RFP_WS2154508994_IT_Service_Desk_11.10.26 Final.pdf

OFFICE OF PROCUREMENT

BUSINESS SERVICES DIVISION

REQUEST FOR PROPOSAL WS2154508994

ISSUE DATE: NOVEMBER 10, 2026

PRINCE GEORGE’S COUNTY, MARYLAND

OFFICE OF INFORMATION TECHNOLOGY

ENTERPRISE IT SERVICE DESK MANAGED SERVICES

ELIGIBILITY. Only firms certified by the County as a County-Based Business (CBB), County-Based Small Business (CBSB), County-Based Minority Business Enterprise (CBMBE), or County-Based Small Minority Business Enterprise (CBSMBE) may submit a proposal as the prime contractor.

SUPPLIER UTILIZATION. A fifteen percent (15%) CBMBE supplier utilization requirement applies to all Offerors. Self-performance by the prime contractor shall not be counted toward the 15% requirement.

SUBMISSION. All proposals shall be submitted electronically in the SPEED eProcurement Platform.

Hard copy, hand-delivered, e-mail, and facsimile proposals will not be accepted.

https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158

PRINCE GEORGE’S COUNTY GOVERNMENT

Office of Procurement

Dear Potential Contractor, Thank you for your interest in this Prince George’s County, Maryland procurement. We look forward to a competitive and successful procurement process.

Please carefully review the response submission requirements outlined in this solicitation. All instructions must be followed precisely, as any misinterpretation or failure to comply may result in your submittal being deemed non-responsive.

Any changes to this solicitation will be issued exclusively through written amendments with notifications sent electronically to suppliers registered to receive updates to this solicitation. In addition, all amendments are posted on the SPEED eProcurement Platform and eMaryland Marketplace Advantage (eMMA). Contractors are responsible for reviewing all amendments and complying with the instructions, as well as those included in the original solicitation. It is the responsibility of all potential Contractors to monitor the referenced platforms for updated information prior to submitting a response.

Should you have any questions, please contact the Procurement Officer identified in this solicitation.

Also visit our website on How to Do Business with Prince George’s County to find information about registration, certification, and other procurement opportunities.

Thank you for your continued interest in doing business with Prince George’s County Government.

Sincerely, Alice M. Williams Alice M. Williams Office of Procurement Director and Purchasing Agent https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://emma.maryland.gov/ https://emma.maryland.gov/ https://www.princegeorgescountymd.gov/departments-offices/procurement/doing-business-prince-georges-county

PRINCE GEORGE’S COUNTY, MARYLAND GOVERNMENT

OFFICE OF PROCUREMENT

SOLICITATION KEY INFORMATION SUMMARY SHEET

Solicitation Name Prince George’s County, Maryland Office of Information Technology Enterprise IT Service Desk Managed Services

Solicitation Number WS2154508994 Solicitation Type Request for Proposal (RFP) Issue Date November 10, 2026 Pre-Proposal Conference November 19, 2026, 11:00 a.m. Eastern Time, Microsoft Teams

(attendance is not mandatory) Join:

https://teams.microsoft.com/meet/2195068268638677?p=ZuOAyDxayr gIz5CBmC Meeting ID: 219 506 826 863 867 7 Passcode: B9D37Dv6 Dial in by phone +1 240-673-1195,,745801633# United States, Bethesda Phone conference ID: 745 801 633# Confirm intent to attend by e-mail to dford2@co.pg.md.us.

Questions Due November 23, 2026, 11:00 a.m. Eastern Time Submit all questions through SPEED. Answers will be posted in

SPEED.

Closing Date and Time December 17, 2026, 4:00 p.m. Eastern Time Submission All proposals shall be submitted electronically in SPEED as two separate files: Volume I, Technical Proposal, and Volume II, Price Proposal (Section 5).

Contractor registration details and frequently asked questions are available in SPEED.

Contract Type Firm-fixed price, stated as an annual price for each contract year and payable in twelve (12) equal monthly installments (Section 1.2)

Contract Term Two (2) year base period and two (2) one-year option periods (Section 1.6)

Evaluation and Award Single award on a best value basis. Technical factors are scored (100 points). Price is evaluated but not scored. Statutory preference points apply (Section 6).

Eligibility Restricted to certified CBB, CBSB, CBMBE, and CBSMBE firms as prime contractor. 15% CBMBE supplier utilization requirement (Section 2).

Procurement Officer Donna Ford, Procurement Officer Office of Procurement Business Services Division 1400 McCormick Drive, Suite 200 Largo, MD 20774 E-mail: dford2@co.pg.md.us Telephone: (301) 883-3419

Bonding Required No mailto:dford2@co.pg.md.us https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158

For template consistency, the terms “quote,” “bid,” “offer,” “proposal,” and “response” may be used interchangeably in the standard provisions and forms of this solicitation, as may “Quoter,” “Bidder,” and “Offeror.” This solicitation is a Request for Proposal.

SECTION 1

GENERAL INFORMATION

1.0 Purpose. The Prince George’s County Office of Procurement, Business Services Division, on behalf of the Office of Information Technology (OIT), is issuing this Request for Proposals (RFP) to establish a contract for Enterprise IT Service Desk Managed Services, as described in the Statement of Work (Section 3).

1.1 Eligibility. Only firms certified by the County as a County-Based Business (CBB), County-Based Small Business (CBSB), County-Based Minority Business Enterprise (CBMBE), or County-Based Small Minority Business Enterprise (CBSMBE) may submit a proposal as the prime contractor. Certification must be in effect on or before the closing date. A fifteen percent (15%) CBMBE supplier utilization requirement applies to all Offerors, and self-performance by the prime contractor shall not be counted toward that requirement (Section 2).

1.2 Contract Type and eProcurement Platform. The County intends to award a single firm-fixed-price contract. Each Offeror shall propose a firm-fixed annual price for each contract year to provide a 24 hours a day, 7 days a week service desk operation meeting all requirements of Section 3. Pricing shall be based solely on the Statement of Work in Section 3 and the OIT activity data provided in Section 3.2. The County will pay the annual price for each contract year in twelve (12) equal monthly installments (the monthly service fee), each equal to the annual price divided by twelve (12). The County does not prescribe staffing levels. Each Offeror shall propose, as part of its Technical Proposal, the staffing it will provide to perform the Statement of Work (Section 5.3, Tab 4). Payment is not based on hours worked. This solicitation and all related documents are posted in the SPEED eProcurement Platform, the County’s eProcurement platform for strategic sourcing and contracting. SPEED is an acronym for Strategic Purchasing and Efficient Evaluation Domain.

1.3 Responsibility for Performance. The successful Offeror (the “Contractor”) shall remain responsible for performance regardless of subcontractor participation. The Contractor, directly or through its approved subcontractors, shall provide all services and meet all requirements of this solicitation, and shall furnish all labor, supervision, tools, and materials needed to perform the work, except the County-furnished items identified in Section 3.3.4. Upon award, the County Representative will supply the information the Contractor requires. The Contractor shall perform the services in coordination with, and subject to review by, the County’s designated representatives in OIT.

1.4 Payment. Invoices shall be submitted monthly in arrears in SPEED within thirty (30) days after the end of each service month, for review, approval, and payment, in accordance with Section 1.47. Pursuant to Section 10A-153 of the County Code, the County shall pay interest in the event payment against a proper invoice is not made as prescribed.

1.5 Procurement Officer. The Procurement Officer and sole point of contact for this solicitation is Donna Ford, Procurement Officer, Office of Procurement, Business Services Division, 1400 McCormick Drive, Suite 200, Largo, MD 20774; e-mail dford2@co.pg.md.us; telephone (301) 883-3419. From the issue date until award, Offerors shall not communicate with any other County employee concerning this solicitation.

1.6 Contract Duration. The start date will be the date of award or the date of the notice to proceed issued by the Purchasing Agent or designee. The initial term is a two (2) year base period, followed by two (2) one-year option periods exercisable at the County’s sole discretion. The County’s obligation under this Contract beyond the initial fiscal year is contingent upon appropriation of funds for each succeeding fiscal year. If, at the time of any contemplated exercise of an option, the Contractor is not in compliance with the supplier participation or other participation requirements of this solicitation, the Contract shall not be extended.

https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158

1.7 Survival. The Contractor’s obligation to pay subcontractors for services provided during the Contract term, and the audit, confidentiality, document, data, and indemnification obligations of the Contract, shall survive expiration or termination of the Contract and continue in effect until satisfied.

1.8 Knowledge of Requirements. Each prospective Offeror shall become fully informed as to the extent and character of the work required. No consideration will be granted for any alleged misunderstanding of the work to be performed.

1.9 Governing Procedures. This solicitation is conducted under Subtitle 10A of the Prince George’s County Code.

1.10 Submission and Validity. Proposals shall be submitted electronically in SPEED. Hand-delivered, mailed, e-mailed, and facsimile proposals will not be accepted. A proposal may be modified or withdrawn in SPEED before the closing date and time. Proposals are irrevocable for one hundred eighty (180) days following the closing date. This period may be extended at the Procurement Officer’s request only with the Offeror’s written agreement.

1.11 Amendments. Any revision to this solicitation will be issued by written amendment posted in SPEED.

Each prospective Offeror is responsible for checking SPEED and eMMA for amendments issued before the closing date. Failure to acknowledge an amendment does not relieve the Offeror from complying with its terms, and may cause the proposal to be rejected as non-responsive.

1.12 Cancellation of Solicitation. The County reserves the right to cancel this solicitation, or to accept or reject any and all proposals, in whole or in part.

1.13 Confidentiality of Proposals. Offerors shall specifically identify those portions of their proposals, if any, that they deem to contain confidential or proprietary information or trade secrets, and shall provide justification why such material should not be disclosed upon request under the Maryland Public Information Act, Section 4-201 et seq. of the General Provisions Article of the Annotated Code of Maryland, Section 203 of the County Charter, and County Administrative Procedure 133. Offerors shall clearly mark each page deemed confidential, proprietary, or a trade secret.

1.14 Exceptions. Offerors may take minor exceptions to the requirements of this RFP, including the Statement of Work and the County General Terms and Conditions in Section 4. Every exception, including any exception to the General Terms and Conditions, shall be listed on Attachment J, Exceptions to the Solicitation, and submitted with the Technical Proposal. Exceptions will be evaluated against the intent of the Contract, and the County reserves the right to accept or reject any exception. Exceptions not listed on Attachment J will not be considered, and an Offeror that lists no exceptions will be deemed to have accepted the solicitation, including the General Terms and Conditions, without exception.

1.15 Award Basis. The County intends to make a single award to the responsive and responsible Offeror whose proposal is determined to represent the best value to the County in accordance with Section 6.

1.16 Incurred Expenses. The County is not responsible for any cost an Offeror incurs in preparing or submitting a proposal or in participating in any oral presentation or discussion.

1.17 Substitution of Key Personnel. Any substitution of the Key Personnel identified in the Contractor’s proposal on Attachment H, after the Contract has commenced, must be approved in writing by the Purchasing Agent before the substitution. Proposed substitutes shall have qualifications equal to or better than those of the individuals they replace. If the Contractor substitutes Key Personnel without the prior written approval of the Purchasing Agent, the Contract may be terminated for default, in addition to and not in lieu of any other remedy available to the County under the Contract, at law, or in equity.

1.18 Compliance with Laws and Arrearages. By submitting a proposal, the Offeror, if selected for award, agrees to comply with all Federal, State, and Local laws applicable to its activities and obligations under the Contract. The Offeror further represents that it is in compliance with the tax filing and licensing requirements of Prince George’s County and, if a corporation conducting business in Prince George’s https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158 https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158

County or the State of Maryland, that it is registered in good standing with the Maryland State Department of Assessments and Taxation. The recommended awardee shall execute the required affidavit concerning corporate registration and tax payment and submit it, with a copy of its Certificate of Good Standing, as applicable, within seven (7) calendar days of the County’s Notice of Intent to Award.

1.19 Payments by Electronic Funds Disbursement. Pursuant to County Code Section 10A-153(k)(3), the County Director of Finance requires the Contractor to enroll in Automated Clearing House (ACH) or a similar electronic payment system with the County. Payments will be posted directly to the Contractor’s business bank account. The County’s Accounts Payable Section will e-mail a separate advice detailing the paid invoice information and confirming the transmission date. The County reserves the right to reverse, without prior notice, any erroneous transmission.

1.20 Quality of Workmanship. The work shall be performed under the general direction of the Contractor, subject to inspection by the County’s authorized representative, who may require the Contractor to correct deficient work at no cost to the County.

1.21 Wage Requirements for County Service Contracts. This solicitation is subject to the County’s Wage Requirements law for service contracts, County Code Section 10A-144. The County livable wage rate in effect for July 1, 2026 through June 30, 2027 is $18.10 per hour. The rate is adjusted each July 1 by the Wage Determination Board, and the Contractor shall pay the adjusted rate automatically. The Wage Requirements Certification (Attachment E) and, if applicable, the 501(c)(3) Nonprofit Organization’s Employees’ Wage and Health Insurance Form (Attachment F) shall be completed and submitted with the proposal. Failure to complete and submit the required certification and pricing material will render the proposal unacceptable under County law, and the proposal will be rejected as non-responsive.

1.22 Personnel. The Contractor represents that it has, or shall secure at its own expense, all personnel required to perform the services. Such personnel shall not be employees of, or have any contractual relationship with, the County. All personnel engaged in the work shall be fully qualified, and shall hold the certifications required by this solicitation and any license required by Federal, State, or Local law.

1.23 Equipment List. No equipment list is required for this solicitation. The Contractor shall furnish the tools, diagnostic equipment, and supplies its personnel require to perform the services, except the County-furnished items identified in Section 3.3.4.

1.24 Subcontracting. Any person undertaking part of the work under the Contract by virtue of an agreement with the Contractor must be approved by the Purchasing Agent before undertaking that work.

An Offeror that intends to subcontract any part of the work shall identify each proposed subcontractor on Attachment I, Subcontractor Identification, and furnish with its proposal the qualifications and experience of each. The Contractor shall remain fully liable and responsible for work performed by its subcontractors.

The County may terminate the Contract if a subcontract is executed without the prior approval of the Purchasing Agent.

The Contractor shall pay each of its subcontractors (including a material supplier) for satisfactory performance under the respective subcontract within seven (7) calendar days after receipt of the amounts paid to the Contractor by the County for that work. In the event of a good faith dispute over all or any portion of an amount due, the Contractor may withhold the disputed amount but shall pay the undisputed amount. A subcontractor that further subcontracts work is subject to the same payment requirements and interest penalties with respect to its lower-tier subcontractors.

A Contractor that violates these payment obligations shall pay the subcontractor a penalty of one and one-half percent (1.5%) of the amount due per month (or such other percentage as identified in County Code Section 10A-153) for each month that payment is not made. Interest penalties accrue daily beginning eight

(8) calendar days after payment is received by the Contractor (or higher-tier subcontractor) and ending on, but excluding, the payment date, calculated on a monthly (30-day) basis. This requirement is enforceable in the Circuit Court for Prince George’s County and is not intended to create a private right of action against the County. Willful violations may also result in suspension or debarment.

The Contractor shall include in each of its subcontracts: (A) a payment clause that obligates the Contractor to pay the subcontractor for satisfactory performance within seven (7) calendar days out of amounts paid to the Contractor by the County for that work; (B) an interest penalty clause that obligates the Contractor to pay the subcontractor, for each payment not made in accordance with the payment clause, interest for the period beginning on the day after the required payment date and ending on the date payment is made, computed at one and one-half percent (1.5%) of the amount due per month (or such other percentage as identified in County Code Section 10A-153); and (C) a clause requiring the subcontractor to include equivalent payment and interest penalty clauses in each of its subcontracts and to require each lower-tier subcontractor or supplier to do the same.

1.25 Contract Changes in the Interest of the County. The parties may propose changes in the scope of work from time to time. Material scope changes, reporting requirement changes, and revisions that increase or decrease total Contract compensation shall be mutually agreed upon in writing by the County, through the Purchasing Agent, and the Contractor before taking effect.

1.26 Quality of Work. All work shall be of high quality and performed in accordance with recognized industry standards and best practices, including the Information Technology Infrastructure Library (ITIL) framework, and in compliance with all applicable Federal, State, and Local laws and regulations.

1.27 Interrupted Service. After an interruption caused by severe inclement weather, an emergency, or another disaster, the Contractor shall resume full service without unnecessary delay and shall support the County’s continuity of operations procedures as directed by OIT.

1.28 Property Damage. The Contractor shall be responsible for any damage it causes to County property or to public or private property, and shall make all necessary repairs in a timely manner. If the Contractor fails to do so within a reasonable period, the County may perform the repairs or replacements and deduct the associated cost from any payment due the Contractor.

1.29 Work Stoppage. The County Representative or designee may temporarily suspend work for safety violations, non-compliance with Contract terms, security concerns, or other circumstances that pose a risk to County personnel, systems, data, or the public.

1.30 Use of Hazardous Materials. The Contractor shall not use any material or chemical that may pose a physical or health hazard without prior written approval from the County. A request for approval shall include the manufacturer’s specifications, the applicable Safety Data Sheet (SDS), and any required Environmental Protection Agency (EPA) documentation regarding safe use and handling.

1.31 Contract Dispute Resolution. Pursuant to Sections 10A-104 and 10A-107 of the County Code, the Purchasing Agent shall designate a Contract Administrator with responsibilities incidental to the resolution of contract claims and disputes.

1.32 Quantity Estimates. The workload volumes, device counts, and user counts stated in this solicitation represent the County’s best estimate at the time of issuance. They are provided for informational and pricing purposes only and do not constitute a guarantee of any volume of work. Offerors shall base their annual prices on this information and on the Statement of Work in Section 3.

1.33 Protection of Existing Facilities. The Contractor shall take all necessary precautions to protect County facilities, equipment, systems, and property from damage caused by its employees, agents, or subcontractors. Any damage shall be repaired or the property replaced at no cost to the County within thirty

(30) calendar days of the occurrence, unless otherwise approved in writing by the County.

1.34 Payment Bond. Not applicable to this solicitation.

1.35 Performance Bond. Not applicable to this solicitation.

1.36 Premises. The Contractor shall keep all County workspaces assigned to its personnel clean, orderly, and secure, and shall remove its tools, equipment, and materials upon completion of the work or termination of the Contract.

1.37 Allowance of In-House Work. No provision of the Contract shall be construed to preclude the County from performing any task or undertaking any operation or project with its own workforce.

1.38 Proposal Acceptance. The County reserves the right to accept or reject any and all proposals, in whole or in part, and to waive minor irregularities.

1.39 Economic Development. Prince George’s County minority business enterprises are encouraged to participate in the County’s procurement process. The County is committed to promoting economic development, expanding business opportunities, and assisting businesses interested in locating their principal office or base of operations in Prince George’s County.

1.40 Environmentally Preferred Purchasing Policy. Prince George’s County is committed to procuring quality goods and services in a timely manner, at reasonable cost, and in a manner that supports the County’s sustainability goals.

1.41 Gifts. Offerors and Contractors shall not make or offer to make a gift to a public employee. Public employees are prohibited from accepting gifts under the Code of Ethics, County Code Section 2-293(d).

1.42 Kickbacks. A kickback means any money, fee, commission, credit, gift, or compensation of any kind provided directly or indirectly to a contractor, contractor employee, subcontractor, subcontractor employee, public employee, or other person for the purpose of obtaining or rewarding favorable treatment in the award of a prime contract or subcontract in connection with a contract awarded by the County. A person shall not:

(a) Provide, attempt to provide, or offer to provide a kickback;

(b) Solicit, accept, or attempt to accept a kickback;

(c) Include, directly or indirectly, the amount of a kickback in the price charged by a subcontractor to the Contractor, or by the Contractor to the County; or

(d) Claim that an unlawfully induced contract or subcontract fulfills any legal, regulatory, or contractual requirement.

1.43 Provision for Other Agencies. Unless otherwise stipulated in its proposal, the Offeror agrees to make the resulting Contract available, in accordance with its terms and conditions, to all County agencies and departments, bi-County agencies, and in-County municipalities that wish to purchase under it.

1.44 Contingency Fee Prohibition. The Contractor represents that it has not retained anyone to solicit or secure this Contract from the County upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide employees of bona fide established commercial selling agencies maintained by the Contractor for the purpose of securing business, or an attorney rendering professional legal services consistent with applicable canons of ethics.

1.45 Drug and Alcohol-Free Workplace. The Contractor warrants that it shall comply with the Drug-Free Workplace Act of 1988 and shall remain in compliance throughout the term of the Contract.

1.46 Insurance.

General Insurance Requirements

(1) The Contractor shall not start work under this Contract until it has obtained, at its own expense, all insurance required hereunder and the County has approved that insurance. The Contractor shall not allow any subcontractor to start work until all insurance required of the subcontractor has been obtained and approved by the Contractor. Approval will be granted only after submission to the Procurement Officer of original, signed certificates of insurance or, at the County’s request, certified copies of the required policies.

(2) The Contractor shall require all subcontractors to maintain, during the term of this Contract, Commercial General Liability, Business Automobile Liability, and Workers’ Compensation and Employer’s Liability insurance in the same manner as specified for the Contractor, and shall furnish subcontractors’ certificates of insurance to the County immediately upon request.

(3) All insurance policies required hereunder shall be endorsed to include the following provision: “It is agreed that this policy is not subject to cancellation or non-renewal until thirty (30) days prior written notice has been given to Prince George’s County, Maryland.”

(4) No acceptance or approval of any insurance by the County shall relieve or excuse the Contractor, or its surety if applicable, from any liability or obligation imposed by the Contract.

(5) Prince George’s County, Maryland shall be named as an additional insured under the Commercial General Liability and, if applicable, Umbrella or Excess Liability policies, and the policies shall be so endorsed. This coverage shall be primary. For all policies issued under the Contract, “County” means Prince George’s County, Maryland and any affiliated or subsidiary Board, Commission, Committee, or Independent Agency (including those newly constituted), provided that it is a body politic created by Prince George’s County, Maryland or one in which controlling interest is vested in Prince George’s County, Maryland.

(6) The Contractor shall indemnify and hold harmless the County, its officials, and employees from any actual or alleged liability, damage, expense, cause of action, suit, claim, or judgment arising from injury to persons, including death, or to property, which arises out of any act, failure to act, error, or negligence of the Contractor or any employee, agent, or representative of the Contractor in connection with the performance of the Contract. The Contractor shall, at its own expense, appear, defend, and pay all attorneys’ fees, costs, and other expenses arising therefrom, and shall satisfy and discharge any judgment rendered against the County in any such action. Any bond or insurance required by the Contract shall in no way limit the Contractor’s obligation to indemnify, defend, and hold harmless the County.

(7) The Contractor shall be responsible for the work performed under the Contract and for all materials, tools, equipment, and property used in connection with the work, and assumes all risk of direct and indirect damage or injury to persons or property arising from any action, omission, or operation under the Contract until final acceptance of the work by the County.

(8) Required insurance shall be in force throughout the Contract term. If the Contractor fails to provide acceptable evidence of current insurance within seven (7) days of written notice at any time during the term, the County may terminate the Contract without further obligation to the Contractor, and the Contractor shall be liable for the additional cost of procuring performance and of completing the unperformed portion of the Contract.

(9) The Contractor shall assume all on-the-job responsibility for the control of persons it employs directly and of its subcontractors and their employees.

(10) If the Offeror cannot meet the insurance requirements, alternate coverage satisfactory to the Procurement Officer may be considered. A written request for alternate coverage must be received by the Procurement Officer at least ten (10) working days before the closing date. If the County denies the request, the specified coverage will be required. If the County permits alternate coverage, an amendment will be issued before the closing date.

(11) All required insurance shall be obtained from insurers licensed to do business in the State of Maryland and acceptable to the County.

(12) The County will consider deductible amounts in its review of the Contractor’s financial stability. All deductibles shall be disclosed and shall be assumed by the Contractor.

Required Coverages and Minimum Limits

Each Offeror shall complete and submit Attachment L, Insurance Requirements Acknowledgment, with its proposal.

The Contractor shall provide the County with evidence of the following commercial insurance coverages, at limits not less than those stated:

Coverage Minimum Limits Workers’ Compensation Statutory limits of the jurisdiction(s) in which the work is performed. Coverage for U.S. Longshore and Harbor Workers’ Act, Jones Act, Admiralty, or Federal Employers’ Liability Act exposures shall be provided on an “if any” basis.

Employer’s Liability $500,000 each accident; $500,000 disease, policy limit;

$500,000 disease, each employee

Commercial General Liability, including Products, Completed Operations, and Contractual Liability

Bodily Injury and Property Damage: $1,000,000 per occurrence / $3,000,000 aggregate; Personal and Advertising Injury: $1,000,000; Fire Legal Liability: $1,000,000;

Premises Medical Payments: $5,000 (or a combined single limit of not less than $2,000,000)

Professional Liability (Errors and Omissions)

$1,000,000 per occurrence

Cyber and Privacy Liability $1,000,000 Commercial Automobile Liability (owned, non-owned, hired, rented, and leased vehicles)

$1,000,000 combined single limit, bodily injury and property damage

Umbrella or Excess Liability $3,000,000

Prince George’s County, Maryland, Office of Procurement shall be included as an additional insured under the Commercial General Liability coverage with respect to activities related to this Contract, and “Prince George’s County, Maryland” shall be designated as the Certificate Holder and as an Additional Insured on the certificate of insurance. Contractor employees are not permitted to operate any vehicle owned by the Prince George’s County Government.

Special Provisions for Insurance

The Contractor shall forward to the County Office of Risk Management certificates of insurance, in a form satisfactory to the County, listing the coverages, limits, and special provisions required above. Insurers shall be acceptable to the County and rated by A.M. Best with a rating of at least A, Class VII. Policies shall not be changed or canceled, and shall be renewed and continued in full force until completion and acceptance of all work under the Contract, unless the Office of Risk Management is given thirty (30) days written notice before the change or cancellation takes effect. Upon request, the Contractor shall furnish the Office of Risk Management a certified copy of each policy.

Each certificate of insurance shall include a description of the Contract work and the assigned contract number. Before beginning any work, the Contractor’s insurance must be approved in writing by the Office of Risk Management. All insurance shall be procured from companies acceptable to the County and licensed and authorized to conduct business in the District of Columbia, the State of Maryland, and the Commonwealth of Virginia. The County’s approval of, or failure to disapprove, insurance furnished by the Contractor shall not release the Contractor from full responsibility for liability. If any required policy is canceled, terminated, or modified so that the required insurance is not in full force, the County may terminate the Contract.

The Contractor shall require each subcontractor, at all tiers, to provide evidence of the insurance specified herein to the Office of Risk Management before commencing work, and to maintain that coverage throughout its performance. If the required certificates are not furnished before execution of the Contract, the Contractor shall not be permitted to begin work until they are received.

All updates to insurance information shall be sent to: Prince George’s County, Maryland, Office of Procurement, Business Services Division, e-mail ProcurementCOI@co.pg.md.us.

1.47 Invoices. All invoices shall be submitted electronically in SPEED and shall include the following information:

(a) Contractor name and remittance address;

(b) Federal taxpayer identification number (or, for a sole proprietorship, the individual’s Social Security number);

(c) Invoice number, invoice date, and the service month covered;

(d) Contract number and purchase order number(s);

(e) The monthly service fee (the annual price for the current contract year divided by twelve (12)) and any County-authorized adjustment under Section 3.3.7;

(f) A summary of service level results for the service month, consistent with the Monthly Performance Report required by Section 3.5; and

(g) The amount due.

All prices and payments constitute full compensation for all Contract work. The annual prices include all labor, supervision, overhead, profit, equipment, travel, and other costs of performance. Invoices that omit required information cannot be processed until the Contractor provides it. The County may make deductions for services not delivered, including any period in which the service desk is not operated as required by Section 3, and may reduce or withhold payment if the Contractor fails to provide required deliverables within the time specified or otherwise materially breaches the Contract, until the Contractor brings itself into full compliance. See also Section 1.21 and Attachment E regarding withholding of payment under the Wage Requirements law.

1.48 End of Contract Transition. Upon receipt of a Notice of Transition from the County, the Contractor shall cooperate in the orderly transition of services to the County or a successor contractor. Transition shall proceed promptly in accordance with the schedule in the Notice of Transition, shall continue for a period of at least ninety (90) days, and shall include the knowledge transfer, documentation, and County Data return required by Section 3. Additional transition instructions may be provided in the Notice of Transition.

1.49 Safety Measures. The Contractor shall provide all safeguards necessary for the protection of County employees, its employees, and the public.

1.50 Employee Identification.

(a) Each employee or agent of the Contractor or a subcontractor shall display a company identification badge at all times while on County premises and, upon request of authorized County personnel, shall provide additional photo identification.

(b) At every County facility, the Contractor’s personnel shall comply with County site requirements, including being escorted when required, providing information for County badge issuance, and wearing the County badge in a visible location at all times.

1.51 Information Technology Security.

(a) The Contractor shall comply with the County IT Security Policy and Standards, as revised from time to time.

mailto:ProcurementCOI@co.pg.md.us https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search?anId=AN01496591158

(b) The Contractor shall not connect any of its own equipment to a County network (LAN or WAN) without prior written approval from OIT, and shall complete all paperwork required by OIT to obtain that approval.

1.52 Criminal Background Checks. The Contractor shall obtain from each prospective employee assigned to this Contract a signed statement permitting a criminal background check, and shall secure, at its own expense, a Maryland State Police or FBI background check for each such employee. Completed background checks shall be provided to the County before the employee is assigned. The Contractor shall not assign an employee with a criminal record without prior written approval of the OIT Director/Chief Information Officer (CIO) or designee. Each Offeror shall complete and submit Attachment M, Criminal Background Check and Security Certification, with its proposal.

1.53 County Resident Hiring. By submitting a proposal, the Offeror affirms that, for any existing contract or agreement for a procurement funded by a County agency or the County government, including any multiyear or extended contract, it shall provide best efforts to meet the annual County resident hiring goals under County Code Section 10A-169(f) at the time of any contemplated exercise of an option, extension, or renewal, including automatic renewals, or the contract shall not be renewed or extended.

1.54 Suspension and Debarment. In accordance with the common rule implementing Executive Orders 12549 and 12689, the Offeror certifies by submission of its proposal that it is not debarred or suspended by any Local, State, or Federal agency or government, and that it has complied with all applicable requirements of the Nonprocurement Common Rule for Debarment and Suspension (Attachment K, Affidavits and Certifications).

1.55 Affirmation Regarding Conflicts of Interest. Pursuant to Section 10A-110 of the County Code, the Offeror affirms by submission of its proposal:

I (We) hereby declare and affirm under oath and the penalty of making a false statement that, if the Contract is awarded to our firm, partnership, or corporation, no officer or employee of the County, whether elected or appointed, is in any manner whatsoever interested in, or will receive or has been promised any benefit from, the profits or emoluments of this Contract, unless such interest, ownership, or benefit has been specifically authorized by resolution of the Board of Ethics pursuant to Section 1002 of the Charter of Prince George’s County, Maryland; and

I (We) hereby declare and affirm under oath and the penalty of making a false statement that, if the Contract is awarded to our firm, partnership, or corporation, no member of the elected governing body of Prince George’s County, Maryland, or members of his or her immediate family, including spouse, parents, or children, or any person representing or purporting to represent any member or members of the elected governing body, has received or has been promised, directly or indirectly, any financial benefit, by way of fee, commission, finder’s fee, political contribution, or any other similar form of remuneration on account of the act of awarding or executing this Contract, unless such officer or employee has been exempted by Section 1002 of the Charter of Prince George’s County, Maryland.

1.56 Prohibition of Sex and Labor Trafficking. During performance of this Contract, the Contractor and its employees and agents shall not engage in sex trafficking or labor trafficking as defined in Section 14- 191, Subtitle 14, of the County Code. Any person who believes the Contractor or any of its employees or agents has violated this prohibition may file a complaint with the Office of Human Rights.

SECTION 2

SUPPLIER CERTIFICATION, PARTICIPATION, PREFERENCE POINTS, AND

COMPLIANCE

2.1 Supplier Certification. Offerors must be certified by the Supplier Development and Diversity Division (SDDD) before the closing date to be considered certified in one or more of the County’s certification programs. To begin the certification process, visit https://mypgc.diversitycompliance.com. For questions or application status, e-mail SDDD@co.pg.md.us or call (301) 883-6480.

A business certified as a minority business enterprise (MBE) pursuant to Section 10A-101(a)(26), whose certification indicates that its principal address, principal place of operation, or domicile is within Prince George’s County, Maryland, shall be automatically deemed by SDDD and the Purchasing Agent to be a certified County-based minority business enterprise and County-based business without further application or certification, provided that the business furnishes SDDD a copy of a Federal tax return filed with the Internal Revenue Service establishing that the business has continuously operated within the County during the preceding twelve (12) months. Valid MBE or DBE certification under this provision, together with that tax return, shall satisfy the documentation requirements for any County-based business or County-based small business certification renewal for County-based minority business enterprises.

A list of currently certified vendors is available under the Resource tab at https://mypgc.diversitycompliance.com.

2.2 Supplier Participation Requirements. (Reference County Code Section 10A-161.) Each proposal shall include a Supplier Utilization Plan (Attachment C) certifying the percentage of the total Contract value that will be subcontracted to certified suppliers throughout the full term of the Contract. Failure to submit a Supplier Utilization Plan will result in the proposal being deemed non-responsive. Compliance with the mandatory participation percentage is a contractual requirement upon execution of the award documents, and any change to the approved plan during the term of the Contract must be approved by the Purchasing Agent.

For the entire term of the Contract, the Contractor shall maintain no less than the participation percentages of certified businesses set forth in its approved Supplier Utilization Plan and shall submit Monthly Supplier Utilization Reports to the Contract Compliance Unit (CCU) in the County’s Certification and Compliance System (CCS). CCU will review the reports and act if reports are incomplete, questionable, or not submitted. If compliance issues arise, the Contractor shall consult CCU to cure them and may contact SDDD for assistance in identifying certified suppliers. The Contractor may request a waiver of the participation requirement, which may be granted on a case-by-case basis upon a demonstration of best efforts in accordance with County Code Sections 10A-136(l) and 10A-164(e). At the discretion of the Purchasing Agent or the County Auditor, any Contractor that received preference points or is subject to participation requirements is subject to audit, upon thirty (30) calendar days written notice, of documents necessary to verify compliance with its Supplier Utilization Plan, including copies of subcontracts and supplier agreements.

2.3 County-Based Minority Business Enterprise Utilization Requirement. This Contract carries a fifteen percent (15%) CBMBE supplier utilization requirement, calculated on the total Contract value. To be counted toward the requirement, the certified CBMBE must perform a commercially useful function in accordance with applicable law and program requirements. A CBMBE performs a commercially useful function only when it is responsible for executing a distinct element of the work and is actually performing, managing, and supervising that work. CBMBE participation will not be credited if the firm’s role is limited to that of an extra participant, broker, conduit, or pass-through arrangement intended primarily to create the appearance of CBMBE participation. Self-performance by the prime contractor shall not be counted toward the requirement.

https://mypgc.diversitycompliance.com/ mailto:SDDD@co.pg.md.us https://mypgc.diversitycompliance.com/

The County will count CBMBE participation only for discrete, identifiable scopes of work that are integral to performance of the service desk services described in Section 3. Unless the County determines in writing that an expenditure is substantial, contract-specific, and integral to performance, the following shall not be counted toward the requirement:

(a) Copier leases, copier service contracts, general office equipment rentals, or printer arrangements;

(b) Routine office supplies or commodity purchases unrelated to delivery of the service desk services;

(c) General administrative overhead;

(d) General-purpose information technology not specific to the Statement of Work;

(e) Incidental courier, delivery, food, or hospitality services;

(f) Marketing, public relations, or unrelated consulting services; and

(g) Pass-through purchasing arrangements in which the CBMBE does not perform a commercially useful function.

The County may also disallow any claimed CBMBE participation where the proposed subcontracted work is disproportionately small, tangential to the Statement of Work, or not reasonably related to the Contract’s principal service desk obligations.

In addition to Attachment C, each Offeror shall submit with its Technical Proposal (Tab 7) a CBMBE Utilization narrative that identifies:

(1) Each proposed CBMBE subcontractor;

(2) The certification category of each firm;

(3) The specific scope of work each firm will perform;

(4) The estimated dollar value and percentage of the Contract attributable to that scope;

(5) How the proposed work is integral to this Contract; and

(6) Evidence that each CBMBE will perform a commercially useful function.

The County reserves the right to review, reject, or require revision of any proposed CBMBE participation that does not reflect a commercially useful function or meaningful participation in the delivery of the contracted services, and may require the Offeror to substitute or supplement participation that is incidental, non-substantive, or unrelated to the principal work. The Contractor shall maintain the approved CBMBE participation throughout performance unless a substitution or modification is approved in writing by the County in accordance with the Contract and program requirements.

2.4 Certification and Compliance System. The Contractor shall submit all Supplier Utilization data, and any Request for Modification of the Supplier Utilization Plan, through the County’s Certification and Compliance System at https://mypgc.diversitycompliance.com. Compliance with this requirement is a material obligation of the Contract. Failure to comply may result in cure notices, withholding of payment where authorized, or other contractual remedies until compliance is achieved.

2.5 Definitions

The definitions of certified businesses set forth in Subtitle 10A of the Prince George's County Code apply to this solicitation and are incorporated by reference. The following terms are used throughout this Section 2 and elsewhere in this solicitation. Where a term defined below is also defined in Subtitle 10A, the Subtitle 10A definition governs.

Term Meaning as used in this solicitation CBB County-Based Business, as certified by SDDD under Subtitle 10A.

https://mypgc.diversitycompliance.com/

CBSB County-Based Small Business, as certified by SDDD under Subtitle 10A.

CBMBE County-Based Minority Business Enterprise, as certified by SDDD under Subtitle 10A.

CBSMBE County-Based Small Minority Business Enterprise, as certified by SDDD under Subtitle 10A.

MBE Minority Business Enterprise within the meaning of Section 10A- 101(a)(26).

SDDD Supplier Development and Diversity Division of the Prince George's County Office of Procurement.

CCU Contract Compliance Unit, which administers reporting and compliance review under Section 2.2.7.

Commercially Useful Function The standard stated at Section 2.2.2 for determining whether a CBMBE subcontractor may be credited toward the participation requirement.

Supplier Utilization Plan The plan required by Section 2.2.4 and submitted on Attachment C.

Total Contract Value The measurement base defined at Section 2.2.10.

Purchasing Agent The Prince George's County Purchasing Agent or that…