Q and A Set #3- Election Staffing Services RFP D38B2600021.docx

MARYLAND

STATE BOARD OF ELECTIONS

P.O. BOX 6486, ANNAPOLIS, MD 21401-0486 PHONE (410) 269-2840

William G. Voelp, Chairman Malcolm L. Funn, Vice Chairman Severn E. S. Miller Justin Williams T. Sky Woodward

Linda H. Lamone Administrator

Nikki Charlson Deputy Administrator

Q&A Set #3 Election Staffing Services D38B2600021 07/14/2022

Ladies/Gentlemen:

SBE is issuing this Question and Answer Set #3 in response to the questions asked at the pre-proposal conference on July 12, 2022. The statements and interpretations of contract requirements, which are stated in the following questions of potential offers, are not binding on the State, unless the State expressly amends the RFP. Nothing in the State’s responses to these questions is to be construed as agreement to or acceptance by the State of any statement or interpretation on the part of the vendor asking the question as to what the contract does or does not require.

1) We are an MBE; if we use ourselves as part of the MBE goal which I believe would be 15% (half of 30%) do we have to be registered with the Department of Transportation (MDOT) as an MBE? Or is it only the subcontractor?

Answer: If you are counting your participation toward the MBE goal (as a Prime), you do have to be registered at the time you submit your proposal.

Here is the link to check for certification status: https://marylandmdbe.mdbecert.com/

2) If we do not use ourselves to contribute to that MBE goal, do we still need to be registered with the MDOT?

Answer: No you do not need to.

3) For 29.1.C of attachment M, at one point it may cut off, is there more to that sentence?

Since this is NOT an IT contract, only the following will appear in the final contract:

For all other claims, damages, loss, costs, expenses, suits or actions in any way related to this Contract and regardless of the basis on which the claim is made, Contractor’s liability shall be unlimited.

4) How long is the duration of this contract?

Answer:

This will cover the 2024, 2026, and 2028 election cycles if SBE exercises its unilateral right to exercise the option periods. The Board of Public Works also must approve the option periods.

5) Let’s stay it starts in January, would the staff we have employed be on payroll, would they work some hours per week?

Answer: They would not be likely to be working at all since it is an off-election year in 2023. They would only be paid if there is a Special Election and surge staffing services are required. This contract is only surge staffing for the election cycles.

6) Can you provide a list of companies so we can use those to meet the subcontracting goals?

Answer: The vendors who are MBE certified will be named along with their certification number in the attendance for this pre-proposal conference, and you can also look them up in the MDOT database (see link above). Run search terms such as temporary help services, administrative services, consulting services, and background check services as examples. Make sure the MBE is providing a commercially useful function to the contract.

7) Can we request copies of previously awarded proposals?

Answer: We have some redacted versions but do not believe it is appropriate to share those when the contract is in the active procurement phase.

8) Can we submit our application for MBE certification now and be certified after award?

Answer: If you are counting yourself toward the MBE goal, you need to be certified as an MBE with MDOT at the time of proposal submission. The alternative is, if you are not certified, you can be a non-MBE prime and include a 30% MBE subcontractor who is certified with MDOT.

9) Is there any preference for MBEs?

Answer: No preference is given to MBEs as a Prime, that is not one of the evaluation criteria. It is critical that you have your 30% MBE subcontract in place though and it is a commercially useful function.

10) Can you let me know how much time it will take to get certified?

Answer: We are uncertain because this process takes place with MDOT. If you want to get certified as an MBE for this solicitation it is recommended that you start the process immediately.

11) Would it be possible to have the list of attendees today and list who is an MBE so we can identify possible partners?

Answer: Yes, that will be provided and the attendees’ emails will be provided as well.

12) If we submit a proposal like a joint venture will the experience of one vendor be ok to meet the minimum qualifications?

Answer: Only the prime has to meet the minimum qualifications, however the prime is responsible for the performance of the subcontractor(s).

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