RFP 26-10, Fractional IT Leadership

ST. MARY’S COUNTY HEALTH DEPARTMENT

Fractional Information Technology Leadership

REQUEST FOR PROPOSALS (RFP)

RFP 26-10

OVERVIEW

The St. Mary’s County Health Department (SMCHD) is issuing this RFP 26-10 to identify a consultant to provide temporary, short term, fractional information technology, (IT) leadership to guide the implementation of an IT Modernization Roadmap previously developed by another vendor. The consultant will provide strategic direction to agency leadership on implementing governance structure, cybersecurity activities, and support execution of modernization initiatives across technology, data, infrastructure and operations.

SMCHD does not define “consultant” as a specific entity type. For the purposes of this RFP, a consultant may be an individual, team or an organization. SMCHD will defer to the applicant to outline a staffing structure that will achieve the scope of work in the available time.

The contract and work will begin upon award and run through June 30, 2026. No extensions are planned at this time.

ELIGIBILITY REQUIREMENTS

To apply for this RFP, an organization must:

● Be experienced working with government organizations on IT modernization efforts.

● Demonstrate success in:

○ Technology leadership

○ Cybersecurity leadership

○ Governance, risk and compliance

● Understand confidentiality and regulatory requirements applicable to local health departments including HIPAA, 42 CFR Part 2 and relevant state and federal laws.

● Have the resources and staff to fulfill the requirements and agreed-upon timelines.

● Willing to perform all work using SMCHD issued laptop(s). Must return equipment within 30 days of contract ending.

● SMCHD does not define “consultant” as a specific entity type. For the purposes of this RFP, a consultant may be an individual, team or an organization. SMCHD will defer to the applicant to outline a staffing structure that will achieve the scope of work in the available timeline.

● Be in good standing with the state of Maryland.

SCOPE OF WORK

Consultant will provide fractional IT leadership to guide implementation of the existing IT Modernization Roadmap. Work will include strategic oversight, governance development, cybersecurity guidance, and support for agency leadership and staff as they execute modernization activities. All work must be performed using the state issued laptop.

Consultant must attend:

● On-site kick off meeting with system review

● Additional in person meetings as needed

● Monthly executive team briefings as requested

All other work may be completed virtually unless onsite work is preferred by the consultant.

Project deliverables include:

1. Project Initiation

1.1 Services

1.1.1 Participate in on-site kick off meeting

1.1.2 Review the existing IT Modernization Roadmap and all relevant background materials

1.1.3 Establish communication protocols, reporting cadence and engagement structure

1.2 Deliverables

1.2.1 Kickoff Meeting Summary and Workplan outlining project approach, roles, communication methods and initial priorities

1.2.2 Refined implementation schedule aligning roadmap items with timelines, staffing and dependencies

2. Governance & Leadership Deliverables

2.1 Services

2.1.1 Provide strategic IT leadership to guide modernization activities

2.1.2 Develop or refine IT governance structures and decision making processes

2.1.3 Advise on IT budget, resource allocation, and project prioritization

2.1.4 Identify and track IT and cybersecurity risks

2.2 Deliverables

2.2.1 IT Governance framework including decision structures, project prioritization criteria, and an intake process for new initiatives

2.2.2 Updated or new policies and standards as needed

2.2.3 IT Risk Register- documenting any identified risks and mitigation recommendations

3. Roadmap Execution Oversight

3.1 Services

3.1.1 Translate the IT Modernization Roadmap into actionable workstreams and tasks

3.1.2 Provide direction and support to agency staff implementing roadmap activities

3.1.3 Monitor progress and resolve barriers to implementation

3.2 Deliverables

3.2.1 Roadmap implementation plan that breaks initiatives into tasks, owners and milestones

3.2.2 Staff guidance documentation, summarizing direction provided to agency staff and progress on tasks

3.2.3 Status summary for each roadmap initiative

4. Technical & Operational Guidance

4.1 Services

4.1.1 Validate or refine the prior current-state assessment

4.1.2 Provide guidance on IT architecture, system integration, and hosting/storage modernization

4.1.3 Evaluate tools, processes, and resource needs to improve operational efficiency

4.2 Deliverables

4.2.1 Modernization prioritization guidance, ranking initiatives based on impact, readiness, cost and risk.

4.2.2 System Integration Planning- provide high level guidance on data flows, interfaces and integration priorities

5. Cybersecurity Guidance

5.1 Services

5.1.1 Assess cybersecurity posture using applicable frameworks (NIST)

5.1.2 Review and advise on incident response, business continuity and disaster recovery capabilities

5.2 Deliverables

5.2.1 Cybersecurity gap analysis- Understand current cybersecurity posture and make recommendations to maximize protections within limitations of local/state government hybrid.

5.2.2 Updated incident response and disaster recovery recommendations aligned with recognized standards

6. Data & Analytics Support

6.1 Services

6.1.1 Support development of data governance, quality and management processes

6.1.2 Provide guidance on data warehousing, integration and reporting improvements

6.2 Deliverables

6.2.1 Data management framework including governance, quality standards and data ownership roles

6.2.2 Data integration and warehousing plan summarizing recommended approach for consolidation, reporting and analytics

7. Reporting and Communication

7.1 Services

7.1.1 Provide ongoing communication and participation in meetings as required

7.1.2 Prepare periodic status updates for project management and agency leadership team

7.2 Deliverables

7.2.1 Bi weekly progress reports

7.2.2 Monthly executive briefings

8. Contract Closeout

8.1 Services

8.1.1 Support transition and knowledge transfer at contract conclusion

8.1.2 Document lessons learned and outstanding needs

8.2 Deliverables

8.2.1 Agency Data Modernization strategic plan

8.2.2 Final project summary including progress made and outstanding items to be addressed in priority

8.2.3 Knowledge transfer materials including SOP’s, process documents, decision logs or other resources needed for project continuity.

OTHER WORK REQUIREMENTS

Consultant will be issued a SMCHD laptop(s) with a State of Maryland google account. All work, data and communication (excluding telephone communication) shall be performed utilizing this issued laptop. At the completion of this contract, all SMCHD issued equipment must be returned within 30 days. If equipment is not returned, the total cost of the equipment will be owed to SMCHD. Payment for these items will be made via the holding of funds from the final payment. Final invoice payment will not be released until all equipment is returned.

During the performance of this contract, all equipment must be retained in the United States of America.

No work shall be authorized to be performed outside of the United States of America during this contract.

All data must be retained within the United States of America and comply to all MDH and SDI policies.

BACKGROUND

Public health across the United States is undergoing data and systems modernization efforts. SMCHD is leading the initiative at the local level to improve timely access to accurate data to improve surveillance, and data driven decision making. With data at the core of public health, these efforts will allow SMCHD to achieve the goal of improving the health of all who live and work in St. Mary’s County,MD.

Located in Southern Maryland, SMCHD’s mission is to protect and promote the health of all those who live and work in St. Mary’s County. SMCHD has 7 divisions that provide a variety of services to the community. The Divisions include Behavioral Health, Clinical Services, Community Engagement and Policy, Environmental Health, Health Promotions and Community Services, Operations, and Preparedness and Response. SMCHD participated in an agency-wide systems analysis in 2025 and received a roadmap to improve the infrastructure and prepare SMCHD for next steps in data modernization efforts. This RFP will provide leadership guidance on implementing the roadmap to improving the infrastructure with focus on longer term modernization goals. This project will be supported with the addition of a Data Engineer and Data Modernization Project Manager to the SMCHD team.

Recommendations received from the 2025 Strategic Technology Assessment include:

1. Build out the current IT team to manage IT governance, program and project management, IT FP&A, IT strategy and planning.

2. Create a venue to work towards improving IT solutions to align and support organizational goals.

3. Develop and implement a comprehensive data strategy to address internal and external data needs.

4. Optimize current IT systems to improve operational efficiency and support strategic decision making

5. Manage change management

6. Implement cybersecurity and risk management program

7. Develop and implement vulnerability and remediation plan

8. Develop and practice an incident response plan

9. Streamline IT service delivery

10. Cloud first strategy

PROPOSAL PROCESS

Proposals submitted in response to this request will be evaluated by a committee using a two-step process. During the first step the committee will review and rank all proposals based on technical qualifications.

All responding Technical Proposals will be reviewed and graded based on the below outlined categories.

Technical Proposals will be evaluated utilizing the following criteria and as identified in Attachment A:

Category Points Possible

1 Expertise, Experience & Capacity

2 Project Approach 10

3 Performance and outcome indicators

4 Project Timeline 20

Submitted proposals deemed qualified will then have pricing evaluated, with a maximum of 15 points available. Proposals will be deemed qualified by Scoring a minimum 65 out of 85 during the technical evaluation.

INVOICING

Invoices for work, services, and items not on the project timeline and/or not approved by SMCHD may result in the denial of further funding. The awardee must provide receipts and/or other documentation of expenditures. Receipts and proof of payment will be required for reimbursement.

Invoices are to be submitted monthly as agreed upon in the service contract by the 15th of the month following the end of the invoicing period to:

Accounts Payable Smchd.ap@maryland.gov

AGREEMENT

The Awardee shall enter into a Grant Agreement and Business Associate Agreement with SMCHD. A blank Grant Agreement and Business Associate Agreement is provided (attachments 4 and 5). By submitting a response to this RFP, you are agreeing to the terms and conditions outlined in the attached agreements and are agreeing to enter into the Grant Agreement and Business Associate Agreement upon award.

AWARD

The Offeror with the highest overall score will be selected to participate in this Contract, pending availability of budget.

AUDITING/MONITORING

Auditing/monitoring ensures compliance with applicable regulations, laws, and contract requirements.

Selected Awardee agrees as per State of Maryland Department of Health (MDH) Local Health Department Funding Systems Manual section 2180.04 to be audited upon request by the MDH Chief, Audit Division, or by the St. Mary’s County Health Department Fiscal Chief.

TERMINATION FOR NON-PERFORMANCE

Any Agreement resulting from this RFP may be terminated by either SMCHD or the Awardee by giving thirty (30) day's written notice to the other party.

If the Awardee fails to fulfill in a timely and proper manner its obligations under the Agreement, or if the Awardee shall violate any terms of the Agreement, the SMCHD, at its sole discretion, may immediately terminate the Agreement by giving written notice to the Awardee.

mailto:Smchd.ap@maryland.gov

REQUESTS FOR INFORMATION/INQUIRIES

If any person contemplating submitting a Proposal in response to this RFP, is in doubt to its true meaning, is seeking clarification, has any inquiries or any general questions, they must be submitted in writing to the Procurement Team @ smchd.contracts@maryland.gov. All submissions are due seven (7) calendar days prior to the date and time of the solicitation due date, unless otherwise addressed in an addendum.

In response to requests properly received, the Procurement Team will issue a written response providing determination, interpretation or approval. Every such written response shall be an Amendment to this Solicitation and shall be posted in accordance with SMCHD Procurement Policy.

APPLICATION DEADLINE AND SUBMISSION

Proposals submitted in response to RFP # 26-10, Fractional IT Leadership Consultant must be submitted by 3:00 PM Eastern Standard Time on February 13, 2026 application instructions are in Attachment 1.

Submit via email one copy of the Technical Proposal and Pricing Proposal as separate files. Reference Check form (Attachment 2) shall be included in the Technical Proposal. Cover page (Attachment 3) shall be submitted as page one of both the Technical Proposal and Pricing Proposal. Submission shall be made with the subject line “Response to RFP #26-10” to smchd.contracts@maryland.gov.

Proposals received after 3:00 PM Eastern Standard Time on January 09, 2026 will not be considered for review. Faxed, mailed or delivered proposals will not be accepted.

mailto:smchd.contracts@maryland.gov mailto:smchd.contracts@maryland.gov

Attachment 1

Fractional IT Leadership

RFP 26-10

APPLICATION INSTRUCTIONS

Technical Proposals and pricing proposals must be submitted in accordance with RFP —, Information Technology Consultant, APPLICATION DEADLINE AND SUBMISSION.

TECHNICAL PROPOSALS

Technical Proposals in response to the RFP 26-07, Fractional Information Technology Leadership, must not exceed 20 single-spaced pages using 12-point font in Times New Roman. Please use headings that correspond to the evaluation criterion outlined below. Please provide detailed information in your narrative to address all the elements in the evaluation criteria listed below:

1. Expertise, Experience & Capacity: Description of Expertise, Experience & Capacity to provide services as described.

a. References: Provide sufficient information to allow SMCHD to obtain references related to at least three

(3) similar projects that the Offeror has completed that illustrate the ability to perform the services outlined in this RFP. For each reference please include the following information:

i. Project Name and Location

ii. Name, physical and email address and the telephone number of the owner’s representative for the project;

iii. Scope of services provided and duration (month/year of start and month/year of completion date (if applicable) of the project;

iv. Any supplemental information relative to your projects and this RFP.

2. Project Approach: Describe the approach and strategies that will be utilized to achieve the goals of this project.

3. Performance & Outcome Indicators: Identify performance and outcome indicators that will be utilized to monitor and evaluate the effectiveness of the work being performed and how these indicators will be collected, analyzed and presented.

4. Project Timeline: Clear and concise timeline with descriptions for the implementation of project milestones.

5. Attachments (Not Scored)

a. Attachment 2, APPLICATION COVER PAGE must be included as page one of the submitted Technical

Proposal.

b. Attachment 3, Contractor/Subcontractor’s Certification of Compliance with Maryland Sex Offender Law must be included in the submitted Technical Proposal.

i. Attachment 2 and 3 will not count towards the overall page length of the Technical Proposal.

PRICING PROPOSALS

SMCHD is requesting a line item budget and budget narrative be submitted.

Attachment 2, APPLICATION COVER PAGE must be included as page one of the submitted Pricing Proposal.

Line-Item Budget and Budget Narrative:

a. Line-Item Budget for FY2026 (January 5, 2026 - June 30, 2026) Budget should align with the proposed activities.

b. Budget Narrative describing the funding needed to support the proposed project.

*Note that the contractor will be required to enter this information into DHMH Form 432 upon award.

The pricing proposal must outline all applicable charges and fees associated with this work.

ATTACHMENT 2

Fractional IT Leadership Request for Proposals

RFP ____

Experience Record

Please include the following information: Contracting Entity, Location or Work, Description of Work, Start Date, End Date, and Point of Contracts information (Name, Phone Number and Email)

If more than one sheet is required, Bidder may attach multiple experience record attachments as needed.

Contracting Entity:

Location of Work:

Description of Work:

Start Date: End Date:

POC Information

Name:

Phone Number:

Email Address:

Location of Work:

Description of Work:

Start Date: End Date:

POC Information

Name:

Location of Work:

Description of Work:

Start Date: End Date:

POC Information

Name:

Attachment 3

Fractional IT Leadership

RFP – –

APPLICATION COVER PAGE

ORGANIZATION INFORMATION:

LEGAL NAME: ____________________________________________________________________________

FEDERAL ID #: ____________________________________________________________________________ (or SS # if Applicable)

ADDRESS: ____________________________________________________________________________

ADDRESS 2: ____________________________________________________________________________

City, State, Zip: ____________________________________________________________________________

Office Phone Number: ____________________________________________________________________________

Contact Person 1: Title:

Email:

Phone:

Contact Person 2: Title:

Email:

Phone:

Acknowledgment of Amendments:

The offeror acknowledges receipt of amendments to the Solicitation:

Amendment Number: Date:

I DO SOLEMNLY DECLARE AND AFFIRM THAT THE CONTENTS OF THIS APPLICATION ARE TRUE AND CORRECT

TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF.

Printed Name Title

Signature Date