License Agreements, Professional Service agreement, Master Agreement) and any

Acceptable Use Policy (AUP). The State is not bound to an agreement or any terms and conditions not provided in a

Master Contractor’s Proposal and no action of the State, including but not limited to the use of any such software, shall mailto:fern.morgan1@maryland.gov be deemed to constitute acceptance of any such agreements or terms and conditions and any such agreement, terms or conditions are void ab initio and unenforceable against the

State.

Security Requirements (if applicable):

N/A

Invoicing Instructions:

Send invoice to doitfiscal.invoiceservice@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: Department of Information Technology

Agency POC Name: Fern Morgan Agency POC

Phone Number:

Agency POC E-mail

Address:

Fern.morgan1@maryland.g ov

Agency POC

Fax:

Agency POC Mailing

100 Community Place, Crownsville, Maryland, 21032-2023

Section 3 – Delivery Address / Work Site POC Information (if different from above) mailto:doitfiscal.invoiceservice@maryland.gov mailto:Fern.morgan1@maryland.gov mailto:Fern.morgan1@maryland.gov

Agency On-site Contact

Name:

Andrew Drummond Agency On-site

Phone Number:

Agency On-site E-mail

Andrew.drummond2@maryl and.gov

Agency On-site Fax:

Agency On-site Address: 100 Community Place, Crownsville, Maryland, 21032-2023

Section 4 – Scope of Work

FA I – COTS Software

(Provide product specifications below. If some or all specifications are unknown, Master Contractors may propose products based on a detailed description in the

Business Need / Required Functionality field*)

*Business Need / Required Functionality

Accessibility Testing and PDF remediation

Product Name

Product Description

Versio n

Release

Quantity of Licenses

Due Date mm/dd/yyyy

1. CommonLook Clarity

Cloud - Enterprise for Small to Medium

Commercial (SME) or

Government.

Manufacturer Product

Code: 4160-GC-04-U1

(Reseller-specific SKUs may vary – see MSRP)

PDF scanning tool -

ADA compliance.

12-month Annual

Subscription.

Unlimited Scans.

Deployed on-premise within State cloud supported infrastructure.

Latest version

Latest release

FA II – Installation and Training Services (Provide a detailed description of required services and deliverables)

Installation / Training Services

Deliverables

Start Date

End Date

1. CommonLook Remediation Services-

General

Manual PDF

Professional

Services.

Document

Accessibility

Remediation

Services.

Manufacturer

Product Code – R001

(Reseller-specific

SKUs may vary – see

MSRP)

mailto:Andrew.drummond2@maryland.gov mailto:Andrew.drummond2@maryland.gov

FA III - Manufacturer's Software Warranty / Maintenance

(Provide a detailed description of warranty / maintenance requirements and deliverables)

Warranty / Maintenance Requirements

Deliverables

Start Date

End Date

1.

2.

3.

Section 5 – Evaluation Criteria

1. Price

2.

3.

Basis for Award Recommendation

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, i.e., lowest price. 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 BID NOTICE/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: FC0001487

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 completion of the Bid 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:____________________________________________________________