D38B2600021- Election Staffing Services RFP- with Amendment 1- 8.2.2022..docx

State of Maryland State Board of Elections (SBE) Request for Proposals (RFP)

ELECTION STAFFING SERVICES

RFP Number D38B2600021

Issue date: June 27, 2022

NOTICE

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

Minority Business Enterprises Are Encouraged to Respond to this Solicitation.

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 or fax this completed form to the attention of the Procurement Officer (see Key Information Summary Sheet below for contact information).

Title: Elections Election Staffing Services Solicitation No: D38B2600021

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: ________________________________________________________________ State of Maryland Maryland State Board of Elections (SBE) Key Information Summary Sheet

151 West St. Suite 200 Annapolis, MD 21401 e-mail:

Phone:

Whitney.LeRoux@Maryland.Gov 443-223-3117

Virtual Teleconference by Calendar Invitation from Procurement Officer Only See Attachment A for instructions.

Offerors are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page iv).

With no subgoals

Table of Contents – RFP

Election Staffing Services Solicitation #: D38B2600021 RFP Document

RFP for State Board of Elections Page 44 of 92

Minimum Qualifications The Offeror must meet the minimum qualifications described in this section and provide with its Proposal proof that the minimum qualifications have been meet.

1.1.1 Within in the last five (5) years, the Offeror should have three (3) years of professional staffing experience. As proof of meeting this requirement, the Offeror shall provide with its Proposal at least three (3) references that can collectively attest to the Offeror’s three years of experience within the past five years in professional staffing. For each reference, the Offeror shall provide the information listed in Section 5.3.2.H.

1.1.2 Within the last five (5) years, the Offeror should have recruited and placed at least 100 temporary resources on a single contract simultaneously. As proof of meeting this requirement, the Offeror shall provide with its Proposal at least one (1) reference that can attest to the Offeror’s three years of experience within the past five years recruiting and placing at least 100 temporary resources on a single contract simultaneously. For each reference, the Offeror shall provide the information listed in Section 5.3.2.H.

1.1.3 Information about Experience and Personnel can be found in Sections 3.8 (Experience and Personnel).

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

Contractor Requirements: Scope of Work Summary Statement The Maryland State Board of Elections (SBE) is issuing this Request for Proposals (RFP) to obtain professional temporary staffing resources for a variety of positions for three (3) upcoming election cycles. The base period covers the 2024 election cycle, and the two option periods cover the 2026 and 2028 election cycles. The Requirements (Section 2.3) detail the experience necessary for these positions.

It is the State’s intention to obtain goods and services, as specified in this RFP, from a Contract between the selected Offeror and the State.

SBE intends to make a single award as a result of 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 all goods and services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

A Contract award does not ensure a Contractor will receive all or any State business under this Contract.

Background, Purpose and Goals

2.2.1 The twenty-four (24) Local Boards of Election (LBEs) in Maryland administer elections by processing voter registration requests and changes; identifying and surveying voting locations; recruiting and training pollworkers; maintaining, testing and deploying voting equipment; packing supplies for each of the voting locations; and performing other election-related duties. For the 2024 election cycle, SBE expects that there will be approximately eighty-nine (89) early voting locations and about 1,900 voting locations on Election Day.

2.2.2 The number of employees in each LBE varies by county. The counties with the smallest populations have three (3) employees, and the counties with the largest populations have up to thirty (30) full-time employees. To perform all the tasks to conduct an election, the LBEs need additional temporary resources in the weeks leading up to an election.

2.2.3 Refer to Section 2.3.1.1 Mandatory Staff, 2.3.1.2 Other Staff and 2.3.2 Hours and Duties for a description of each labor category and quantity estimates per election cycle.

2.2.4 All individuals hired under this contract must complete SBE’s training program and, before deployment, demonstrate an understanding of the topics covered during the training. Individuals that cannot demonstrate an understanding of the material and/or have attendance, time keeping, or other behavior issues will not be deployed. SBE’s training program for the different types of employees will be held at various locations throughout the State. Individuals will be compensated for the hours spent in training.

2.2.5 SBE does not guarantee a minimum number of resources or hours for each labor category. The hours in the RFP are estimates only.

2.2.6 While the focus of the Requirements is during election periods, the RFP covers non-election periods as well. During non-election periods, the number of resources that may be needed will be significantly less than those needed during a regularly scheduled election period.

2.2.7 The successful Offeror will work in a fast-paced and dynamic work environment. While SBE will make every effort to provide at least one month’s notice of all requirements or anticipated changes, there may be circumstances where such notice cannot be given and the successful Offeror is expected to provide the requested resource or make the necessary change quickly.

Requirements

Prior to each election, the Contractor shall hold a planning meeting to provide SBE the names and duties of all individuals from the Contractor and its subcontractors who will be directly involved in the administration and management of this Scope of Work as defined in this RFP. The Contractor and SBE will also define and discuss the processes for risk and issues; resource problem handling; problem escalation; timelines; roles and responsibilities; and upcoming tasks and action items.

If administrative contacts change, the Contractor shall promptly notify SBE of the change in writing.

In preparation for each election, SBE will administer a “staffing needs” survey for the LBEs to complete. Resource Recruitment, Engagement, and Management

2.3.1.1 The Contractor shall be responsible for the recruitment of personnel resources as election support individuals for SBE for the roles set out in Section 2.3.3. Recruitment activities include finding candidates, vetting candidates for the positions for which they are applying, interviewing candidates, and making offers to the selected candidates. However, if SBE provides the Contractor with specific candidates for specific assignments, the Contractor shall, in a timely manner, process these candidates through their normal recruitment process.

2.3.1.2 To assist the successful Offeror in performing under this contract, SBE will provide an on-going “Do Not Hire” list of individuals. SBE will also notify the Contractor of the level of recruitment involvement SBE and/or the LBE requires, the number of individuals to be recruited for each role type, and an engagement start date. The Contractor shall accommodate all recruitment desires that SBE or the LBE provides to the Contractor.

2.3.1.3 SBE will also provide access to and tutorial of how to use Smartsheets, which the Contractor must use to update and obtain the latest resource information.

2.3.1.4 Except as provided herein, the Contractor shall try to recruit individuals who reside in the same jurisdiction to which they may be assigned. If this requirement cannot be met, the Contractor shall recruit individuals from surrounding jurisdictions.

2.3.1.5 With SBE’s approval, the Contractor shall, at the beginning of each election period, decide on the recruitment start dates based on the engagement start dates for each role type.

2.3.1.6 If a recruited individual is unable to accept the assignment for any reason or SBE determines that the individual cannot demonstrate a solid understanding of the training material, the individual will not be deployed and the Contractor shall recruit another individual for that role.

2.3.1.7 The Contractor shall include in its onboarding process and, when needed, throughout the work engagement period, SBE’s expectations regarding attitude, dress, conflict resolution, problem escalation, and time reporting, including correctly reporting what is work time. The Contractor shall ensure that each individual performing work under this RFP conducts himself or herself in line with SBE’s Code of Conduct.

2.3.1.8 In a timely manner, the Contractor shall manage and resolve any issues with an individual performing work under this Contract, including poor performance, inappropriate and disruptive behavior and not showing up for their assignments. It must be immediately report to the Contract Manager the termination of the employment of any individual performing work under this RFP.

2.3.1.9 For an individual in a role authorized to work overtime, the Contractor shall obtain SBE Project Manager approval before that individual works any overtime. Overtime will be paid at 1.5 times the direct pay rate.

2.3.1.10 When contractor employees are performing work under this RFP are working for SBE, the Contractor shall meet with the SBE Contract Monitor and Project Manager on a weekly basis. At SBE’s request, SBE and the Contractor shall meet more frequently. Agenda items should include items of concern that week, contract management, upcoming tasks or action items, and risk and issues.

2.3.1.11 All employees are required to record their Maryland election related work time using the SBE timekeeping system. All employees are required to utilize SBE’s timekeeping system regardless of any separate or additional time keeping reporting requirements the Contractor has for its employees.

Staffing

Each individual hired to provide services under this Contract shall have their own reliable transportation (their own registered vehicle) and a cell phone to accept calls regarding staffing assignments and instructions at the Contractor’s or individual’s expense.

Each individual shall have a criminal background check. Section 3.6.4 details the requirements for criminal background checks.

Each individual shall report to the assigned base work location and complete tasks assigned by appropriate delegating authority, including LBE’s management, election judges, SBE’s regional manager, and SBE management. When requested by SBE Project Manager or designee, he or she shall provide a status report or other documentation of work performed, accomplishments, issues encountered, and any questions they may have. When the request is made, the means for how the status report is to be delivered will also be communicated.

Individuals are expected to have very good communication skills (verbal and written) in addition to having the ability to work with election management and staff and voters (i.e., varied age groups and disabilities).

2.3.1.1 Mandatory Staff

For each election, the Contractor shall provide individuals for the following roles.

2.3.1.2 Other Staff that may be Required

For each election, the Contractor may be asked to provide individuals for the following roles.

Trainer Coordinator Key Personnel At least one (1) trainer coordinator is required for each election. A training coordinator may be asked to work in any LBE. Training coordinators shall be available beginning twenty-eight (28) weeks before each election day and up to two (2) weeks after for a total of thirty (30) weeks. Unless otherwise instructed, the base work location will be SBE’s main office in Annapolis, Maryland. All training coordinators will be required to travel throughout the State during their engagement period.

Duties and Hours

· Provide required incident documentation.

Full-time (40 hours a week) If needed by LBE and with SBE approval, overtime.

· Assist Field Support Technicians for Early Voting and Election Day.

· Assist with election preparation (e.g., packing precinct bags) and administrative support as required by LBEs.

· When requested by LBEs, provide guidance to Early Voting and Election Day Technicians.

Depending on needs of requesting LBE, part time or full time and may be required to work overtime.

No overtime.

· As needed, work with Chief Judges, LBE, and the State’s helpdesk to resolve issues and troubleshoot problems.

· When required, submit incident documentation using approved format.

· Ballot drop box pickups

· Perform other related work assignments as directed by LBE management or Chief Judges.

Before starting the engagement, meeting with Election Director or their designee in assigned jurisdiction to discuss arrangements and requirements and establish and communicate expectations.

Depending on needs of requesting LBEs, part time or full time.

For Early Voting position: maximum of eight (8) hours a day during early voting.

For Election Day position: up to eight (8) hours the day before election day and up to fifteen (15) hours on election day.

· When required, submit incident documentation using approved form.

· Escalate any issues or risks as identified in training session(s).

Depending on needs of requesting LBEs, part time or full time.

· For all training, follow training curriculum approved by SBE.

· Train individuals (except training coordinator) hired under this RFP.

· Conduct election judge and other staff training sessions based on SBE requirements and standards.

· When required, submit incident documentation using approved format.

Depending on needs of requesting LBEs, part time or full time.

Overtime may be required.

· Maintain trainer calendars.

· Develop and update training curriculum.

· Participate in and coordinate the recruitment and onboarding of trainers.

· Conduct all appropriate training activities for pre-election and election activities.

· Conduct election judge and other staff training sessions based on SBE requirements and standards.

· When required, submit incident documentation using approved format.

Depending on needs of SBE, part time or full time.

Overtime may be required.

· Perform tasks as assigned by SBE or LBE.

· When required, submit incident documentation using approved format.

Depending on needs of SBE and LBEs, part time or full time.

No overtime.

· Be friendly and positive and portray helpful attitude when interacting with voters.

· Be adept at handling voter inquiries concerning voting system and general election information in what could be fast-paced team-oriented environment.

· Provide assistance to and complete tasks assigned by LBE management or Chief Judge(s).

· Monitor polling place area to ensure secure environment and report any issues to Chief Judges and, when necessary, LBE.

Before starting engagement, meet with Election Director or designee in assigned jurisdiction to discuss arrangements and requirements and establish and communicate expectations.

Depending on requirements of SBE and LBEs, part time or full time.

No overtime.

For Early Voting: maximum of eight (8) hours a day.

For Election Day, up to fifteen (15) hours on election day.

· Create and update technical or non-technical information into document format approved by SBE.

· Ensure technical writing standards and best practice approaches for documentation developed.

· When required, submit incident documentation using approved format.

Depending on needs of SBE, part time or full time.

No overtime.

· Perform field support tasks related to visiting election polling locations to conduct studies or help troubleshoot issues.

· Perform election preparation task related to visiting election polling locations to conduct studies or help troubleshoot issues.

· When required, submit incident documentation using approved format.

Depending on requirements of SBE, part time or full time.

1.1.1 Qualifications

Minimum qualifications for each staffing position are:

· Have a minimum of two (2) years of work experience relating to computer networking, setting up and maintaining computers and peripheral devices, troubleshooting computer hardware and software issues, and knowledge of Microsoft Office software (including Word and Excel).

· Be able to lift at least fifty-five (55) pounds.

· Be able to work evening and weekend hours.

· Have a minimum of one (1) year of work experience that demonstrates an ability to follow directions, work quickly and accurately, and complete required documentation.

· Be able to lift at least fifty-five (55) pounds.

· Be able to work evening and weekend hours.

· Have a minimum one (1) year of work experience that demonstrates an ability to follow directions, work quickly and accurately and complete required documentation.

· Be able to lift at least fifty-five (55) pounds.

· Be able to work evening and weekend hours.

· Have a minimum of six (6) months of work experience relating to computer networking, setting up and maintaining computers and peripheral devices, and troubleshooting computer hardware and software issues.

· Have a minimum of one (1) year of work experience that demonstrates an ability to follow directions, work quickly and accurately, and complete required documentation.

· Be able to lift at least fifty-five (55) pounds.

· Be able to work evening and weekend hours.

· Have a minimum of one (1) year of work experience providing training or instruction or teaching in a classroom setting.

· Have a minimum of one (1) year of work experience that demonstrates an ability to follow directions, work quickly and accurately, and complete required documentation.

· Be able to lift at least fifty-five (55) pounds.

· Be able to work evening, early morning and weekend hours.

· Have a minimum of five (5) years of experience providing training or instruction or teaching in a classroom setting.

· Have a minimum of five (5) years of work experience that demonstrates an ability to follow directions, work quickly and accurately, and complete required documentation.

· Be able to lift at least fifty-five (55) pounds.

· Be able to work evening, early morning and weekend hours.

An individual with experience with election-related training is preferred.

Training Coordinator Key Personnel

· Have a bachelor’s degree from an accredited university or college.

· Have a minimum of five (5) years of work experience providing training, instruction, or teaching in a classroom setting.

· Have a minimum of one (1) year of the above five years experience in any combination of the following: training coordination, certified trainer work, and/or election training experience.

· Have a minimum of five (5) years of work experience that demonstrates an ability to follow directions, work quickly and accurately, and complete required documentation.

· Be able to lift at least fifty-five (55) pounds.

· Be able to work evening, early morning and weekend hours.

An individual with experience in election-related training in preferred.

· Have a minimum of three (3) years of work experience as an administrative assistant.

· Have a minimum of three (3) years of work experience that demonstrates an ability to follow directions, work quickly and accurately, and complete required documentation.

· Have a minimum of three (3) years of work experience using Microsoft Office Word and Excel.

An individual with experience using Google Docs and Google Sheets software is preferred.

· Have basic knowledge of grammar, spelling, punctuation, and simple mathematical functions.

· Have excellent verbal skills and the ability to interact cheerfully with the public.

· Have good written communication skills to ensure accurate and thorough information is passed along to staff.

· Have a minimum of five (5) years of experience using Microsoft Office and/or Google Apps word processing, spreadsheet, and presentation applications.

· Have a minimum of three (3) years of experience developing training curriculum and/or project management related documentation.

· Have earned an associate’s degree or higher in a related field such as Journalism, English, Editing, or Writing.

· Have proficient knowledge of the use of grammar, spelling, punctuation, and other technical writing best practices.

· Have very good written and verbal communication skills to ensure accurate and thorough information sharing.

An individual with a bachelor’s degree from an accredited college or university is preferred.

· Have very good written and verbal communication skills to ensure accurate and thorough information sharing.

· Have the ability to perform assigned tasks and with minimal supervision.

An associate’s or bachelor’s degree from an accredited college or university is preferred.

1.1.2 Training Requirements

All individuals performing work under this RFP shall attend SBE’s training session(s) for their role type. The number of hours each day may vary. Contractor’s employees shall be paid for the hours they are in training.

Mileage, Parking, Tolls, Hotel and Meal Reimbursement

SBE will reimburse the Contractor only for the following expenses. All reimbursement requests must be submitted as set out in Section 3.4.2 Time Reporting and Invoicing.

Mileage SBE shall reimburse the Contractor for individuals performing services under this RFP using their own vehicles for any mileage greater than fifty (50) miles each day. If an individual has at least one (1) overnight stay, the fifty (50) mile deduction will apply to the multi-day, round-trip mileage. Mileage associated with an individual’s regular commute and mileage for travel not specifically stated in this section are not reimbursable.

Mileage is a pass-through expense. Mileage, tolls, and parking for individuals performing services under this RFP will be reimbursed to the Contractor contingent upon meeting the requirements in Section 3.4.2 and complete submission with the invoice packet of all related receipts.

Mileage from Point A to Point B will be calculated based on the shortest distance as determined by Google Maps or MapQuest. It will be reimbursed to the Contractor at the rate established by the State of Maryland’s Department of Budget and Management (DBM) and published on DBM’s website: http://www.dbm.maryland.gov/Pages/FleetManagementServices.aspx. This rate is revised annually.

Parking and tolls incurred while performing services under this RFP are reimbursable with receipts.

Any mileage scenario not covered in this RFP shall be discussed with SBE on a case-by-case basis.

Hotel Stays Hotel stays are a pass-through expense. The State does not offer reimbursement for sales tax. Hotel stays for individuals performing services under this RFP will be reimbursed to the Contractor contingent upon meeting the requirements and complete submission with the invoice packet of all related receipts.

SBE must approve hotel stays prior to the Contractor booking the lodging. The request for hotel stay approval must be submitted in the Hotel Stay Request smartsheet that will be provided to the Contractor after award. Once the Contractor receives an emailed approval from the smartsheet, the Contractor may proceed with the booking. The Contractor shall be responsible for any hotel expenses not authorized by SBE or incurred because an approved individual did not properly cancel a reservation and notify SBE.

Each approved individual who stays in a hotel while performing services under this RFP shall adhere to all hotel rules, including cancellations and any reservation changes and be responsible for any incidental charges assessed by the hotel. The individual shall submit a copy of the hotel folio with their timesheet.

Meal Reimbursement When meal reimbursement is authorized, it is a pass-through expense. SBE shall reimburse the Contractor for meals if an approved individual is on travel while performing services under this RFP and the travel includes at least one (1) overnight stay as part of the travel. Breakfast is reimbursable with a receipt less sales tax if an individual must leave two (2) hours before a typical start time of 8:00 a.m. Dinner is reimbursable with a receipt less sales tax if an individual cannot arrive back at home after work stop time until two (2) hours after a typical stop time of 5:00 p.m. Lunch is reimbursable only if both breakfast and dinner are reimbursable. Alcohol and sales tax on meal receipts will not be reimbursed.

Meals shall be reimbursed with receipts up to the maximum rates established by DBM and published at: http://dbm.maryland.gov/Pages/MealTipReimbursement.aspx.

Timing of meals will be compared to timesheets and work location and may not be reimbursed if not within DBM guidelines for meal reimbursement.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

Contractor Requirements: General Contract Initiation Requirements

1. Contractor shall schedule and hold a kickoff meeting within 10 Business Days of NTP Date. At the kickoff, the Contractor shall furnish a regularly updated Project Schedule describing the activities for the Contractor, the State, and any third parties for fully transitioning to the Contractor’s Solution.

End of Contract Transition Reserved.

Invoicing, Travel Reimbursement, and Required Reports General

1. The Contractor shall email the original of each invoice and signed authorization to invoice to the Contract Monitor and Accounts Payable Department at e-mail address: dlinvoice_sbe@maryland.gov on monthly basis.

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

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

9) Summary of the work performed during the previous month.

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

SBE reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide SBE 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.

Any action on the part of SBE 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.

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.

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.

Invoice Submission Schedule The Contractor shall submit invoices in accordance with the following schedule:

1. A monthly invoice will be required and shall include all items listed in Section 3.3.1.C. of the RFP.

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;

1. The proper invoice has not been received by the party or office specified in the Contract;

1. The invoice or performance is in dispute or the Contractor has failed to otherwise comply with the provisions of the Contract;

1. The item or services have not been accepted;

1. The quantity of items delivered is less than the quantity ordered;

1. The items or services do not meet the quality requirements of the Contract;

1. If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

1. If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

1. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

Travel Reimbursement Travel will not be reimbursed under this Contract.

Required work will be performed remotely, however travel to SBE’s office located at 151 West St. Suite 200, Annapolis MD 21401 may be required occasionally.

SBE will not provide a reserved office or parking space.

Presence at SBE’s office on Election Days may be required.

Presence at one or more LBE offices may be required to assist SBE with media relations.

The Contractor may be required to be available to SBE staff during social media events (including but not limited to Twitter chats or live streaming events).

Presence at SBE scheduled radio, TV interview, conference or community events may be required.

Contractor shall be available to SBE during hours of early voting and election day.

Contractor shall be available to SBE during the election night election results collection and posting process.

Contractor may need to be available to SBE on specific election related deadlines (voter registration deadline, absentee ballot request deadline.)

Required Reports:

A biweekly activity report will be required for the term of the contract. This should include upcoming planned actions as well as accomplishments.

Preliminary summary report will be required 5 calendar days following each election day.

A detailed summary report to submit to the State Board, the Maryland General Assembly and posted on the SBE website will be required no later than 30 calendar days following both the primary and general election days.

Liquidated Damages MBE Liquidated Damages MBE liquidated damages are identified in Attachment M.

Liquidated Damages other than MBE

THIS SECTION IS INAPPLICABLE TO THIS RFP.

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:

The following type(s) of insurance and minimum amount(s) of coverage are required:

3.5.1.1. Commercial General Liability - of $100,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and $300,000 annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

3.5.1.2. Errors and Omissions/Professional Liability - $100,000 per combined single limit per claim and $300,000 annual aggregate.

3.5.1.3. The Contractor shall maintain Automobile and/or Commercial Truck Insurance as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

3.5.1.4. The Contractor shall maintain Crime Insurance to cover employee theft.

Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

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 multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Monitor.

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 The following requirements are applicable to the Contract:

Employee Identification

3.6.1.1. Contractor Personnel shall display their company ID badge in a visible location at all times while on State or LBE premises. Upon request of authorized State personnel, each Contractor Personnel shall provide additional photo identification.

3.6.1.2. Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

3.6.1.3. Contractor shall remove any Contractor Personnel from working on the Contract where the State determines, in its sole discretion that Contractor Personnel has not adhered to the Security requirements specified herein.

3.6.1.4. The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the Contract.

On-Site Security Requirement(s)

THIS SECTION IS INAPPLICABLE TO THIS RFP.

Information Technology

3.6.3.1. Contractors shall comply with and adhere to the State IT Security Policy and Standards. These policies may be revised from time to time and the Contractor shall comply with all such revisions. Updated and revised versions of the State IT Policy and Standards are available online at: www.doit.maryland.gov keyword: Security Policy.

3.6.3.2. The Contractor shall not connect any of its own equipment to a State LAN/WAN without prior written approval by the State. The Contractor shall complete any necessary paperwork as directed and coordinated with the Contract Monitor to obtain approval by the State to connect Contractor-owned equipment to a State LAN/WAN.

3.6.3.3. The Contractor Shall:

10. Implement administrative, physical, and technical safeguards to protect State data that are no less rigorous than accepted industry best practices for information security such as those listed below.

10. Ensure that all such safeguards, including the manner in which State data is collected, accessed, used, stored, processed, disposed of and disclosed, comply with applicable data protection and privacy laws as well as the terms and conditions of the Contract;

10. The Contractor shall adhere to SBE’s social media policy, social media communications strategies, office approved types of communications, user access policies, and security requirements if granted access assist SBE’s social media team with monitoring, posting/tweeting, and reply with SBE’s social media accounts.

10. The Contractor, and Contractor Personnel, shall (i) abide by all applicable federal, State and local laws, rules and regulations concerning security of Information Systems and Information Technology and (ii) comply with and adhere to the State IT Security Policy and Standards as each may be amended or revised from time to time. Updated and revised versions of the State IT Policy and Standards are available online at: www.doit.maryland.gov – keyword: Security Policy and sign this rules of security behavior document.

3.6.4 Criminal Background Check

The Contractor shall obtain from all Contractor and subcontractor personnel assigned to work on the Contract a signed statement permitting a criminal background check.