MHCC 27-007 Smartsheet Enterprise Renewal.pdf

Maryland Health Care Commission Software Invitation for Bid (IFB)

Revised 12/16/2025 1

Section 1 –General Information

Solicitation Number:

(eMMA BPM Number)

MHCC 27-007

Type:

Fixed Price

Manufacturer Name

Smartsheet

Designated Small Business Reserve?(SBR):

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

Issue Date:

mm/dd/yyyy

09/01/2026 PROPOSAL DUE

DATE AND TIME:

09/11/2026

Place of Performance: Maryland Health Care Commission 4160 Patterson Avenue, Baltimore, MD 21215

Special Instructions:

BID SUBMISSION INSTRUCTIONS

A Letter of Authorization (LOA) naming the Contractor as the authorized reseller is required with the submitted bid.

Bids 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:

09/11/2026 at 5:00 PM EDT Questions must be submitted in writing with the subject line, "Question for IFB #MHCC 26-011," and be submitted in writing via e-mail to the Agency Point of Contact listed in Section 2 no later than the date and time specified.

https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/SBR-Registration.aspx https://mdprocurement.freshdesk.com/support/solutions

Revised 12/16/2025 2

SPECIAL REQUIREMENTS

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

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

2. Purchase new and unused equipment.

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

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

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

6. The Contractor must be an authorized reseller for the Manufacturer named in Section 1.

7. The Contractor must include a screenshot of the Manufacturer's Suggested Retail Price (MSRP) with the bid.

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

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

Security Requirements (if applicable):

N/A

Invoicing Instructions:

Send invoice by e-mail to MHCC.Invoice@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

Revised 12/16/2025 3

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

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

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

Section 2 – Agency Point of Contact (POC) Information

Agency / Division Name: Maryland Health Care Commission

Agency POC Name: Andrea Allen Agency POC

Phone Number:

410-764-8791

Agency POC E-mail Address:

andrea,allen@maryland.gov Agency POC Fax:

410-328-1236

Agency POC Mailing Address:

4160 Patterson Avenue Baltimore, MD 21215

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

Agency On-site Contact Name:

Levone Ward Agency On-site Phone Number:

443-890-5876

Agency On-site E-mail Address:

Levone.ward@maryland.go v

Agency On-site Fax:

410-328-1236

Agency On-site Address: 4160 Patterson Avenue Baltimore, MD 21215

Section 4 – Scope of Work

Software

*Business Need / Required Functionality

The Maryland Health Care Commission has need of a cloud-based work management solution to help plan, track, and manage projects. The solution has to allow non-licensed participants access to information tracking sheets. The agency currently uses Smartsheet. This is for a renewal.

Product Name

Product

Description

Version

Release

Quantity of

Licenses

Due Date mm/dd/yyyy

1. Smartsheet Cloud-Based Work Management Solution

Enterpri se

N/A 25

2. Advance Silver Add-on

Add-on for large-scale work management, Recent Recent 1 mailto:Levone.ward@maryland.gov mailto:Levone.ward@maryland.gov mailto:Levone.ward@maryland.gov

Revised 12/16/2025 4 focusing on scaling projects, programs, and processes

Section 5 – Evaluation Criteria

1. Authorized Reseller

2. Price

3. Delivery (insert additional rows as needed)

Basis for Award Recommendation The agency Point of Contact listed in Section 2 will recommend the award to a responsive and responsible Contractor that provides the most advantageous offer considering the price and evaluation factors above. The agency Point of Contact will initiate and deliver a PO to the selected Contractor.

NO BID NOTICE/VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations and to make our procurement process more responsive and business-friendly, please provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this solicitation, please e-mail or fax this completed form to the attention of the Agency Point of Contact listed in Section 2.

Title: MHCC Smartsheet Enterprise Renewal Solicitation No: MHCC 27-007

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

� Other commitments preclude our participation at this time.

� The subject of the solicitation is not something we ordinarily provide.

� We are inexperienced in the work/commodities required.

� Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

� The scope of work is beyond our present capacity.

� Doing business with the State is simply too complicated. (Explain in REMARKS section)

� We cannot be competitive. (Explain in REMARKS section)

� The time allotted for the completion of the Bid is insufficient.

� Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section)

� Other: _________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below.

REMARKS: _________________________________________________________________

Offeror Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - ________

Address: _________________________________________________________________

E-mail Address:____________________________________________________________