M00P7602009 Civica MultiVue FY27 SP IFB - Addendum 1.pdf

PROJECT:

CONTRACT NO.:

ADVERTISEMENT DATE:

BID DUE DATE / TIME:

BID LOCATION:

Civica MultiVue FY27 M00P7602009 (eMMA BPM: BPM059171) Tuesday, October 13, 2026 Tuesday, October 20, 2026 @ 9:30 AM EST Electronic by password protected email

I. SUMMARY STATEMENT

The Maryland Department of Health (MDH) Office of Enterprise Technology (OET) is seeking a vendor to provide 12 months of support and maintenance for a Civica MultiVue License (serial:

LSM0732MDM) for the term of November 1, 2026 through October 31, 2027. This is a software support and maintenance renewal of an existing subscription.

II. ISSUING OFFICE and PROCUREMENT OFFICER Maryland Department of Health Office of Enterprise Technology 201 West Preston Street Baltimore, MD 21201 The sole point of contact for purposes of this IFB is the Procurement Officer, Danae Augustyniak. The Procurement Officer may be contacted by email at danae.augustyniak@maryland.gov.

III. BID DUE DATE

The Bid must be received by the Procurement Officer, Danae Augustyniak, via email at danae.augustyniak@maryland.gov no later than 9:30 AM Eastern Standard Time (EST) on Tuesday, October 20, 2026.

Bids shall be opened publicly via Google Meet on Tuesday, October 20, 2026 at 1:00 PM EST. Bidders may attend this public opening by using the link or conference call number listed below.

Video call link: https:// meet.google.com/gdn-zmht-dge Or dial: (US) +1 339-788-5412 PIN: 671 277 731#

Bids, requests for withdrawals, and modifications not received by the time and at the place indicated are late and may only be considered in accordance with COMAR 21.05.02.10.

IV. PRE-BID CONFERENCE & QUESTIONS

No pre-bid meeting will be held for this advertisement.

M A R Y L A N D D E P A R T M E N T O F H E A L T H

O F F I C E O F E N T E R P R I S E T E C H N O L O G Y I n v i t a t i o n f o r B i d s ( I F B )

C o n t r a c t s L e s s T h a n $ 5 0 , 0 0 0 mailto:danae.augustyniak@maryland.gov mailto:danae.augustyniak@maryland.gov https://meet.google.com/gdn-zmht-dge?authuser=0&hs=122

All questions must be submitted to the Procurement Officer no later than Friday, October 16, 2026 at 10:00 AM EST. Any information regarding the requirements or the interpretation of any provision of the Contract Documents shall be requested, in writing, and delivered no later than this date and time.

Responses to questions or inquiries having any material effect on the bids shall be made by written addenda sent to all prospective bidders via eMaryland Market Place Advantage (eMMA). The Administration will not respond to telephone requests for information concerning this invitation for bids that would materially affect the bid.

Requests for information or questions shall be submitted in writing. They must be emailed to danae.augustyniak@maryland.gov; if attached to the email please provide in Microsoft Word or PDF format. Each request for information or questions shall include the Contract number and the name and address of the originator.

V. DURATION OF BID OFFER

Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the due date. The Procurement Officer may, however, request contractor to extend the time during which the State may accept their bids. Once a bid is accepted, all prices, terms, and conditions shall remain unchanged throughout the contract period.

VI. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with COMAR 21.05.07 – Small Procurement Regulations.

VII. TERMS and CONDITIONS

A. Termination for Nonappropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available.

The Contractor may not recover anticipatory profits or costs incurred after termination.

B. Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract.

C. Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR

21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

D. Changes. This contract may be amended only with the written consent of both parties.

Amendments may not change significantly the scope of the Contract (including the Contract price).

E. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

F. Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law.

G. Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor; nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners; nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

H. Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2).

VIII. SCOPE OF CONTRACTOR SERVICES

A. BIDDER QUALIFICATIONS

1. Bidder must demonstrate they are authorized to distribute Civica MultiVue products in the State of Maryland, by submitting a Letter of Authorization (LOA) with their bid.

B. LOCATIONS OF SERVICES

1. Maryland Department of Health Office of Enterprise Technology Medicaid Information Technology Support 201 West Preston Street Baltimore, MD 21201 Attention: Matt Asplen

C. AGENCY POINT OF CONTACT

The MDH point of contact post award is Matt Asplen, Chief of the OET Division of Medicaid Information Systems. Mr. Asplen may be reached by e-mail at Matt.asplen@maryland.gov or by phone at 443-915-2542.

D. SERVICE REQUIREMENTS

1. Bidder shall provide all software/ software as a service (SaaS) listed in Attachment I Contract Bid Form.

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

mailto:Matt.asplen@maryland.gov

3. Bidder shall furnish new and unused software.

4. Bidder shall not impose a restocking fee if an item is returned due to damage or incorrect product shipped.

5. Bidder must provide the estimated ship date/ lead time for each item listed in the Contract Bid Form.

6. Bidder must include a screenshot of the Manufacturer’s Suggested Retail Price (MSRP) with the bid.

7. Bidder shall ensure all proposed and delivered software is virus free.

8. Pursuant to State Finance and Procurement Article §2–901, if a State of Maryland contract contains a provision listed under subsection (b), the provision is void ab initio and the contract containing the provision shall be enforceable as if it did not contain the provision.

Secondary terms and conditions in click through or click wrap format are not acceptable to the State, nor are terms that may be unilaterally changed by the bidder or a third-party manufacturer. Bidders shall furnish all agreements and terms and conditions the bidder expects the State to sign or be subject to in connection with or in order to use the products or to be provided under this IFB. This includes physical copies of all agreements referenced and incorporated in primary documents, including but not limited to any software licensing agreement for any software proposed to be licensed to the State (e.g., EULA, Enterprise License Agreements, Professional Service Agreement, Master Agreement, etc. and any Acceptable Use Policy (AUP). The State is not bound to an agreement or any terms and conditions not provided in the bidder’s submitted offer and no action of the State, including but not limited to the use of any such software, shall be deemed to constitute acceptance of any such agreements or terms and conditions and any such agreement, terms or conditions are void ab initio and unenforceable against the State. Reseller vendors represent and warrant that they are permitted to act as an agent of the manufacturer to modify the manufacturer terms and conditions to remove or alter any sections that are in conflict with State of Maryland law or regulation by submission of a bid in response to this solicitation. For known conflicts, the bidder shall note any exceptions in their submission. Failure to submit will deem a bidder nonresponsive and/or non responsible and result in rejection of the submitted bid.

9. Bidder shall be capable of delivering all products no later than October 31,2026. All products shall be delivered to the Agency Point of Contact listed in Section VIII.C of this IFB.

E. INVOICING

1. All invoices shall be sent electronically to mdh.oetnminvoices@maryland.gov.

2. An invoice not satisfying the requirements of a Proper Invoice (as defined by 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:

a. Contractor name and address

b. Remittance address

c. Federal taxpayer identification (FEIN) number or social security number as appropriate mailto:mdh.oetnminvoices@maryland.gov

d. Invoice period (i.e., the time period during which services covered by invoice were performed)

e. Invoice date

f. Invoice number (this must be a unique number)

g. State-assigned Contract number

h. State-assigned Purchase Order number (s) if different from Contract number

i. Detailed listing of goods or services provided

j. Amount due

k. Any additional documentation required by regulation or the Contract.

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

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

XIV. BID CONTENT

The bidder shall submit an original bid containing all required information listed in this section. The bid shall be submitted on the supplied Attachment No. I Contract Bid Form. Attachment No. I Contract Bid Form, cannot be altered in any way and is to contain only the price or prices stipulated on the form.

Additionally, the bidder shall submit a Letter of Authorization (LOA) and W9 with their bid submission.

Failure to submit the LOA and W9 may result in disqualification of the bid.

Bid submissions must be:

• Electronically submitted by email only to danae.augustyniak@maryland.gov. Bids sent via mail, courier, or eMMA submission will NOT be accepted.

• Password protected by the bidder prior to submission. Bidders must e-mail the password-protected bid to the Procurement Officer. DO NOT SEND PASSWORDS WITH THE BID E- MAIL. The password must be e-mailed separately from the bid after the bid due date, but no later than 10:00 AM EST on Tuesday, October 20, 2026. Failure to submit the bid password on time may result in the bid being determined non-responsive.

• Clearly marked with the full name, address, Federal Taxpayer Identification (FEIN) Number of the Bidder, and the email address to which the Notification of Contract Award and Purchase Order shall be submitted.

• Clearly marked with the contents of the email (i.e., "Bid Submission – Contract No.

M00P7602009 (eMMA BPM059171) Civica MultiVue FY27)

XV. OPENING of BIDS

Bids will be opened publicly in accordance with the provisions in COMAR 21.05.02.11 on the date and time specified in Section III of this IFB.

XVI. BASIS OF AWARD

The award shall be made in accordance with the provisions in COMAR 21.05.02.13. In the event of tie bids, the provisions of COMAR 21.05.02.14 shall determine the successful bidder.

The unit prices quoted are required for establishing a unit cost for each service and providing a grand total for the purpose of evaluating bids. The award will be based upon the lowest Total Bid Amount and be awarded to the lowest responsive and responsible bidder for the services required in the amount not to exceed $50,000.00.

mailto:danae.augustyniak@maryland.gov

XII. DURATION OF THE CONTRACT

The service period is twelve (12) months. At the discretion of the Department, an additional twelve (12) month option may be executed at the pricing provided in the bid.

XIII. ATTACHMENTS

Contract Bid Form – Attachment No. I (see pages 7 and 8 of this document)

A T T A C H M E N T - I C O N T R A C T B I D F O R M

This form is to be completed in its entirety, is not to be altered in any way and is to contain only the price or prices stipulated on the form.

Contract No: M00P7602009 and eMMA BPM# BPM059171

Bid Due Date: Tuesday, October 20 at 9:30AM EST

Company Name:

Company FEIN:

Column A Column B

Column C Column D

Item/Description Qty Unit of Measure Unit Price Total Cost

(Column B x C) Civica MultiVue License (Qty:1) 12-month Annual Support and Maintenance

Term: 11/1/2026 – 10/31/2027

Serial: LSM0732MDM

1 Each $ $

TOTAL BID AMOUNT (Sum of Column D) $

NOTE:

a) Quanti t ies are est imated and used for bid evaluation only. They may not represent the actual quanti t ies experienced once the contract is awarded.

b) If the “Total Bid Amount” results in a total that exceeds $50,000, the contract writ ten with the low bidder will be writ ten as “not to exceed $50,000” using the unit prices established in Column C.

c) The Maryland Department of Health is exempt from Maryland Sales and Use Taxes by Exemption

Certificate Number 30002563. Do not include tax in bid prices

For the Contractor:

ATTACHMENT I

C O N T R A C T B I D F O R M

M00P7602009 (eMMA BPM059171)

Company Name

Federal Tax ID No or Social Security No.

Address

City State Zip Code

Phone

Fax

Email

Representing the above Company

Signature

Print Name & Title

Date

My Signature above indicates that I fully understand this IFB and can perform the scope of work as defined for submitted bid price