EMP-RFP_MCSS-002_FINAL.pdf

MCSS Event Management Platform

Solicitation #R00B6600076 RFP Document

RFP for Maryland Department of Education Page 1 of 47

STATE OF MARYLAND

MARYLAND STATE DEPARTMENT OF EDUCATION (MSDE)

REQUEST FOR PROPOSALS (RFP)

MARYLAND CENTER FOR SCHOOL SAFETY (MCSS)

EVENT MANAGEMENT PLATFORM

RFP NUMBER R00B6600076

ISSUE DATE: SEPTEMBER 2, 2026

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

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/

RFP for Maryland Department of Education Page 2 of 47

STATE OF MARYLAND

MARYLAND STATE DEPARTMENT OF EDUCATION (MSDE)

KEY INFORMATION SUMMARY SHEET

Request for Proposals Services - Event Management Platform

Solicitation Number: R00B6600076

RFP Issue Date: September 2, 2026

RFP Issuing Office: Maryland State Department of Education (MSDE)

Procurement Officer: Kenya DeCosta Maryland State Department of Education Procurement and Contract Management Branch 200 W. Baltimore Street, 2nd Floor Baltimore, MD 21201

Email:

Phone Number:

kenya.decosta@maryland.gov 410-767-2072

Proposals are to be sent to:

Submit on emma.maryland.gov under Solicitation Number R00B6600076 To submit a proposal, offerors must first register on emma.maryland.gov.

We recommend registering in advance to become acquainted with the site.

No Bid/Proposal Notice Feedback Form

*If you are not submitting a proposal for this solicitation, submit Attachment 1 with your reasons why.

Pre-Proposal Conference:

September 22, 2026, 11a.m. – noon Local Time https://meet.google.com/azb-cgji-dff?authuser=0&hs=122

Scheduled Site Visit N/A

Questions Due Date and Time:

September 28, 2026, at 5 p.m. Local Time

Proposal Due (Closing) Date and Time:

October 5, 2026, at 5 p.m. Local Time Offerors are reminded that a completed Feedback Form is requested if a no-bid/proposal decision is made (see Attachment 1 - No Bid Notice/Vendor Feedback Form).

mailto:kenya.decosta@maryland.gov https://meet.google.com/azb-cgji-dff?authuser=0&hs=122

RFP for Maryland Department of Education Page 3 of 47

MBE Subcontracting Goal:

An overall Minority Business Enterprise (MBE) subcontract participation goal of 2.5 percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

The overall MBE or DBE subcontract participation goal includes the following subgoals, which have been established for this procurement:

0% for African-American MBEs;

0% for Asian-American MBEs;

0% for Hispanic-American MBEs; and 0% for Woman-Owned MBEs.

Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 4 for information about the MBE or DBE program and goals.

VSBE Subcontracting Goal:

This solicitation includes a VSBE participation Goal of 1% Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 5 for information about the VSBE program and goals.

Procurement Method: A Contract will be awarded in accordance with the Competitive Sealed Proposals method under COMAR 21.05.03.

Multiple or Alternate Bids:

Multiple or alternate Proposals will not be accepted.

Contract Type: Firm fixed

Contract Duration: Three-year base period with two one-year option periods.

Primary Place of Performance:

The Maryland Center for School Safety along with a designated conference venue (TBD) located in central MD

SBR Designation: No

Federal Funding: No

RFP for Maryland Department of Education Page 4 of 47

TABLE OF CONTENTS – RFP

1 6

1.1 6

2 7

2.1 7

2.2 7

2.3 8

2.4 12

2.5 13

2.6 16

3 17

3.1 17

3.2 17

3.3 17

3.4 Error! Bookmark not defined.

3.5 Error! Bookmark not defined.

3.6 19

3.7 19

3.8 20

3.9 20

3.10 20

3.11 20

3.12 21

3.13 21

3.14 21

3.15 22

4 23

4.1 23

4.2 23

4.3 23

RFP for Maryland Department of Education Page 5 of 47

4.4 24

4.5 24

4.6 24

4.7 25

4.8 25

4.9 25

4.10 25

4.11 26

4.12 26

4.13 26

4.14 26

4.15 27

4.16 27

4.17 27

4.18 27

5 29

5.1 29

5.2 Error! Bookmark not defined.

5.3 29

5.4 39

6 40

6.1 40

6.2 40

6.3 40

6.4 40

6.5 41

6.6 42

7 44

7.1 44

7.2 45

RFP for Maryland Department of Education Page 6 of 47

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

The Offeror must provide documentation with its Proposal that the following Minimum Qualifications have been met:

A. The Offeror shall have a minimum of five years of documented experience delivering event platform services such as providing event management solutions, providing technical support, and platform deployment (virtual and in-person) to a federal, State or local government agency.

I. Required Documentation: The Offeror shall provide with its Proposal Attachment L Reference Checks two or more professional references from the past five years that collectively are able to attest to the Offerors’ required years of experience in providing this service.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

RFP for Maryland Department of Education Page 7 of 47

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

This Request for Proposals (RFP) is issued to procure the goods or services, as specified in this Section 2, from a contract between the selected Offeror and the State of Maryland (“State”). This RFP is for services to be performed for the Maryland Center for School Safety (MCSS) to provide and manage an event platform.

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. This is a single award. See RFP Section 6.5 Selection Procedures for more Contract award information.

The State does not wish to procure a software application still under development. The software utilized in the solution shall be operational (i.e., not under development) and generally available by the due date of the Proposal.

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

2.2 Background and Purpose

The MCSS serves as an independent unit of the Maryland State Department of Education. The MCSS was established in 2013 to provide a coordinated and comprehensive approach to school safety in Maryland. In 2018, the Governor and General Assembly worked together to enact comprehensive school safety legislation (Safe to Learn Act 2018) to ensure Maryland continues to be a leader in school safety initiatives.

To promote and enhance safer school communities, MCSS collaborates with students, parents, educators, mental and behavioral health practitioners, law enforcement, and crime prevention practitioners, with a particular focus on the physical and emotional well-being of Maryland students.

2.2.1 Purpose

The purpose of this RFP is to solicit a Contractor to provide and manage a Software as a Service (SaaS) event platform for MCSS’ largest event; the School Safety Conference held annually in July. The readily available customizable event management platform shall be used for registrations, kiosks and check-ins, name or ID badge printing, attendance tracking, surveys and feedback function, speaker portfolio management, and exhibitor profile management.

2.2.2 State Staff and Roles

In addition to the Procurement Officer and Contract Monitor, the State will provide a State Project Management Team who will be responsible for communicating functional requirements, reviewing design options, and offering feedback on the desired outcomes. The Contractor retains full responsibility for all technical customization, build-out, and implementation of the event management platform.

RFP for Maryland Department of Education Page 8 of 47

The State Project Management Team will consist of the agency’s Director of Administration, Chief Information Officer, Administrator of Fiscal Operations, Communication and Multimedia Specialist and other MCSS staff as assigned.

2.2.3 Other State Responsibilities

A. The State is responsible for providing required information, data, documentation, design options, feedback and test data to facilitate the Contractor’s performance of the work and will provide such additional assistance and services as is specifically set forth.

2.3 Contractor Responsibilities and Tasks

The contractor, whether directly or through subcontractors, shall possess and demonstrate a proven ability to consistently deliver all core services and meet the functional requirements specified in this RFP (reference to Appendix 9) at a high level of quality. These services and requirements encompass the following components of event management:

A. Security Requirements (reference to Standard Terms) B. Accessibility Requirements (reference to Exhibit 4) C. Payment Information (reference to Standard Terms) D. Work Orders (reference to Standard Terms)

2.3.1 System Design Capabilities

The Contractor shall customize and build out the existing platform to meet MCSS’s core service and functional requirements providing both mobile and web application functionality and allowing full customization of the platform’s look, feel, and branding to achieve the desired event outcomes and user experience.

2.3.1.1 Agenda

a. The platform shall allow administrators to upload and manage agenda items.

b. The platform shall allow users to create personalized agendas based on their interests.

c. The platform shall support real-time communication with attendees, presenters, and exhibit partners, including push notifications and announcements across all phases of the event.

d. The platform shall display detailed session information, including speaker details, session descriptions, continuing education (CE) eligibility, tracking, and attendee interest.

e. The platform shall allow sessions to be sorted by track.

f. The platform shall allow sessions to be sorted by continuing education (CE) eligibility.

2.3.1.2 Registration and Attendance

RFP for Maryland Department of Education Page 9 of 47

a. The platform shall accommodate a minimum of 1,000 registrants, with the ability to scale capacity as needed.

b. The platform shall support comprehensive registration and attendance tracking.

c. The platform shall provide editable and shareable attendee profile pages.

d. The platform shall integrate early registrations that have already been received.

e. The platform shall support daily conference registration and attendee check-in.

f. The platform shall provide kiosk-based check-in functionality.

g. The platform shall support on-demand name badge printing at check-in.

h. The platform shall allow real-time name corrections and registration updates.

i. The platform shall provide real-time access to attendance records.

j. The platform shall generate reports based on pre-established criteria.

k. The platform shall support attendee check-in for individual sessions for attendance tracking and continuing education (CE) credit.

l. The platform shall support mobile application–based check-in using location services or QR code validation.

m. The platform shall support session check-in via kiosks or computers.

n. The platform shall allow authorized staff to check in attendees for all sessions using QR codes or other supported methods.

2.3.1.3 Exhibitors

a. The platform shall allow administrators and exhibitors to create, update, and share exhibitor organization profiles.

b. The platform shall provide customizable exhibitor pages, including the ability to display logos, services, and related information.

c. The platform shall support the upload and display of documents, PDFs, photos, and videos.

d. The platform shall allow attendees to submit questions directly to exhibitors through the platform.

e. The platform shall allow exhibitors to create and manage attendee surveys.

f. The platform shall support optional appointment scheduling between attendees and exhibitors.

g. The platform shall support optional booth-visit tracking and analytics for exhibitors.

2.3.1.4 Speakers and Presentation

a. The platform shall allow administrators to create, update, and share speaker profiles.

b. The platform shall list all scheduled presentations and display complete session details.

c. The platform shall support cross-navigation, allowing users to access speaker profiles from session pages and view associated sessions from speaker profiles.

d. The platform shall link session surveys and presentation materials within each session description.

RFP for Maryland Department of Education Page 10 of 47

e. The platform shall allow materials to be scheduled and published before, during, or after each presentation.

f. The platform shall allow attendees to submit questions to presenters for review and response.

g. The platform shall support the archiving and retention of all event materials for a minimum of three years following the State’s final payment under the contract.

2.3.1.5 Continuing Education

a. The platform shall support the management of Continuing Education (CE) and Professional Development credits through multiple Subject Matter Expert– designated accredited entities.

b. The platform shall offer and track multiple CE credit types by category.

c. The platform shall allow attendees to register for CE credits.

d. The platform shall require and track completion of post-session surveys to determine CE eligibility.

e. The platform shall allow attendees to view and track the CE credits they have earned.

2.3.1.6 Certificates of Attendance

a. The platform shall support downloading of certificates and related documentation.

b. The platform shall allow the generation of multiple certificates, as applicable.

2.3.1.7 Location

a. The platform shall provide a 3D or interactive digital map of the conference venue for attendee use.

2.3.1.8 Kiosks

a. The Contractor shall provide a dedicated network and kiosks to support seamless check-in and on-site event badge printing.

2.3.1.9 ID/Name Badge Printer

a. The platform shall support on-site printing of ID and name badges, including real-time updates and corrections. Badge templates shall be customizable to display attendee names, affiliations, roles, and QR codes or barcodes, with on-demand reprinting as needed.

RFP for Maryland Department of Education Page 11 of 47

2.3.1.10 Reporting

a. Capability to generate and export reports, including but not limited to attendance, survey results, continuing education hours, and related metrics.

b. Capability to administer surveys and polls prior to, during, and following the event.

c. The Contractor’s event platform shall have the capability to store, manage, and provide access to session listings, presenter details, session materials, and other resources pertinent to the event and related activities.

2.3.2 Support Capabilities

a) The Contractor shall provide 24-hour IT technical assistance and live support for MCSS staff before, during, and after the event.

b) The Contractor shall deliver training on system functionality and platform capabilities through written guides, virtual sessions, and telephone support, as needed throughout all event phases.

c) The Contractor shall provide ongoing troubleshooting and issue resolution to ensure seamless event operations.

d) The Contractor shall assign a dedicated project manager to serve as the primary point of contact for support and coordination.

e) The Contractor shall supply and maintain all event check-in equipment, fully compatible with standard ID badge printers, including badges, inserts, covers, ink, and related supplies.

2.3.3 Implementation Responsibilities

a. The Contractor shall ensure that all operational requirements for MCSS are fully met, including the implementation, testing, and verification of system functionality according to the agreed-upon schedule, to be finalized following contract award and project launch.

b. The Contractor shall manage and complete any necessary adjustments, customizations, or configuration changes to the event platform to ensure alignment with MCSS requirements and the intended user experience.

c. The Contractor shall conduct ongoing validation and quality assurance to confirm that all platform features and functionalities operate correctly and meet MCSS standards prior to and during the event.

d. The Contractor shall provide comprehensive documentation of the implementation process, including testing results, system configurations, and any modifications made, to verify successful deployment and readiness.

2.3.4 Transition Responsibilities

a. At least two weeks prior to the conclusion of the event archive period, the Contractor shall meet with MCSS staff to ensure that all conference-related data, materials, and deliverables have been successfully returned to MCSS.

RFP for Maryland Department of Education Page 12 of 47

b. The Contract shall ensure that the event management platform remains accessible for a minimum of 12 months following the event to support post-event access, reporting, and reference needs.

2.3.5 Optional Work – Art Showcase Integration

As part of the annual conference, MCSS also hosts an Art Showcase, where Maryland students submit digital art pieces centered around a predefined theme. MCSS would like to showcase these digital art submissions within the event management platform. Implementation of this functionality is considered optional and may be proposed at the Offeror’s discretion.

Offerors must respond to each of the categories of optional work below in their Technical Proposal and provide additive pricing for the appropriate line items in their Financial Proposal.

Responses to these optional tasks will be treated separately. Offerors should be prepared to implement none, some, or all the optional work items.

a. The system shall support uploading digital images (JPEG, PNG) of each art showcase piece and organizing them by grade level (elementary, middle, high school).

b. The system shall allow attendees to anonymously vote for their favorite art piece within each grade level.

c. The system shall generate a summary report tallying votes for each grade level.

d. The system shall include a dedicated network or router to ensure reliable connectivity for all event activities.

e. The system shall incorporate gamification features to enhance attendee engagement and participation.

2.4 Experience and Personnel

2.4.1 Preferred Offeror Experience

The following experience is expected and will be evaluated as part of the Technical Proposal (see the Offeror experience, capability and references evaluation factor from Section 6.2):

A. The Offeror must have demonstrated knowledge of event planning and logistical planning to successfully execute both in-person and hybrid conferences with up to 1000 attendees, multiple presenters, simultaneous sessions, etc., which include set-up, implementation, execution, and post-event activities.

B. Breadth of knowledge in how event management platforms and web applications work, and how the end-user uses these applications to achieve their needs.

2.4.2 Personnel Experience

The following experience is expected and will be evaluated as part of the Technical Proposal (see the capability of proposed resources evaluation factor from Section 6.2):

A. Personnel shall have advanced knowledge of the event management platform’s backend infrastructure enabling MCSS to customize the system as needed to meet operational requirements.

RFP for Maryland Department of Education Page 13 of 47

B. Personnel shall be available to provide 24-hour IT technical assistance, live support, and training to MCSS staff before, during, and post event.

C. Personnel shall have an in-depth knowledge of the software, event platform and the different possibilities and/or options currently available and the ability to enhance these services via customization.

D. Demonstrated knowledge of project management and team management skills. The ability to work with a team to accomplish goals in a timely manner.

2.4.3 Key Personnel Identified

a. Project Manager who will serve as the primary point of contact and be responsible for managing the implementation and ongoing support of the event management platform.

The Project Manager shall have a minimum of five years of experience managing enterprise-level, SaaS-based technology implementations and at least three years of experience supporting event management, registration, or similar platforms.

Experience in the public sector, education, or government-regulated environment is required.

Responsibilities shall include developing and maintaining project plans and schedules; coordinating configuration, testing, training, and deployment activities;

managing risks, issues, and change requests; facilitating status meetings; providing written progress reports; supporting time-sensitive event implementations; and ensuring compliance with all contractual, security, and applicable state and federal requirements.

b. Project Development Team shall consist of personnel with demonstrated experience in SaaS-based event management or comparable enterprise systems and shall collectively possess the technical, functional, and operational expertise necessary to meet all contract requirements.

At a minimum, the team shall include resources with experience in system configuration, integrations, data management, reporting, user support, and security.

Team members shall have a minimum of three years of relevant experience in their respective roles and experience supporting public sector, education, or government-regulated environments.

The Offeror shall ensure continuity of staff throughout the contract term and shall not replace key personnel without prior Agency approval. The Project Development Team shall work under the direction of the Project Manager and coordinate closely with Agency stakeholders to ensure timely, compliant, and successful delivery of all project activities.

2.5 Substitution of Personnel

2.5.1 Continuous Performance of Key Personnel

When Key Personnel are identified for the Contract, the following apply:

RFP for Maryland Department of Education Page 14 of 47

A. Key Personnel shall be available to perform Contract requirements as of the NTP

Date. Unless explicitly authorized by the Contract Monitor or specified in the Contract, Key Personnel shall be assigned to the State of Maryland as a dedicated resource.

B. Key Personnel shall perform continuously for the duration of the Contract, or such lesser duration as specified in the Technical Proposal. Key Personnel may not be removed by the Contractor from working under the Contract without the prior written approval of the Contract Monitor.

C. The provisions of this section apply to Key Personnel identified in any Task Order proposal and agreement, if issued, and any Work Order Request and Work Order, if issued.

2.5.2 Definitions

For the purposes of this section, the following definitions apply:

A. Extraordinary Personal Event – means any of leave under the Family Medical Leave Act; an Incapacitating injury or Incapacitating illness; or other circumstances that in the sole discretion of the State warrant an extended leave of absence, such as extended jury duty or extended military service that precludes the individual from performing his/her job duties under the Contract.

B. Incapacitating – means any health circumstance that substantially impairs the ability of an individual to perform the job duties described for that individual’s position in the RFP or the Contractor’s Technical Proposal.

2.5.3 Contractor Personnel General Substitution Provisions

The following provisions apply to all the circumstances of Contractor Personnel substitution described in Section 2.5.4.

A. The Contractor shall demonstrate to the Contract Monitor’s satisfaction that the proposed substitute has at least qualifications equal to those of the Contractor Personnel proposed to be replaced.

B. The Contractor shall provide the Contract Monitor with a substitution request that shall include:

1. A detailed explanation of the reason(s) for the substitution request.

2. The resume of the proposed substitute, signed by the substituting individual and his/her formal supervisor.

3. The official resume of the current personnel for comparison purposes; and

4. Evidence of any required credentials.

C. The Contract Monitor may request additional information concerning the proposed substitution and may interview the proposed substitute personnel prior to deciding whether to approve the substitution request.

D. The Contract Monitor will notify the Contractor in writing of: (i) the acceptance or denial, or (ii) contingent or temporary approval for a specified time limit, of the requested substitution. The Contract Monitor will not unreasonably withhold approval of a proposed Contractor Personnel replacement.

RFP for Maryland Department of Education Page 15 of 47

2.5.4 Replacement Circumstances

A. Directed Personnel Replacement

1. The Contract Monitor may direct the Contractor to replace any Contractor

Personnel who, in the sole discretion of the Contract Monitor, are perceived as being unqualified, non-productive, unable to fully perform the job duties, disruptive, or known, or reasonably believed, to have committed a major infraction(s) of law, Agency policies, or Contract requirements. Normally, a directed personnel replacement will occur only after prior notification of problems with requested remediation, as described in paragraph 2.5.4.A.2.

2. If deemed appropriate in the discretion of the Contract Monitor, the Contract Monitor may give written notice of any Contractor Personnel performance issues to the Contractor, describing the problem and delineating the remediation requirement(s). The Contractor shall provide a written response to the remediation requirements in a Remediation Plan within ten days of the date of the notice and shall immediately implement the Remediation Plan upon written acceptance by the Contract Monitor. If the Contract Monitor rejects the Remediation Plan, the Contractor shall revise and resubmit the plan to the Contract Monitor within five days, or in the timeframe set forth by the Contract Monitor in writing.

3. Should performance issues persist despite an approved Remediation Plan, the Contract Monitor may give written notice of the continuing performance issues and either request a new Remediation Plan within a specified time limit or direct the substitution of Contractor Personnel whose performance is at issue with a qualified substitute, including requiring the immediate removal of the Contractor Personnel at issue.

4. Replacement or substitution of Contractor Personnel under this section shall be in addition to, and not in lieu of, the State’s remedies under the Contract or which otherwise may be available at law or in equity.

5. If the Contract Monitor determines to direct substitution under 2.5.4.A.1, if possible, at least 15 days’ advance notice shall be given to the Contractor.

However, if the Contract Monitor deems it necessary and, in the State’s best interests to remove the Contractor Personnel with less than fifteen (15) days’ notice, the Contract Monitor may direct the removal in a timeframe of less than 15 days, including immediate removal.

6. In circumstances of directed removal, the Contractor shall, in accordance with paragraph 2.5.4.A.1 of this section, provide a suitable replacement for approval within 15 days of the notification of the need for removal, or the actual removal, whichever occurs first.

B. Key Personnel Replacement To replace any Key Personnel in a circumstance other than as described in 2.5.4.C, including transfers and promotions, the Contractor shall submit a substitution request as described in Section 2.5.3 to the Contract Monitor at least 15 days prior to the intended date of change. A substitution may not occur unless and until the Contract Monitor approves the substitution in writing.

RFP for Maryland Department of Education Page 16 of 47

C. Key Personnel Replacement Due to Sudden Vacancy

1. The Contractor shall replace Key Personnel whenever a sudden vacancy occurs

(e.g., Extraordinary Personal Event, death, resignation, termination). A termination or resignation with 30 days or more advance notice shall be treated as a replacement under Section 2.5.4.B.

2. Under any of the circumstances set forth in this paragraph B, the Contractor shall identify a suitable replacement and provide the same information and items required under Section 2.5.3 within 15 days of the actual vacancy occurrence or from when the Contractor first knew or should have known that the vacancy would be occurring, whichever is earlier.

D. Key Personnel Replacement Due to an Indeterminate Absence

1. If any Key Personnel has been absent from his/her job for a period of ten days and it is not known or reasonably anticipated that the individual will be returning to work within the next 20 days to fully resume all job duties, before the 25th day of continuous absence, the Contractor shall identify a suitable replacement and provide the same information and items to the Contract Monitor as required under Section 2.5.3.

2. However, if this person is available to return to work and fully perform all job duties before a replacement has been authorized by the Contract Monitor the Contract Monitor may, at his/her sole discretion, authorize the original personnel to continue to work under the Contract, or authorize the replacement personnel to replace the original personnel, notwithstanding the original personnel’s ability to return.

2.5.5 Substitution Prior to and Within 30 Days After Contract Execution

Prior to Contract execution or within 30 days after Contract execution, the Offeror may not substitute proposed Key Personnel except under the following circumstances (a) for actual full-time personnel employed directly by the Offeror: the vacancy occurs due to the sudden termination, resignation, or approved leave of absence due to an Extraordinary Personal Event, or the death of such personnel; and (b) for any temporary staff, subcontractors or 1099 contractors:

the vacancy occurs due to an Incapacitating event or the death of such personnel.

To qualify for such substitution, the Offeror must demonstrate to the State's satisfaction the event necessitating substitution. Proposed substitutions shall be of equal caliber or higher, in the State's sole discretion. Proposed substitutes deemed by the State to be less qualified than the originally proposed individual may be grounds for pre-award disqualification or post-award termination.

2.6 Supplemental Category of Work Requirements and Responsibilities

See the attached IT Supplemental associated with this solicitation (Exhibit 3)

RFP for Maryland Department of Education Page 17 of 47

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance.

3.2 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition.

Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

3.3 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

D. Invoice period (i.e. time period during which services covered by invoice were performed);

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

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

I. Goods or services provided;

J. Amount due; and K. Any additional documentation required by regulation or the Contract.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise fails to satisfy the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

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.

RFP for Maryland Department of Education Page 18 of 47

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.

3.3.1 Invoice Submission Schedule

The Contractor shall bill the Agency bi-annually ahead of each conference in any given year during the contract period Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission. An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

D. Invoice period (i.e. time period during which services covered by invoice were performed);

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

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

I. Goods or services provided;

J. Amount due; and K. Any additional documentation required by regulation or the Contract.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise fails to satisfy the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

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.

3.3.2 Travel Reimbursement

Travel will not be reimbursed under this RFP.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

RFP for Maryland Department of Education Page 19 of 47

MBE liquidated damages are identified in Exhibit 2 – Sample Contract

3.4.2 Liquidated Damages other than MBE

Liquidated damages other than MBE are identified in Exhibit 2 – Sample Contract.

3.5 Problem Escalation Procedure

No later than ten Business Days after notice of recommended award or after the date of the Notice to Proceed, whichever is earlier, the Contractor must provide, and thereafter, maintain a Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes and must include:

a. Contact information

b. The process for establishing the existence of a problem;

c. Names, titles, and contact information for progressively higher levels of personnel in the

Contractor’s organization who would become involved in resolving a problem;

d. For each individual listed in the Contractor’s PEP, the maximum amount of time a problem will remain unresolved with that individual before the problem escalates to the next contact person listed in the Contractor’s PEP;

e. Expedited escalation procedures and any circumstances that would trigger expediting them;

f. The method of providing feedback on resolution progress, including the frequency of feedback to be provided to the State;

g. Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays) and on an emergency basis; and

h. A process for updating and notifying the Contract Monitor of any changes to the PEP.

i. The PEP must be updated within ten Business Days after any change in circumstance which changes the PEP but not less than annually within ten Business Days after the start of each Contract year.

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State which may be allowed by the Contract or applicable law.

3.6 Work Orders

This section is inapplicable to this RFP.

3.7 Payments by Electronic Funds Transfer

By submitting a Proposal in response to this solicitation, the Offeror, if selected for award:

Agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. The successful Offeror shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form.

Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form, must include the business identification information as stated on the form, and must include the reason for the exemption.

RFP for Maryland Department of Education Page 20 of 47

The COT/GAD X-10 form may be downloaded from the Comptroller’s website at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GADX10F orm20150615.pdf.

3.8 Prompt Payment Policy

This procurement and the Contract(s) to be awarded pursuant to this solicitation are subject to the Prompt Payment Policy Directive issued by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) and dated August 1, 2008. Promulgated pursuant to Md. Code Ann., State Finance and Procurement Article, §§ 11-201, 13-205(a), and Title 14, Subtitle 3, and COMAR 21.01.01.03 and 21.11.03.01, the Directive seeks to ensure the prompt payment of all subcontractors on non-construction procurement contracts. The Contractor shall comply with the prompt payment requirements outlined in the Contract, Section 31 “Prompt Pay Requirements” (see Exhibit 2 - Sample Contract). Additional information is available on GOSBA’s website at:

http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf.

3.9 Federal Funding Acknowledgement

This Contract does not contain federal funds.

3.10 Conflict of Interest Affidavit and Disclosure

The Offeror shall complete and sign the Conflict-of-Interest Affidavit and Disclosure (Attachment I) and submit it with its Proposal.

By submitting a Conflict-of-Interest Affidavit and Disclosure, the Contractor shall be construed as certifying that all Contractor Personnel and subcontractors are also without a conflict of interest as defined in COMAR 21.05.08.08A.

Additionally, a Contractor has an ongoing obligation to ensure that all Contractor Personnel are without conflicts of interest prior to providing services issued under the Contract. For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by COMAR 21.05.08.08.

Participation in Drafting of Specifications: Disqualifying Event: Offerors are advised that Md. Code Ann.

State Finance and Procurement Article §13-212.1(a) provides generally that “an individual who assists an executive unit in the drafting of specifications, an invitation for bids, a request for proposals for a procurement, or the selection or award made in response to an invitation for bids or a request for proposals, or a person that employs the individual, may not: (1) submit a bid or proposal for that procurement; or (2) assist or represent another person, directly or indirectly, who is submitting a bid or proposal for that procurement.” Any Offeror submitting a Bid in violation of this provision shall be classified as “not responsible.”

3.11 Non-Disclosure Agreement

3.11.1 Non-Disclosure Agreement (Contractor)

This solicitation and any contract(s) are subject to the terms of the Non-Disclosure Agreement (NDA) contained in this solicitation as Attachment S. This Agreement must be provided within http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GADX10Form20150615.pdf http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Static_Files/GADX10Form20150615.pdf http://www.gomdsmallbiz.maryland.gov/documents/legislation/promptpaymentfaqs.pdf

RFP for Maryland Department of Education Page 21 of 47 five business days of notification of recommended award; however, to expedite processing, it is suggested that this document be completed and submitted with the proposal.

3.12 Maryland Healthy Working Families Act Requirements

On February 11, 2018, the Maryland Healthy Working Families Act went into effect. All Bidders should be aware of how this Act could affect your potential contract award with the State of Maryland. See the Department of Labor, Licensing and Regulations website for Maryland Healthy Working Families Act Information: https://dllr.state.md.us/paidleave/.

3.13 The State of Maryland’s Commitment to Purchasing Environmentally

Preferred Products and Services (EPPs)

Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.” Accordingly, Bidders are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

3.14 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:

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

A. Commercial General Liability - One million dollars ($1,000,000) combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and three million dollars ($3,000,000) annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Cyber Security / Data Breach Insurance – Five million dollars ($5,000,000) per occurrence. The coverage must be valid at all locations where work is performed or data or other information concerning the State’s claimants or employers is processed or stored.

C. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than. one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

3.14.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

3.14.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier to provide the Procurement Officer, by certified mail, not less than 30 days’ advance https://dllr.state.md.us/paidleave/ https://trackbill.com/bill/maryland-house-bill-629-environmentally-preferable-procurement-maryland-green-purchasing-committee/647077/

RFP for Maryland Department of Education Page 22 of 47 notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are canceled or not renewed within five days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

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

3.14.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five 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.

3.14.6 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.

3.15 Non-Compete Clause Prohibition

The State of Maryland seeks to maximize the retention of personnel working under the Contract whenever there is a transition of the Contract from one contractor to another to minimize disruption due to a change in contractor and maximize the maintenance of institutional knowledge accumulated by such personnel.

To help achieve this objective of staff retention, each Offeror shall agree that if awarded the Contract, the Offeror’s employees and agents filling the positions set forth in the staffing requirements of Section 2.4 Experience and Personnel working on the State contract shall be free to work for the contractor awarded the State contract notwithstanding any non-compete clauses to which the employee(s) may be subject.

The Offeror agrees not to enforce any non-compete restrictions against the State regarding these employees and agents if a different vendor succeeds it in the performance of the Contract. To evidence compliance with this non-compete clause prohibition, each Offeror must include an affirmative statement in its technical Proposal that the Offeror, if awarded a Contract, agrees that its employees and agents shall not be restricted from working with or for any successor contractor that is awarded the State business.

RFP for Maryland Department of Education Page 23 of 47

4 Proposal Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The RFP, Pre-Proposal Conference (Conference) summary and attendance sheet, Offerors’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA.

To receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process and then follow the prompts.

4.2 Electronic Means

The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:

A. Submission of Bond documents determined by the State to require original signatures; or B. Any transaction, submission, or communication where the Procurement Officer has specifically directed that a response from the Contractor or Offeror be provided in writing or hard copy.

Any e-mail transmission is only authorized to the email addresses for the identified person as provided in the solicitation, the Contract, or in the direction from the Procurement Officer or Contract Monitor.

“Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions.

Electronic means includes e-mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g., https://procurement.maryland.gov), and electronic data interchange.

4.3 Pre-Proposal Conference

If a Conference will be held, the date, time, and location is indicated on the Key Information Summary Sheet. Attendance at the Conference is not mandatory, but all interested parties are encouraged to attend to facilitate better preparation of their Proposals. If the solicitation includes an MBE participating goal, failure to attend the Conference will be taken into consideration as part of the evaluation of a offeror’s good faith efforts if there is a waiver request.

It is highly recommended that all Prime Contractors bring their intended subcontractors to the Conference/Site Visit to ensure that all parties understand the RFP requirements and the socio-economic goals for this solicitation.

MBE subcontractors are encouraged to attend the Conference to market their participation to potential prime contractors.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://procurement.maryland.gov/

RFP for Maryland Department of Education Page 24 of 47

To assure adequate accommodations at the Conference, please email the completed Attachment 2 for those expected to attend the Conference to the Procurement Officer no later than the time and date indicated on the Key Information Summary Sheet. In addition, if there is a need for sign language interpretation or other special accommodations due to a disability, please notify the Procurement Officer at least five Business Days prior to the Conference date. Reasonable efforts will be made to provide such special accommodation.

If the Conference is in person, attendees should bring a copy of the…