HQOTTS2546_-_SR_1918877_-_SHA_-_SITEIMPRO_LICENSE_RENEWAL_-_FY25.docx

Small Procurement - SOFTWARE

Section 1 –General Information

Small Procurement Number:

(HQOTTS)

HQOTTS2546 (SR#1918877 - MDOT USE ONLY)

Small Procurement Type:

(Check all that apply) X 1. COTS Software |_| 2. Installation and Training Services |_| 3. Manufacturer’s Software Maintenance

Manufacturer Name

SITEIMPROVE INC

Designated Small Business Reserve?(SBR):

(Select “Yes” or “No”) Yes This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by GOSBA Small Business Reserve Program are eligible for the award of a contract.

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

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

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

Small Procurement Issue Date:

mm/dd/yyyy

Special Instructions:

OPEN TO ALL REGISTERED VENDORS A Vendor may submit an LOA with their bid to be considered for the award.

BID SUBMISSION INSTRUCTIONS

Small Procurement 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

Questions Due (Closing) Date and Time:

4/24/2025 at 2:00 PM EDT Questions must be submitted in writing with the subject line, “Question for Small Procurement #HQOTTS2546”, and be submitted in writing via e-mail to the Procurement Officer no later than the date and time specified.

If being accepted VIA EMAIL When submitting your bid please send as password protected, bids will be open at the date and time specified. Failure to send password protected may result in your bid being disqualified.

Bidders must email the password protected bid to the Procurement Officer at: smurrill@mdot.maryland.gov

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 equipment

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

4. The Vendor must provide the estimated ship date/lead time for each item listed in the Small Procurement.

5. Please allow for pricing provided in response to this Small procurement to be valid for at least 120 days after the set due date above.

6. The Vendor must be an authorized reseller for the Manufacturer named in Section 1. The state reserves the right to request a Letter of Authorization (LOA) from the Manufacturer or Distributor.

7. The Vendor 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. A "No Bid" form must be completed and submitted by the bid due date and time if your firm elects not to bid.

10. Vendor must be registered to do business in the State of Maryland through the Department of Assessments and Taxation (SDAT).

Invoicing Instructions:

SEND INVOICE TO: FPMO@MDOT.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 the contract’s start. Each additional year shall be billed on the anniversary of the first year's invoice.

Section 2 – Agency Point of Contact (POC) Information

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

Section 4 – Scope of Work

1. COTS Software (Provide product specifications below. If some or all specifications are unknown, Vendors may propose products based on a detailed description in the Business Need / Required Functionality field*)

mm/dd/yyyy

3.

(insert additional rows as needed)

2. Installation and Training Services (Provide a detailed description of required services and deliverables)

Due Date mm/dd/yyyy

1.

2.

3.

(insert additional rows as needed)

3. Manufacturer’s Software Warranty/ Maintenance (Provide a detailed description of warranty/ maintenance requirements and deliverables)

*Business Need / Required Functionality

mm/dd/yyyy

1. (SEE SPECIFICATIONS ATTACHED)

3.

(insert additional rows as needed)

Section 5 – Evaluation Criteria – Technical Bid (Provide a list of evaluation criteria in descending order of importance)

Evaluation Criteria

1. The award will be made to a responsible and responsive vendor whose bid is determined to be the most favorable bid price or evaluated bid price to the State.

2. Adherence to the Specifications

3. Special Instruction #1-10

Basis for Award Recommendation Evaluation criteria for award will be established at the Small Procurement level. Small procurements will be awarded in accordance with the competitive Sealed Bidding process under COMAR 21.05.02. The agency POC will recommend an award to the Vendor whose bid is determined to be the most favorable bid price or evaluated bid price, whichever is applicable, considering price and the evaluation factors set forth in the Small Procurement. The agency POC will initiate and deliver a PO to the selected Contractor.