RFP 1177272 Web Services.pdf

RFP #1177272

Revised 01/2025 1

LSBRP REQUEST FOR PROPOSALS

RFP #1177272

Web Services - Design, Migration, Maintenance for Urban Districts 3 April 2025

Montgomery County, Maryland is soliciting proposals for the provision of the above-referenced goods, services, or construction, as outlined in this document.

Vendor must electronically submit their proposal no later than 3:00 pm on Tuesday, May 13, 2025 through www.bidnetdirect.com/maryland/montgomerycounty. Vendors must register with BidNet Direct in order to view and respond to this solicitation. Visit www.bidnetdirect.com and click on the link to register at no charge. Follow the registration path and select the "Limited Access" option which will provide you with an automatic e-mail notification at no charge. If you need help registering, please call BidNet Direct’s Support Department at 800- 835- 4603, Option 2. It is the offeror’s responsibility to follow all steps in BidNet to completion in order to ensure submission of the proposal. The County will not accept proposals submitted after the due date and time.

There will be an optional pre-submission conference held at 1:00 pm on Tuesday, April 22, 2025 on Microsoft TEAMS. Join the meeting now Meeting ID: 280 221 153 992 Passcode: tJ3gz67E Dial in by phone +1 443-692-5768,,548469966# United States, Baltimore Find a local number Phone conference ID: 548 469 966#

The County will not accept proposals it receives by fax, email, mail, or personal delivery. All faxed, emailed, mailed, or personally delivered proposals will be returned to the vendor.

Should you have any questions regarding the technical information or the scope of services contained in this solicitation, contact Merlie Deynes, at merlie.deynes@montgomerycountymd.gov or (240) 537-8691.

Should you have any questions regarding procurement information (i.e., terms and conditions) contained in this solicitation, contact Michael Shull at Michael.Shull@montgomerycountymd.gov

This is a Services Contract (see Section A, Services Contract):

Non-Professional Services

X Professional Services X or This is a Construction Contract

(http://www.montgomerycountymd.gov/PrevailingWage):

or

This is not a Services Contract (disregard Section A, Services Contract) and is not a Construction Contract:

http://www.bidnetdirect.com/maryland/montgomerycounty http://www.bidnetdirect.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2FiYjU3OTMtYTUxZi00OTMwLWJkYzUtYjA2Yzg4YWRmNjFl%40thread.v2/0?context=%7b%22Tid%22%3a%226e01b1f9-b1e5-4073-ac97-778069a0ad64%22%2c%22Oid%22%3a%224901dd63-8704-45a8-9559-8235d41862c5%22%7d tel:+14436925768,,548469966 https://dialin.teams.microsoft.com/4abe07b2-4f3a-4505-8d90-0757bd461b97?id=548469966 http://www.montgomerycountymd.gov/PrevailingWage

PMMD-173 Formal 01/25 2

Local Small Business Reserve Program (LSBRP) Notice

REQUEST FOR PROPOSALS #1177272

Web Services: Design, Migration, Maintenance for Urban Districts

This solicitation is reserved for only application submitted/certified local small businesses timely registered with the County’s LSBRP. This solicitation thus comes under County Code, sections 11B-17A; 11B-65; 11B- 66A; 11B-70 and Executive Regulation 21-05AM. These documents can be accessed through the LSBRP web site at (Local Small Business Reserve Program, Montgomery County Office of Procurement, Montgomery County, MD).

LSBRP criteria are based on a firm’s location, ownership status, number of employees and annual revenue amount. Submitting a proposal constitutes willfully stating your firm is an application submitted/certified Local Small Business. Therefore, if you wish to submit a proposal for this solicitation adhering to the LSBRP, you must:

1. Submit an application as a LSBRP firm prior to the proposal’s due date. If your LSBRP status is not application submitted/certified in our database prior to the proposal’s due date and time, then your proposal will be deemed unacceptable and removed from consideration. Go to the LSBRP web site (Local Small Business Reserve Program, Montgomery County Office of Procurement, Montgomery County, MD) and follow the instructions under “Registration/Certification.”

2. After the RFP closes and upon notification by the County, you must provide within three (3) business days the LSBRP documentation of:

• all of its business location(s) (if more than one),

• number of employees by location

• annual gross revenue of the business for the past three fiscal years.

(The preferred documents are a copy of a lease, Maryland Unemployment Insurance Contribution Report (summary or quarterly), and Financial Statement/Tax Returns. At the discretion of the LSBRP, an alternative type of documents might be accepted.)

If, after receipt of these documents, the LSBRP finds that your firm does not meet the LSBRP requirements, then your proposal will be deemed unacceptable and removed from further consideration. For questions, contact the LSBRP Program Manager (240-777-9913).

https://www.montgomerycountymd.gov/PRO/DBRC/lsbrp.html https://www.montgomerycountymd.gov/PRO/DBRC/lsbrp.html https://www.montgomerycountymd.gov/PRO/DBRC/lsbrp.html https://www.montgomerycountymd.gov/PRO/DBRC/lsbrp.html

Revised 01/2025 3

Notice to Offerors

Request for Proposals #1177272 for

Web Services: Design, Migration, Maintenance for Urban Districts

This solicitation may be subject to the County’s Wage Requirements Law (WRL), which applies to service contracts.

• If this solicitation is subject to the WRL, then the appropriate space will be marked in the box denoting “This is a Services Contract”, at the bottom of the RFP cover page

• In this event, the “Wage Requirements for Services Contract Addendum” will apply to the resultant contract (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf)

1) In order to be compliant with the Wage Requirements Law an Offeror must submit with its proposal the following:

(a) Completed Wage Requirements Certification form (This form is contained in the PMMD-177

Web-link above).

(b) If applicable, 501(c)(3) Nonprofit Organization’s Employee’s Wage and Health Insurance form

(This form is contained in the PMMD-177 Web-link above).

Offeror’s failure to complete and submit the required material information on the Wage Requirements form(s) may result in offeror’s proposal being unacceptable and rejected.

NOTE: You can find the current mandatory payroll reporting requirements, and the wage rate per hour that a County contractor must pay to its employees, under Section 11B-33A of the County Code, at (www.montgomerycountymd.gov/WRL). The WRL is available at the same website.

If there is a need for sign-language interpretation and/or other special accommodations, it is requested that at least five (5) days advanced notice be provided to the County’s Office of Procurement contact on page 1.

http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf http://www.montgomerycountymd.gov/WRL

Revised 01/2025 4

TABLE OF CONTENTS

1. ACKNOWLEDGMENT 5

2. NAME AND SIGNATURE REQUIREMENTS FOR PROPOSALS AND CONTRACTS 5

3. ACKNOWLEDGMENT OF SOLICITATION AMENDMENTS 5

4. SECTION A - INSTRUCTIONS, CONDITIONS AND NOTICES 6

5. SECTION B - SCOPE OF SERVICES 14

6. SECTION C - PERFORMANCE PERIOD 21

7 SECTION D - METHOD OF AWARD/EVALUATION CRITERIA 22

8 SECTION E - SUBMISSIONS 23

9 SECTION F - COMPENSATION 25

10 SECTION G - CONTRACT ADMINISTRATOR 25

11 SECTION H - SPECIAL TERMS AND CONDITIONS 25

12 SECTION I - ETHICS 25

13 SECTION J - GENERAL CONDITIONS OF CONTRACT BETWEEN COUNTY & CONTRACTOR 26

Attachments A. References A1 B. Cost and Price Requirements B1 C. Mandatory Insurance Requirements C1

Web-links for Documents and Forms

1. County Vendor Registration System (Home Page – Montgomery County Vendor Registration System)

2. Frequently Asked Questions, Procurement (https://www.montgomerycountymd.gov/pro/help.html)

3. MD-SDAT (https://dat.maryland.gov/businesses/Pages/default1.aspx) and

(http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx).

4. Mid-Atlantic Purchasing Team Rider Clause (www.mwcog.org/purchasing-and-bids/cooperative-purchasing/rider-clause/)

5. Minority Business Program & Offeror’s Representation and Sample MFD Report of Payments Received

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-90.pdf) (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-97.pdf)

6. Minority, Female, Disabled Person Participation Evaluation Points: Requirements and Examples (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/MFDCriteria.pdf)

7. Minority, Female, Disabled Person Program Information (www.montgomerycountymd.gov/MFD)

8. Minority, Female, Disabled Person Subcontractor Performance Plan

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf)

9. Minority-Owned Business Addendum to General Conditions of Contract Between County and Contractor

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-91.pdf)

10. Offeror’s Certification of Cost & Price for Contracts Above $100,000

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf)

11. Prevailing Wage Requirements for Construction Contract Addendum

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf)

12. Prevailing Wage Requirements Information (www.montgomerycountymd.gov/PrevailingWage)

13. Solicitation Postings and Amendments (http://www.montgomerycountymd.gov/pro/solicitations)

14. Wage Requirement Law Payroll Reporting (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-

183.pdf)

15. Wage Requirements Certification Form and 501(c)(3) Nonprofit Organization’s Employee’s Wage and Health

Insurance Form (www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf)

16. Wage Requirements for Services Contracts Addendum

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf)

17. Wage Requirements Law Information (www.montgomerycountymd.gov/PRO/DBRC/WRL.html)

18. Wage Requirements Law, Independent Contractor Certification

(https://www.montgomerycountymd.gov/PRO/Resources/Files/PMMD-193.pdf)

19. Local Business Subcontracting Performance Plan

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-192.pdf)

20. Prevailing Wage Local Hiring Report

(http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf)

21. Prevailing Wage Law Local Hiring Attestation

(http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf) https://azex32.montgomerycountymd.gov/cvrs/ http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx https://www.mwcog.org/purchasing-and-bids/cooperative-purchasing/rider-clause/ https://www.mwcog.org/purchasing-and-bids/cooperative-purchasing/rider-clause/ http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-90.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-97.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/MFDCriteria.pdf http://www.montgomerycountymd.gov/MFD http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-91.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf http://www.montgomerycountymd.gov/PrevailingWage http://www.montgomerycountymd.gov/pro/solicitations http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-183.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-183.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf http://www.montgomerycountymd.gov/WRL https://www.montgomerycountymd.gov/PRO/Resources/Files/PMMD-193.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-192.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf

Revised 01/2025 5

Montgomery County, Maryland Acknowledgment Page

1. ACKNOWLEDGMENT

The offeror must include a signed acknowledgment that all the provisions, terms and conditions of this solicitation are agreeable to the offeror and may, at the County's option, be made applicable in any contract issued as a result of this solicitation. Offers that do not include such an acknowledgment may be rejected. Executing and returning (with the offer) the acknowledgment shown below will satisfy this requirement.

The undersigned agrees that all the provisions, terms and conditions of this solicitation may, at the County's option, be made applicable in any contract issued as a result of this solicitation.

Business Firm's Legal Name (printed):

Printed Name, Title and E-Mail of Person Authorized to Sign Proposal:

Signature: Date:

2. NAME AND SIGNATURE REQUIREMENTS FOR PROPOSALS AND CONTRACTS

The correct and full legal business name of the offeror must be used in proposals received and on all contracts issued as a result of this solicitation. A trade name (i.e., a shortened or different name under which the firm does business) must not be used when the legal name is different. Corporations must have names that comply with State law, which requires a suffix indicating the corporate status of the business (e.g. Inc., Incorporated, etc.). Trade names may be indicated by individuals or corporations with the individual or corporate name followed by “t/a” (trading as) or “d/b/a’ (doing business as), respectively. The offeror’s signature on the proposal, contract, amendment(s) or related correspondence, must conform to the following:

All signatures must be made by an authorized officer, partner, manager, member, or employee. The signing of this offer or a contract is a representation by the person signing that the person signing is authorized to do so on behalf of the offeror or contractor.

3. ACKNOWLEDGMENT OF SOLICITATION AMENDMENTS

The Offeror acknowledges receipt of the following amendment(s) to the solicitation:

Amendment Number Date

Revised 01/2025 6

4. SECTION A - INSTRUCTIONS, CONDITIONS AND NOTICES

The following provisions are applicable to this solicitation:

4.1. Instructions:

4.1.1. Registered Vendor

4.1.1.1. The first step in doing business with Montgomery County is to become a registered vendor in the on-line County Vendor Registration System (CVRS). Go to the following website to register: (Home Page – Montgomery County Vendor Registration System)

4.1.2. Acknowledgement

4.1.2.1. The offeror must include the signed Acknowledgment page indicating agreement with all the provisions, terms and conditions of this solicitation.

4.1.3. Optional Pre-Submission Conference

4.1.3.1. If a Pre-Submission Conference is held, it is recommended that prospective offerors attend this pre-submission conference. For information regarding the date, time, and place of the conference, please see page 1 of this solicitation.

4.1.4. Proposals

4.1.4.1. Vendor must electronically submit their proposal through www.bidnetdirect.com/maryland/montgomerycounty. Proposals received after the date and time specified will not be considered and will be denied by the BidNet application.

4.1.4.2. It is the offeror’s responsibility to follow all steps in BidNet to completion in order to ensure submission of the proposal.

4.1.5. Proposal Withdrawal/Modification

4.1.5.1. Vendor can withdraw and make edits to a proposal before a solicitation’s closing date and time. To withdraw your proposal, log into www.bidnetdirect.com/maryland/montgomerycounty and click “Solicitations” then “Bid Management” and follow the withdrawal process. If you need help withdrawing your proposal, please call BidNet Direct’s Support Department at 800-835- 4603, Option 2.

Your withdrawal and resubmission must occur before the closing date and time.

4.1.6. Questions

4.1.6.1. All technical and non-technical questions pertaining to this solicitation are to be directed to the individuals whose names are indicated on Page 1 of this solicitation.

4.1.6.2. The Office of Procurement has an electronic ”Frequently Asked Questions” section on its website that may answer your questions:

(https://www.montgomerycountymd.gov/pro/vendor-resources/faq.html)

4.1.7. Obtaining Solicitation Amendments

4.1.7.1. What are they?

When the County determines that material changes to the solicitation document or material information needs to be disseminated to Offerors it will issue a formal amendment to a solicitation. However, not all solicitations will need an amendment.

Any information given to an offeror in response to a request will be furnished to all offerors as an amendment to this solicitation, if such information is deemed necessary for the preparation of solicitations, or if the lack of such information would be detrimental to the uninformed offerors. Such amendments only, when issued by the Director, Office of Procurement, will be considered as being binding on the County.

https://azex32.montgomerycountymd.gov/cvrs/ https://azex32.montgomerycountymd.gov/cvrs/ http://www.bidnetdirect.com/maryland/montgomerycounty http://www.bidnetdirect.com/maryland/montgomerycounty https://www.montgomerycountymd.gov/pro/vendor-resources/faq.html

Revised 01/2025 7

4.1.7.2. How do I identify if a solicitation has an amendment?

Offerors are responsible for checking the website at https://www.montgomerycountymd.gov/PRO/solicitations/formal-solicitations.html periodically to remain informed of any solicitation amendments. Solicitation amendments may occur any time prior to the proposal due date and time. As a courtesy, the Office of Procurement may email solicitation amendments to holders of record with valid email addresses. However, it is the responsibility of the offeror to frequently visit the Office of Procurement’s website to obtain solicitation amendments.

4.1.7.3. What am I required to do for the Amendment?

OFFERORS MUST ACKNOWLEDGE RECEIPT OF SUCH SOLICITATION

AMENDMENTS, to the place designated, and prior to the hour and date specified in the solicitation (as amended) for receipt of offers. This can be easily done in at least one of the following ways:

4.1.7.3.1. By filling-in the “Amendment Number” and “Date” of the amendment(s) under the Acknowledgment of Solicitation Amendments title; or

4.1.7.3.2. By returning one signed copy of the amendment with the Offeror’s response to the solicitation

4.1.8. Maryland State Department of Assessments & Taxation (MD-SDAT)

4.1.8.1. Vendors doing business in the State of Maryland are required to be in ‘Good Standing’ with MD-SDAT; this may not be applicable for individuals, sole proprietorships or partnerships.

4.1.8.2. The County will require, if applicable, a copy of a Certificate of Good Standing from SDAT prior to entering into a contact with your firm.

4.1.8.3. The County will verify this status on the MD-SDAT website.

4.1.8.4. If your firm has a ‘Forfeit’ status from MD-SDAT the County cannot enter into a contract with your firm until this status has been rectified with the MD-SDAT.

4.1.8.5. If this status is not rectified in a timely manner with MD-SDAT, then your firm maybe declared non-responsible, and your proposal will be rejected.

4.1.8.6. Information can be found at: (https://dat.maryland.gov/businesses/Pages/default1.aspx) and

(http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx).

4.2. Conditions

4.2.1. Acceptance Time

4.2.1.1. By submission of a proposal under this solicitation, the offeror agrees that County has

180 days after the due date in order to accept the proposal. The County reserves the right to reject, as unacceptable, any offer that specifies less than 180 days of acceptance time. Upon mutual agreement between the County and the offeror, the acceptance time for the offeror’s proposal may be extended.

4.2.2. Contract Documents

The following documents will be incorporated into the contract resulting from this solicitation:

4.2.2.1. General Conditions of Contract between County & Contractor (Section J)

4.2.2.2. Minority-owned Business Addendum to the General Conditions of Contract between

County & Contractor and its companion document entitled, “Minority, Female, Disabled Person Subcontractor Performance Plan”.

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-91.pdf)

4.2.2.3. Offeror’s Certification of Cost & Price (for contracts above $100,000.)

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf)

4.2.2.4. Wage Requirements Law (WRL) for Services Addendum to the General Conditions of Contract between the County and Contractor and its companion documents entitled, “Wage Requirements Certification”, and “501(c)(3) Non-profit Organization’s http://dat.maryland.gov/businesses/Pages/Frequently-Asked-Forfeiture-Questions.aspx http://www.montgomerycountymd.gov/PRO/Resources/Files/OBRC/PMMD-91.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-92.pdf

Revised 01/2025 8

Employee’s Wage and Health Insurance Form”.

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf)

4.2.2.5. All representations and certifications listed in this document.

4.2.2.6. Mandatory Insurance Requirements.

4.2.2.7. Prevailing Wage Requirements (only for a construction contract between the County and Contractor).

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf)

4.2.2.8. Prevailing Wage Local Hiring Report (if applicable).

(http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf)

4.2.2.9. Prevailing Wage Law Local Hiring Attestation (if applicable).

(http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf)

4.2.3. Determination of Responsibility

4.2.3.1. The Offeror has the burden of demonstrating, affirmatively, its responsibility in connection with this solicitation. A debarred potential offeror must automatically be considered non-responsible in connection with this solicitation. The County reserves the right to consider an offeror non-responsible who has previously failed to perform properly or to complete contracts, in a timely manner, or if investigation shows the offeror is unable to perform the requirements of the contract. An offeror may be requested at any time by the Director, Office of Procurement or the Using Department to provide additional information, references and other documentation and information that relate to the determination of responsibility. Failure of an offeror to furnish requested information may constitute grounds for a finding of non-responsibility of the prospective offeror.

4.2.3.2. The Director may deny the award, renewal, or assignment of a contract to or for any offeror who is in default of payment of any money due the County.

4.2.3.3. The factors that may be considered in connection with a determination of responsibility include, but are not limited to:

4.2.3.3.1. The ability, capacity, organization, facilities, and skill of the offeror to perform the contract or provide the goods, services, or construction (“work”) required.

4.2.3.3.2. The ability of the offeror to perform the contract or provide the work within the time specified without delay, interruption or interference.

4.2.3.3.3. The integrity, reputation and experience of the offeror and its key personnel.

4.2.3.3.4. The quality of performance of previous contracts or work for the County or other entities. Past unsatisfactory performance, for any reason, is sufficient to justify a finding of non-responsibility.

4.2.3.3.5. The offeror’s previous and existing compliance with laws and ordinances relating to the contract or work.

4.2.3.3.6. The sufficiency of financial resources of the offeror to perform the contract or provide the work.

4.2.3.3.7. The certification of an appropriate accounting system, if required by the contract type.

4.2.3.3.8. Past debarment or suspension by the County or other governmental entity.

4.2.4. Joint Procurement

4.2.4.1. The following entities within Montgomery County must be able to purchase directly from any contract resulting from this Solicitation:

4.2.4.1.1. Maryland-National Capital Park & Planning Commission (M-NCPPC).

4.2.4.1.2. Montgomery College (MC).

4.2.4.1.3. Montgomery County Public Schools (MCPS).

http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-185.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-195.pdf http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-196.pdf

Revised 01/2025 9

4.2.4.1.4. Montgomery County Revenue Authority.

4.2.4.1.5. Montgomery County Housing Opportunities Commission (HOC).

4.2.4.1.6. Washington Suburban Sanitary Commission (WSSC); and

4.2.4.1.7. Municipalities & Special Tax Districts in Montgomery County.

4.2.4.2. While this RFP is prepared on behalf of Montgomery County, it is intended to apply for the benefit of the above-named entities as though they were expressly named throughout the document. Each of these entities may purchase from the successful vendor under the same prices and goods and/or services of the contract with Montgomery County, in accordance with each entity's respective laws and regulations, or an entity may choose not to procure from the successful bidder at the entity's sole discretion. If one of the above-named entities elects to purchase under the contract, the price shall be determined by using unit costs and other pertinent costs that are provided in the bid. Montgomery County shall not be held liable for any costs, payments, invoices, or damages incurred by the above jurisdictions. Each entity above will be solely responsible for and contract directly with the bidder under the entity’s own procurement laws and regulations. ANY SPECIAL DISCOUNTS UNIQUE TO A PARTICULAR ENTITY (e.g. Montgomery County Public Schools educational discounts) SHOULD BE OFFERED TO THAT ENTITY.

4.2.5. Late Proposals

4.2.5.1. Proposals in response to this solicitation received after the due date and time specified in the solicitation are considered late and will not, under any circumstances, be considered for any award resulting from the Solicitation.

4.2.6. Minority, Female, Disabled Person Program Compliance

4.2.6.1. Under County law, this solicitation is subject to the Montgomery County Code (Part II.

Chapter 11B.Article XIV) and the Montgomery County Procurement Regulations (COMCOR 11B.00.01.07) regarding participation in the Minority-Female-Disabled Person (MFD) procurement program.

4.2.6.2. Information regarding the County’s MFD program can be found on the Office of Procurement website at: (www.montgomerycountymd.gov/MFD)

Entitled “Minority-owned Business Addendum to the General Conditions of Contract between County and Contractor”.

4.2.6.3. The companion document entitled “Minority, Female, disabled Person Subcontractor Performance Plan” can be found on the Office of Procurement website at:

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf).

4.2.7. Montgomery County Code and Procurement Regulations

4.2.7.1. The Montgomery County Code and the Montgomery County Procurement Regulations are applicable to this solicitation and any contract awarded pursuant to this solicitation.

4.2.8. Payment Terms

4.2.8.1. The County’s payment terms are net thirty (30) days.

4.2.8.2. The County is expressly permitted to pay the vendor for any or all goods, services, or construction under the contract through either a procurement card (“p-card”) or a Single Use Account(“SUA”) method of payment, if the contractor accepts the noted payment method from any other person. In that event, the County reserves the right to pay any or all amounts due under the contract by using either a p-card (except when a purchase order is required) or a SUA method of payment, and the contractor must accept the County’s p-card or a SUA method of payment, as applicable. Under this paragraph, contractor is prohibited from charging or requiring the County to pay http://www.montgomerycountymd.gov/MFD http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-65.pdf

Revised 01/2025 10 any fee, charge, price, or other obligation for any reason related to or associated with the County’s use of either a p-card or a SUA method of payment.

4.2.9. Prevailing Wage (County Code Sections 11B-33-C and 20-75)

4.2.9.1. The Prevailing Wage Law applies to all construction contracts and to mechanical systems services contracts that meet minimum threshold contract values. Unless otherwise excluded by County law, a County-financed construction contract and a mechanical systems service contract that meet minimum threshold contract values are subject to the Montgomery County Code regarding compliance with the prevailing wage paid to construction workers, as established for the County by the Maryland State Commissioner of Labor and Industry. Additional information regarding the County’s prevailing wage requirements can be reviewed at:

(www.montgomerycountymd.gov/PrevailingWage).

4.2.9.2. An aggrieved employee is a third-party beneficiary of this Contract, and the employee may, by civil action, recover the difference between the prevailing wage for the type of work performed and the amount actually received, with interest and a reasonable attorney’s fee.

4.2.10. Qualification of Offerors

4.2.10.1. Offerors may be required to furnish satisfactory evidence that they are qualified dealers or manufacturers of the items listed, or are regularly engaged in performing the services for which they are submitting a proposal, and that they maintain a regularly established place of business.

4.2.10.2. An authorized representative of the County may visit any prospective contractor's plant, place of business or place where the services are performed to determine ability, capacity, reliability, financial stability and other factor(s) necessary to perform the contract.

4.2.10.3. Upon the County’s request, an offeror must submit information about its reputation, past performance, business and financial capability, and other factors to demonstrate that the offeror is capable of satisfying the County’s needs and requirements for this solicitation.

4.2.11. Services Contract (County Code 11B-33A)

4.2.11.1. Under County law, a solicitation for a contractor to provide services is subject to the Montgomery County Code regarding compliance with certain wage requirements related to wage amounts that contractor must pay its employees. If an offeror fails to submit and complete the required material information on the Wage Requirements Certification form, its proposal may be deemed unacceptable and rejected under County law.

4.2.11.2. Information regarding the County’s Wage Requirements Law (WRL) can be found on the Office of Procurement website at: (www.montgomerycountymd.gov/WRL).

Contractor must comply with the “Wage Requirements Law (WRL) for Services Contracts Addendum to The General Conditions of Contract between County and Contractor”, which can be found included with the Wage Requirements Certification form at the website below.

4.2.11.3. The companion document entitled “Wage Requirements Certification” form can be found on the Office of Procurement website at:

(www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf).

http://www.montgomerycountymd.gov/PrevailingWage http://www.montgomerycountymd.gov/WRL http://www.montgomerycountymd.gov/PRO/Resources/Files/SolForm/PMMD-177.pdf

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4.3. Notices

4.3.1. Proprietary & Confidential Information

4.3.1.1. This is to notify prospective offerors that the County has unlimited data rights regarding proposals submitted in response to its solicitations. “Unlimited data rights” means that Montgomery County has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display publicly any information submitted by offerors in response to this or any solicitation issued by the County. However, information that is deemed to be confidential commercial or financial information, as defined by the Maryland Information Act (MPIA), Md. Code Ann., Gen. Prov. §§ 4-101 through 4-601, will be exempted from disclosure if the offeror can show that release of such information would cause substantial competitive harm to the offeror.

4.3.1.2. It is the responsibility of the offeror to clearly identify each part of the offer that it believes is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with large boldface letters stating the words "confidential" or “proprietary.” However, the County, by law, must apply the MPIA’s requirements for public information disclosure deemed proprietary and confidential;

therefore, even information marked as such by the Offeror may still require public disclosure.

4.3.1.3. The offeror agrees, with regard to any portion of the proposal that is not stamped as proprietary or confidential, that it expressly permits the County to deem it not to be proprietary or confidential, and to release the information to the public in accordance with the MPIA.

4.3.2. Protests

4.3.2.1. Any Offeror who is aggrieved (see 4.3.2.5 below) may file a protest. Any Offeror who is aggrieved in connection with a formal solicitation must deliver a written protest to the Director, Office of Procurement: (a) within ten (10) days after the Director, Office of Procurement, publicly posts the proposed contract award, if the offeror seeks as a remedy the award of the contract or costs under Section 11B-36(h) of the Montgomery County Code, or (b) before the solicitation proposal submission due date and time, if the offeror seeks as a remedy the cancellation or amendment of the solicitation.

4.3.2.2. Each protest must contain a protest filing fee in the amount of $500 (US currency). If the fee is paid by check, the check must be made out to “Montgomery County Government”.

4.3.2.3. The Director, Office of Procurement, may return the filing fee to the protesting offeror, if the protest is sustained.

4.3.2.4. The Director, Office of Procurement, must dismiss any protest not timely received.

4.3.2.5. Only an offeror who is “aggrieved” may file a protest. “Aggrieved” means that the offeror who files the protest can demonstrate it may be eligible for an award of the contract if the protest is sustained.

4.3.2.6. Each protest must contain the following:

4.3.2.6.1. Identification of the solicitation;

4.3.2.6.2. Offeror Name;

4.3.2.6.3. Offeror Address;

4.3.2.6.4. Offeror Email Address;

4.3.2.6.5. Offeror Telephone Number;

4.3.2.6.6. Statement supporting that the Offeror is aggrieved;

4.3.2.6.7. Specification of all grounds for the protest;

4.3.2.6.8. Submission of detailed facts and all relevant documents;

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4.3.2.6.9. Citation to relevant language in the solicitation, regulations, or law relied upon; and,

4.3.2.6.10. All other matters which the Offeror contends support its protest

4.3.2.7. The burden of production of all relevant evidence, data, and documents, and the burden of persuasion, to support the protest is on the offeror making the protest.

4.3.3. Public Posting

4.3.3.1. It is the responsibility of the offeror, per Section 3.2.2 of the Procurement Regulations, to keep informed of the current status of any proposed award for a contract in which the offeror is interested.

4.3.3.2. Of particular importance is the fact that the notice of a decision to make an award will be accomplished by a public posting of the proposed awardee(s).

4.3.3.3. Information regarding the proposed award under this solicitation, or any solicitation issued by the Montgomery County Office of Procurement, will be posted on Montgomery County’s website at:

https://www.montgomerycountymd.gov/PRO/solicitations, and at the Office of Procurement, 27 Courthouse Square, Suite 330, Rockville, Maryland 20850.

4.3.4. Solicitation Preparation Expenses

4.3.4.1. All costs incurred in the preparation and submission of an offeror’s proposal will be borne by the offeror and shall not be incurred in anticipation of receiving reimbursement from the County.

4.3.5. Tie Scoring

4.3.5.1. In case of a tie in the numerical Qualification and Selection Committee scoring, the tie will be resolved by offering the proposed contract to the offeror who has its principal place of business in Montgomery County, Maryland. If there is a tie between two or more offers, each of whom have its principal place of business in Montgomery County, Maryland, then the tie will be resolved in accordance with the criteria stated under Procurement Regulation 4.1.2.4(f); See Procurement Regulations at:

(https://www.montgomerycountymd.gov/pro/vendor-resources/faq.html)

4.3.6. Verbal Explanations

4.3.6.1. Verbal explanations or instructions given by a Montgomery County employee to an offeror in regard to this or any other solicitation will not be binding on the County.

4.3.7. Health Insurance Preference

4.3.7.1. Only a proposal from a Certified Small Business with Health Insurance that submits a certificate issued by Montgomery County Department of Health and Human Services at the date and time of proposal submission will received a % evaluation factor that will be utilized to recalculate an Offeror’s QSC written or interview score(s) for the Method of Award process, in accordance with the criteria stated under Procurement Regulation 11B.77.01.06; See Procurement Regulations at:

https://www.montgomerycountymd.gov/PRO/vendor-resources/laws-regulations.html

4.3.8 Local Business Preference

4.3.8.1 Only an Offeror who: (1) has a valid local business certification when the business submits a timely proposal; or (2) has applied for local business certification prior to the due date/time to submit a proposal, will receive an evaluation factor worth 10% of the total points under an RFP, in accordance with Executive Regulations 13-20. Also, refer to: https://www.montgomerycountymd.gov/PRO/dbrc/local-business-preference.html.

https://www.montgomerycountymd.gov/PRO/solicitations https://www.montgomerycountymd.gov/pro/vendor-resources/faq.html https://www.montgomerycountymd.gov/PRO/vendor-resources/laws-regulations.html https://www.montgomerycountymd.gov/PRO/dbrc/local-business-preference.html https://www.montgomerycountymd.gov/PRO/dbrc/local-business-preference.html

Revised 01/2025 13

4.3.9 Veteran Owned Business Preference

4.3.9.1 Verified Veteran Owned businesses will receive additional evaluation points worth 5% of the total available points for proposals submitted under the LSBRP. Only an Offeror who has a valid veteran-owned or service-disabled veteran-owned business certification prior to the due date/time of the solicitation will receive an evaluation factor worth 5% of the total points under this RFP, in accordance with 11B-66A. Also, refer to Local Small Business Reserve Program, Montgomery County Office of Procurement, Montgomery County, MD.

END SECTION A - INSTRUCTIONS, CONDITIONS AND NOTICES

Revised 01/2025 14

5. SECTION B - SCOPE OF SERVICES

5.1. Background

The Community Engagement Cluster is issuing a Request for Proposal (RFP) for website development services for the Montgomery County Urban Districts, focusing on flagship programs WheatonMd.org and SilverSpringDowntown.com, with flexibility to expand to other urban districts.

The Montgomery County Urban districts, situated in the business districts of Wheaton, Bethesda, Silver Spring, and Friendship Heights, are established to enrich and invigorate urban areas through a multifaceted approach. These districts prioritize the maintenance of streetscape aesthetics and amenities, fostering inviting public spaces for residents and visitors alike. Primarily serving the property and residents within their boundaries, urban districts complement county-wide services while also extending benefits to neighboring areas with shared economic interests, thus playing a vital role in enhancing the vibrancy and prosperity of urban centers.

As we embark on this transformative journey to enhance our digital presence, we are seeking a partner who shares our vision of creating dynamic, user-centric online platforms. At the heart of our initiative lies the Urban District goals to promote the vibrant communities of Montgomery County's downtown centers. Through these websites, we aim to showcase the unique cultural heritage, economic opportunities, and community events that define these urban hubs. Our digital platforms will serve as powerful tools for amplifying local businesses, engaging residents, and attracting visitors to experience the rich tapestry of Wheaton and Silver Spring Downtowns.

5.2. Intent

Our goal is to elevate our online presence through a holistic approach, focusing on key components such as content strategy, project management, information design, visual designs, illustrations, search engine optimization (SEO), mobile optimization, and website hosting.

5.3. Scope of Services

5.3.1. WEBSITE DESIGN

The contractor must collaboratively with the designated staff to ensure the websites allow for significant design flexibility—ensuring CEC’s capability to seamlessly incorporate new pages, widgets, plugins, and adapt to future design choices as the organizational needs evolve. We believe that a flexible design is integral to our long-term digital success, allowing for dynamic growth and adaptability in an ever-evolving online landscape.

5.3.2. CONTENT STRATEGY

5.3.2.1. Advise and work with Urban District teams to identify and design most effective content strategy that effectively migrates existing content and provides flexibility to add additional pages and content moving forward The content strategy should serve as the technical blueprint for the digital landscape. It delineates the systematic creation, structuring, and administration of content to meet the Urban District’s precise technical specifications and align with overarching organizational objectives. This encompasses not only engaging copy and compelling visuals, but also an intricately designed website information architecture to optimize user experience. The content strategy ensures the seamless integration of technical components, facilitating an effective digital narrative that resonates with the Urban District target audience.

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5.3.2.2. Develop a robust content strategy tailored to each of the Urban District’s organizational objectives, allowing for variation between districts.

5.3.2.3. Outline a plan for converting, creating, organizing, and managing content.

5.3.2.4. Incorporate SEO best practices to enhance online visibility.

5.3.2.5. Integrate geodatabase support for custom maps, business directories, and calendars.

5.3.3. PROJECT MANAGEMENT

5.3.3.1. The County expects the Contractor to apply a human-centered approach (include data-driven research and stakeholders' engagement), user/customer centric methods, and an agile approach to solutions and communicate findings in a bi-monthly status report.

5.3.3.2. Provide a detailed project plan outlining milestones and timelines for all contracted work.

5.3.3.3. Offer a transparent communication plan to ensure project updates and collaboration.

5.3.3.4. Collaborate with County's in-house staff for wireframing, web design, functionality, programming, database administration, computer and network support services, etc.

5.3.4. INFORMATION DESIGN

5.3.4.1. Create an intuitive information architecture for optimal user experience.

5.3.4.2. Emphasize user-centric design principles to enhance navigation.

5.3.5. VISUAL DESIGNS & ILLUSTRATIONS

5.3.5.1. Craft visually appealing designs that align with the specific Urban District’s brand identity.

5.3.5.2. Emphasize user-centric design principles for enhanced navigation.

5.3.5.3. Include illustrations that complement and enhance the Urban District’s website aesthetics.

5.3.5.4. Design or integrate interactive maps (Google business or other district mapping solutions) incorporating Montgomery County GIS data layers or easy to understand area navigation maps.

5.3.6. SEO IMPLEMENTATION

5.3.6.1. Incorporate SEO best practices to improve search engine rankings.

5.3.6.2. Optimize content and metadata for increased online discoverability.

5.3.7. MOBILE OPTIMIZATION

5.3.7.1. Implement responsive design for seamless user experience across devices.

5.3.7.2. Ensure the website performs optimally on various browsers and screen sizes.

5.3.8. WEBSITE HOSTING AND TECHINICAL SUPPORT

5.3.8.1. Provide website hosting, DNS hosting, technical support.

5.3.8.2. Offer Content Management Software (CMS) with integrated mapping directory and event calendar functionality.

5.3.8.3. Include CMS hosting, website uptime monitoring, CMS uptime monitoring, and SSL

Certificates.

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5.3.9. EVENT MANAGEMENT INTEGRATION

5.3.9.1. Design and develop documentation outlining the event management system, allowing the public to add events with approval.

5.3.9.2. Develop and pull reports on the functionality, user interface, and approval process for added events.

5.3.10. DEPARTMENT OF TECHNOLOGY & ENTERPRISE BUSINESS SOLUTIONS TECHNICAL

REQUIREMENTS

5.3.10.1. The Contractor must provide cloud hosting. We expect this solution to be a single source network for hosting.

5.3.10.2. Modernized Content Management System

5.3.10.3. Improved Self-Service, Website and Brand experience

5.3.10.4. Advanced Search capabilities & Analytics Advanced Security Platform

5.3.10.5. Integration of systems, images, videos, and other media.

5.3.10.6. Contractor must provide the County with web content that complies with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d) and follows the Web Content Accessibility Guideline (WCAG) 2.1 AA.

5.3.10.7. Multi-Lingual

5.3.11. WEBSITE MIGRATION

A critical aspect of this project is the seamless migration of content from our current website to the new platform. We expect offeror’s proposals to outline a well-thought-out and detailed plan and execution strategy for this migration, emphasizing the following:

5.3.11.1. Plan and execute a smooth transition of content from the current website to the new platform.

5.3.11.2. Minimize website downtime and ensure all content is accurately migrated.

5.3.11.3. Provide ongoing support for website migration in the future, especially concerning regularly updating directory content, including new restaurant listings (openings and closings), and enhancing existing directory information. We seek a partner who can provide robust support to maintain the integrity of our digital presence beyond the initial migration.

5.3.12. WEBSITE MAINTENANCE

Ensuring the ongoing health and vitality of the Urban District websites is paramount. The County requires proposals from offerors to include a robust plan for website maintenance, with a focus on:

5.3.12.1. Regular updates to keep the website secure and aligned with the latest industry standards.

5.3.12.2. Monitoring website performance to minimize downtime and swiftly address any issues.

5.3.12.3. Proactive measures to ensure optimal functionality, including plugin and software updates.

5.3.12.4. Timely resolution (maximum 24 hours turnaround time) of any technical glitches or errors to maintain a seamless user experience

5.3.12.5. Future-proofing strategies that consider evolving technologies and design trends.

https://www.montgomerycountymd.gov/TEBS

Revised 01/2025 17

5.4. Contractor’s Qualifications

5.4.1. Experience and Expertise:

5.4.1.1. Minimum of 5 years of experience in website design and development.

5.4.1.2. Proven track record of successfully completing similar projects.

5.4.1.3. Experience working with government and or urban centers.

5.4.2. Portfolio of Past Work:

5.4.2.1. Provide at least 3-5 examples of previous website projects, preferably within our industry.

5.4.2.2. Demonstrated ability to design and develop user-friendly, responsive websites.

5.4.2.3. Template of process, timeline and deliverables

5.4.3. Technical Proficiency:

5.4.3.1. Proficiency in HTML, CSS, JavaScript, and other relevant programming languages.

5.4.3.2. Experience with Content Management Systems (CMS) such as WordPress, Joomla, or

Drupal.

5.4.3.3. Knowledge of SEO best practices and implementation.

5.4.4. Design and User Experience:

5.4.4.1. Strong design portfolio showcasing creativity, originality, and attention to detail.

5.4.4.2. Experience in creating intuitive and engaging user interfaces.

5.4.4.3. Understanding of user experience (UX) design principles and methodologies. Any templates on how user data is collected would be helpful to attach.

5.4.5. Project Management Skills:

5.4.5.1. Ability to develop and adhere to project timelines and deliverables.

5.4.5.2. Effective communication and collaboration skills.

5.4.5.3. Experience with project management tools and methodologies.

5.4.5.4. Assignment of a lead PIO for each UD.

5.4.5.5. Ability to simultaneously support the development of two UD websites at the same time.

5.4.6. References and Client Testimonials:

5.4.6.1. Provide at least 3 client references with contact information. (Attachment A)

5.4.6.2. Positive client testimonials and reviews related to website design and development projects.

5.4.7. Accessibility and Compliance:

5.4.7.1. Familiarity with web accessibility standards (WCAG) and compliance requirements.

5.4.7.2. Experience in implementing accessibility features to ensure the website is accessible to all users.

5.4.8. Support and Maintenance:

5.4.8.1. Offer post-launch support and maintenance services.

Revised 01/2025 18

5.4.8.2. Provide details on support packages, response times, and fees.

5.4.9. Budget and Pricing:

5.4.9.1. Provide a detailed breakdown of project costs, including design, development, and additional services based on the outline scope.

5.4.9.2. Competitive pricing within our budget range.

5.4.10. Legal and Compliance:

5.4.10.1. Compliance with all relevant laws and regulations, including data protection and privacy laws.

5.4.10.2. Clear understanding of intellectual property rights and ownership of website content and design.

5.5. County’s Responsibilities

The County will be responsible for providing support around the following areas:

5.5.1. Project Vision and Goals:

5.5.1.1. Clearly define the project objectives, goals, and target audience.

5.5.1.2. Provide a clear understanding of…