RFP# 202512160 - Digital Communications_Final.docx

STATE OF MAINE

Department of Administrative and Financial Services (MaineIT)

RFP# 202512160

Digital Communication

RFP Coordinator

Submitted Questions Due Date

March 11, 2026, no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT BIDS

D. CONTRACT TERM

E. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. BIDDERS’ CONFERENCE

C. QUESTIONS

D. AMENDMENTS

E. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – TECHNICAL ASSESSMENT FORM

APPENDIX F – PROPOSED SERVICES FORM

APPENDIX G – COST PROPOSAL FORM

APPENDIX H – REQUIRED CAPABILITIES OF THE SOFTWARE FORM

PUBLIC NOTICE

State of Maine Department of MaineIT

RFP# 202512160

Digital communication platform

The State of Maine is seeking proposals for Department of Administrative and Financial Services (DAFS) seeks to procure and implement a digital communication platform to communicate and engage with State of Maine employees, its constituents, and other stakeholders at a variety of levels including but not limited to the delivery of real time messages and alerts.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on March 27, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, have the meanings indicated below:

State of Maine

MaineIT

RFP# 202512160

Digital Communication

PART I INTRODUCTION

A. Purpose and Background

The Office of MaineIT, within the Department of Administrative and Financial Services, is seeking to procure and implement a digital communications platform to support timely and effective communication with State of Maine employees, constituents, and other stakeholders.

This Request for Proposals (RFP) outlines the process for submitting proposals, the criteria for evaluating submissions, and the terms and conditions that will govern the contract between the State of Maine and the selected vendor.

This platform must be capable of delivering real-time messages and alerts and support a range of engagement needs across state agencies.

The desired system should allow agencies to create and manage their own subscriber lists, tailor messages to specific audiences, and deliver content across multiple channels including email, SMS/text, and potentially web and social media integrations. It should also offer tools for analytics, reporting, and message scheduling, and be user-friendly for both technical and non-technical staff

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

Vendors eligible to submit a proposal must offer a commercially available Software as a Service (SaaS) solution for digital communications that is currently operational and in active use by at least one enterprise-scale organization.

D. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for Two (2) or Four (4) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

E. Number of Awards

The Department anticipates making one (1) award as a result of this RFP process.

PART II SCOPE OF SERVICES TO BE PROVIDED

A. Required Capabilities of the Software

1. Messaging and Alerts

a. Bulk sending capability – Awarded Bidder must demonstrate ability to send bulk communications at state scale (millions of messages/year) with deliverability monitoring and bounce/opt-out handling. Send mass notifications across SMS/Text, email, RSS, and social media in real-time.

b. Unlimited email sending with no additional cost for SMS messages.

c. Text-to-subscribe functionality and support for HTML or plain text formatting.

d. Certified delivery and confirmation of email/SMS messages.

e. Real-time resolution services for blocked or undelivered emails.

f. Data-driven targeting for personalized, accessible communications.

g. Communication by criteria (e.g., county, demographics, location).

h. Bulk email list upload/extract for administrators.

i. One-way and two-way communication options, with monitoring tools for incoming messages.

j. Web versions of emails.

k. Test email capability.

l. Ability to set sender name in "From" field.

m. Communication archiving and at least 10 years retention.

n. Open and closed list support with toggling of SMS per list.

o. RSS feed integration for content delivery.

2. Subscription Management

a. Public self-service subscription across multiple devices.

b. Support for user preferences, demographics, and topic selection.

c. Manual add/delete of subscribers by admins.

d. Automatic duplicate email/number removal when sending across lists.

e. Subscriber confirmation emails and welcome messages.

f. Ability to restrict public subscriptions to certain lists.

g. Upload subscribers to new or existing topics from other sources.

h. Restore previously removed subscriptions and address undeliverable messages resulting from email bounces.

i. Enable agency-level control and management of subscriber lists and messaging content

3. Accessibility

a. Fully ADA-compliant communications.

b. Multi-lingual support configurable per-site, per-list, and per-user.

c. Template design & editing – Awarded Bidder must provide an intuitive template editor for email and digital communication, supporting drag-and-drop, HTML editing, and accessibility standards (WCAG/Section 508).

4. Migration and History

a. Support for uploading and migrating existing email/phone data.

b. Maintain communication history for a minimum of 10 years.

c. Seamless migration experience from legacy listserv systems.

5. User Experience & Interface

a. Easy-to-use platform for both subscribers and administrators.

b. Easy-to-use platform to subscribe and unsubscribe.

c. Minimal barriers to sending messages—similar to composing a personal email.

d. Improved modern web interface and default archiver (e.g., Hyper kitty).

e. Quick search capability for archived messages.

f. Clear indication of email delivery and verification of recipient address validity.

6. Customization and Content Management

a. Fully customizable templates for emails, bulletins, and texts.

b. Editable subject lines, sections, formatting, and media (images, tables).

c. Auto-fill table of contents from section titles.

d. HTML link support, captioning, and section dividers.

e. Macros for dynamic content in automated messages.

f. Restrict template creation and editing permissions.

g. Automation & journeys – Vendor must provide automation workflows (journeys, drip campaigns, triggered messaging) configurable without coding.

7. Reporting and Analytics

a. Real-time reports on message performance: open rates, click-throughs, and engagement.

b. Exportable reports in PDF and CSV with customizable columns.

c. Reporting on sent communications and subscription activity.

d. Embedded widgets to display previous bulletins on websites.

e. Scheduled automatic reporting with custom options.

f. Vendor must provide dashboards and exportable reports showing delivery rates, open/click metrics, unsubscribes, and campaign ROI.

8. Scheduling and Automation

a. Ability to schedule send times and redirect links based on user interaction.

b. Support for pre-built templates and automated messaging sequences.

9. Roles and Permissions

a. Granular user roles: account admins, topic admins, and list-specific control.

b. Permissions to restrict access to templates, settings, and lists.

c. Ability to assign lists to specific admins.

10. Integration and Cross-Promotion

a. Integration with agency portals, CRMs, event scheduling tools, and eCommerce platforms.

b. Cross-promotion capabilities between agencies.

c. Tracking and reporting on referral sources for new subscribers.

d. Integrations / API – the awarded Bidder must provide documented APIs and/or connectors (REST/JSON) for integration with MaineIT systems (e.g., Entra ID, CRM, state portals).

e. Solution should provide non-disruptive integration with the State’s enterprise email platform to initiate and receive SMS within existing mail workflows

11. Support and Training

a. The awarded Bidder must provide onboarding and training plans.

b. Responsive customer service with access to knowledgeable representatives.

c. 24/7 system monitoring with business-hours support via phone/email and emergency services.

12. Page Watch and Alerts

a. Set page watch alerts for specific web content changes.

b. Automated email notifications upon detection of updates.

c. High-volume alert capacity with security against abuse.

13. Data Import

a. Ability to import current data into the new system.

b. Moderation, privacy controls, MIME filtering, regex topic filtering.

c. Invitation-based subscriptions and customizable auto-response options.

d. Support for headers and "real name" for members.

e. Virtual hosting and single user accounts managing multiple addresses.

f. Contact management & segmentation – the awarded Bidder must include contact management tools that support importing, deduplication, tagging, and segmentation for targeted communications.

14. Emerging Capabilities

a. AI / GenAI – Bidders should outline AI/GenAI capabilities such as subject line optimization, predictive segmentation, or content recommendations.

15. Security and Compliance

a. Security posture (high level) – Bidders must describe their overall security posture, including certifications (e.g., SOC 2, ISO 27001) and vulnerability management practices.

b. Data classification fit (external comms) – Bidders must demonstrate alignment with Maine OIT Data Classification Policy for external communications (TLP: White/Green).

16. Procurement and Pricing

a. Procurement/legal risks (SOM view) – Bidders must disclose potential procurement/legal risks (e.g., licensing models, contract limitations, indemnification terms).

17. Web Beacon Support The solution must support the use of web beacons (also known as tracking pixels) to detect when users access specific content (e.g., email opens or page views). The system should capture relevant metadata (IP, timestamp, browser/client type, cookies/session ID) and link Web beacon - Wikipedia https://en.wikipedia.org/wiki/Web_beacon

B. Desirable Capabilities

a. Track changes in editing mode

b. Ability to know what email addresses are invalid or unsubscribed prior to sending emails

c. Geo fencing options (delivers messages based on your location)

d. Capable of integrating with Microsoft Office

e. Option to send the last email sent to list after subscribing

f. Bulk email list extract for admins

g. Confirmation of email sent and analytics

C. Training Requirements The awarded Bidder must provide comprehensive training services to support the implementation, adoption, and ongoing success of the digital communication system. These services must include but are not limited to the following:

a. TRAINING SCOPE

i. Deliver initial train-the-trainer sessions tailored for State of Maine administrators and designated superusers.

ii. Provide role-specific training modules (e.g., administrators, topic managers, content publishers).

iii. Offer hands-on training labs or simulated environments for message creation, list management, and analytics reporting.

iv. Ensure that training materials reflect the State’s operational model, branding, and data governance policies.

b. Delivery Methods

v. Include a combination of live (in-person or virtual) instructor-led sessions and on-demand self-paced materials.

vi. Provide recordings of all training sessions for future reference.

vii. Ensure materials are ADA-compliant and accessible across all platforms (e.g., mobile, desktop).

c.Training Materials

viii. Develop and deliver customized training documentation, including quick-reference guides, standard operating procedures, and FAQs.

ix. Include interactive tutorials and video walkthroughs for key system features and workflows.

x. All materials must be maintained and updated regularly in alignment with system updates and enhancements.

d.Support for New Users

xi. Maintain an up-to-date training portal or learning management system (LMS) accessible to new users at any time.

xii. Provide refresher sessions on request and support new hire onboarding with modular training content.

e. Post-Go-Live Training Support

xiii. Offer follow-up sessions within the first 30-, 60-, and 90-days post-implementation to reinforce adoption.

xiv. Provide regular quarterly or semi-annual training opportunities as new features are rolled out.

xv. Assign a training liaison or support team to respond to ongoing questions and support requests.

D. Disaster Recovery Requirements

a. Ensure the proposed Digital communication system includes procedures that, in the event of data loss, at any scale, for any reason, the lost data is recoverable.

b. Ensure the application has a ninety-nine percent (99.9%) uptime, Recovery Time Objective (RTO) of two (2) hours and a Recovery Point Objective (RPO) of one (1) hour.

c. Ensure data recovery is robust, professionally managed, and available 24/7/365.

d. Ensure the proposed Digital communication system has mechanisms required to reconstruct the affected data in the case of a system crash, data destruction, or disaster.

e. Ensure the data recovery program clearly defines all related responsibilities and the proposed assignment to the awarded Bidder and/or State staff.

f. Ensure the system employs redundant storage solutions to protect against data loss because of environmental damage to infrastructure, data corruption, or systems data breach.

g. Develop and implement procedures to ensure that, in the event of a major problem at an installation, test, or production site, a mechanism exists to reconstruct the software tools and the affected data.

h. Ensure the procedures clearly define all related responsibilities and the proposed assignment to the awarded Bidder’s and/or State staff.

E. System Interface Requirements

a. General Systems User Interface (UI) Requirements

b. Implement a user interface that is simple, modern, and reasonably intuitive to users. The UI shall allow each user to access and use each of the tools available to them.

c. Ensure the solution provides users with an in-platform notifications center that houses all appropriate notifications regarding actions taken and triggers or alerts generated on the system.

d. Ensure the notifications feature handles the trigger alerts and automated reports and indefinitely retains them in the solution even if removed from the appropriate user view.

e. Ensure users have the ability to edit their notification settings to reduce or improve the notifications received.

f. Ensure users have the option to remove individual notifications or batch-remove notifications when clearing notifications from the center.

g. Ensure the solution generates a notice to licensees whose licenses are expiring soon, including the cost of renewal.

h. Ensure the solution generates State-user-customized reports as necessary to maintain licensing integrity and to audit licensing requirements.

F. Technical Requirements for SaaS Products

1. Ensure all work delivered by the assigned project team is conducted within the Continental United States.

2. Comply with the entire suite of OIT policies, ensuring special attention is paid to:

a. General Architecture Principles

b. System and Services Acquisition Policy and Procedures (SA-1)

c. Application Deployment Certification Policy

d. Digital Accessibility and Usability Policy

e. Remote Hosting Policy

f. Data Exchange policy

g. Information Security Policy

h. Access Control Policy

i. Access Control Procedures for Users

j. Risk Assessment policy

k. Vulnerability Scanning Procedure

l. Security Assessment and Authorization Policy

m. System and Information Integrity Policy

n. Configuration Management Policy

o. Business Continuity and Disaster Recovery Policy

3. Ensure the proposed solution achieves the NIST 800-53 Rev 5 for the remaining security and privacy control families to a security baseline appropriate to the impact level of the data as determined by the Department, including:

a. Physical and Environmental Protection;

b. Awareness and Training;

c. Planning;

d. Audit and Accountability;

e. Assessment, Authorization, and Monitoring;

f. Personnel Security;

g. PII Processing and Transparency;

h. Contingency Planning;

i. Identification and Authentication;

j. Incident Response;

k. System and Communications Protection;

l. Maintenance;

m. Media Protection; and

n. Supply Chain Risk Management to a security baseline appropriate to the impact level of the data as determined by the agency.

G. Maintenance, Technical Support, and Training Requirements

a. Ensure the annually licensed software includes upgrades and maintenance.

b. Provide train-the-trainer training of the implemented solution to existing State users.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

The Office of State Procurement Services Vendor Self Service System website is found at the link below: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system A copy of the RFP and all associated documents will be published in VSS.

Only documents published in VSS will be considered binding.

Any interested party may view open solicitations in VSS using the Public Access feature.

Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

Vendors must have an active Vendor Code (VC or VS) to contract with the department.

B. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

C. Amendments

All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Proposal Submission

1. Proposals Due

a. Proposal submissions must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

b. Any proposal submissions or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception.

2. Delivery Instructions

a. Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate their submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format:

a. Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

· And all required eligibility documentation stated in PART IV, Section I.

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

· And all required information and attachments stated in PART IV, Section II.

File 3 [Bidder’s Name] – Proposed Services PDF format preferred, and must include:

· Appendix E (Technical Assessment Form)

· Appendix F (Proposed Services Form)

· And all required information and attachments stated in PART IV, Section III.

File 4 [Bidder’s Name] – Cost Proposal PDF format preferred, and must include:

· Appendix G (Cost Proposal Form)

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

3. Eligibility Requirements Bidders must provide documentation to demonstrate meeting eligibility requirements stated in PART I, C. of the RFP.

a. Vendors eligible to submit a proposal must offer a commercially available Software as a Service (SaaS) solution for digital communications that is currently operational and in active use by at least one enterprise-scale organization.

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. Bidders must include three (3) examples of projects which demonstrate their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors Bidders must complete Appendix D (Subcontractors Form) to provide a list that specifies the name, address, phone number, contact person, and a brief description of organizational capacity and qualifications for any subcontractors to be used. If no subcontractors will be used, indicate as such on the form.

3. Organizational Chart Bidders must provide an organizational chart. The organizational chart must include the project being proposed. Each position must be identified by position title and corresponding to the personnel job descriptions.

4. Litigation Bidders must attach a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome.

5. Financial Viability Bidders must provide a current copy of their Dunn & Bradstreet Business Information Report Snapshot.

6. Licensure/Certification Bidders may provide documentation of any applicable licensure/certification or specific credentials that are related to providing the proposed services of the RFP. This documentation may include:

7. Certificate of Insurance Bidders must provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing the Bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

Section III Proposed Services (File #3)

1. Technical Assessment Bidders must complete Appendix E (Technical Assessment Form) to describe the Bidder’s capability to meet the stated requirements and policies identified in this RFP.

2. Services to be Provided Bidders must complete Appendix F (Proposed Services Form) to discuss the Scope of Services referenced above in Part II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

3. Implementation - Work Plan Bidders must provide a realistic work plan for the implementation of the program through the first contract period. The work plan must be displayed in a timeline chart, and concisely describe each program development and implementation task, the month it will be carried out, and the person or position responsible for each task. If applicable, Bidders must identify all tasks to be delegated to subcontractors.

Section IV Cost Proposal (File #4)

1. Cost Proposal Form Bidders must complete Appendix G (Cost Proposal Form).

2. General Instructions

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

b. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in Part IV of the RFP.

2. Scoring Process: For proposals that demonstrate meeting the eligibility requirements in Section I, if applicable, the evaluation team will use a consensus approach to evaluate and score Sections II & III above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections. Section IV, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in the RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 25 points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 25 = pro-rated score

No Best and Final Offers: The State of Maine will not seek or accept a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal.

C. Negotiations

1. The Department reserves the right to negotiate with the awarded Bidder(s) to finalize a contract. Such negotiations may not significantly vary the content, nature, or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested.

2. The Department reserves the right to terminate contract negotiations with an awarded Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP.

3. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion.

D. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of conditional award selection or non-selection will be made in writing by the Department.

3. Issuance of the RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to the RFP, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals or to make multiple awards.

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of conditional contract award.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

1. The awarded Bidder will be required to execute an IT Service Contract (IT-SC) with Confidentiality and Non-Disclosure Agreement (NDA) including appropriate riders as determined by the issuing department. Bidders shall carefully review the IT-SC.

All exceptions will be negotiated between the awarded Bidder(s) and the State. The State will not accept any proposed exceptions as part of this RFP process. The State is not obligated to accept, negotiate, or compromise of any proposed exceptions.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Office of State Procurement Services’ website at the following link: Office of .

2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Procurement Review Committee. Contracts are not considered fully executed and valid until approved by the State Procurement Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i).)

This provision means that a contract cannot be effective until at least 14 calendar days after award notification.

3. The State recognizes that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Procurement Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date listed in the RFP may need to be adjusted, if necessary, to comply with mandated requirements.

4. In providing services and performing under the contract, the awarded Bidder must act as an independent contractor and not as an agent of the State of Maine.

B. Standard State Contract Provisions

1. Contract Administration Following the award, a Contract Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

2. Payments and Other Provisions The State anticipates paying the awarded Bidder on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from the RFP.

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Subcontractors Form

Appendix E – Technical Assessment Form

Appendix F – Proposed Services Form

Appendix G – Cost Proposal

Appendix H - Required Capabilities of the Software Form

APPENDIX A

Department of Administrative and Financial Services

PROPOSAL COVER PAGE

RFP# 202512160

Bidder Name:

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

· This proposal and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

· No personnel currently employed by the Department participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

· No attempt has been made, or will be made, by the Bidder to induce any other person or firm to submit or not to submit a proposal.

· The above-named organization is the legal entity entering into the resulting contract with the Department if they are awarded the contract.

· The undersigned is authorized to enter contractual obligations on behalf of the above-named organization.

To the best of my knowledge, all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

Department of Administrative and Financial Services

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202512160

Bidder Name:

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals and any subcontractors named in this proposal:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

b. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

i. Fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or contract.

ii. Violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification.

d. Have not within a three (3) year period preceding this proposal had one or more federal, state, or local government transactions terminated for cause or default.

e. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

f. Is not a foreign adversary business entity (https://www.maine.gov/oit/prohibited-technologies).

g. Is not on the list of prohibited companies (https://www.maine.gov/oit/prohibited-technologies) or does not obtain or purchase any information or communications technology or services included on the list of prohibited information and communications technology and services https://www.maine.gov/oit/prohibited-technologies (Title 5 §2030-B).

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

Department of Administrative and Financial Services QUALIFICATIONS and EXPERIENCE FORM

RFP# 202512160

Bidder Name:

Present a brief statement of qualifications. Describe the history of the Bidder’s organization, especially regarding skills pertinent to the specific work required by the RFP and any special or unique characteristics of the organization which would make it especially qualified to perform the required work activities. The Bidder may expand this form and use additional pages to provide this information.

Provide a description of projects the Bidder performed which occurred within the past five (5) years and reflect experience and expertise needed in performing the functions described in Part II – Scope of Services to be Provided of the RFP. The Bidder may expand this form and use additional pages to provide this information.

If the Bidder has not provided similar services, note this, and describe experience with projects that highlight the Bidder’s general capabilities.

Project One

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Two

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Three

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

APPENDIX D

Department of Administrative and Financial Services

SUBCONTRACTORS FORM

RFP# 202512160

Bidder Name:

Subcontractors If subcontractors are to be used, Bidders must use the tables below to describe the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications.

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 3

Subcontractor…