RFP91203JAH- PMIS Implementation.pdf

UNIVERSITY OF MARYLAND

BALTIMORE

COMPETITIVE SEALED PROPOSALS

REQUEST FOR PROPOSAL (RFP)

RFP91203JAH

FOR

PMIS Implementation Project

Issued: 1/2/2026 Pre-Proposal Conference: 1/7/2026 Deadline for Questions: 1/9/2026 Due Date for Proposals: 1/30/2026 Vendor Interviews: 2/12/2026

Issued by: University of Maryland, Baltimore

Strategic Sourcing and Acquisition Services Saratoga Street Offices Level 02 Room # 02-100 220 Arch Street Baltimore, MD 21201-1531 Attn: Joshua Hitch 410-706-3191

Deliver to:

All proposals shall be submitted via eMaryland Marketplace Advantage (eMMA):

https://emma.maryland.gov Solicitation# BPM054729

Pre-Proposal Conference: Same address as above Room # 02-101

SPECIAL ACCESS: Anyone requiring special assistance in obtaining a copy of the solicitation, in attending a pre-proposal conference or in delivering a proposal are requested to contact the Buyer listed above at least 48 hours in advance.

University of Maryland, Baltimore | RFP91203JAH

TABLE OF CONTENTS

SECTION I: SUMMARY INFORMATION (Page 1)

SECTION II: GENERAL INFORMATION FOR VENDORS (Page 5)

SECTION III: TECHNICAL & SPECIFICATIONS (Page 10)

SECTION IV: EVALUATION AND SELECTION PROCEDURES (Page 21)

SECTION V: INFORMATION REQUIRED IN VENDOR PROPOSALS (Page 24)

SECTION VI: APPENDICES AND ATTACHMENTS (Page 26)

University of Maryland, Baltimore | RFP91203JAH 1

SECTION I: SUMMARY INFORMATION

A. SUMMARY STATEMENT

The University of Maryland, Baltimore (herein called the “University” or “UMB”) intends to contract for a qualified Project Management Information System (PMIS) implementation partner to assist with the data migration, integration, and implementation of a new PMIS platform, Kahua. This initiative aims to enhance UMB’s ability to manage capital projects efficiently and align with best practices in higher education.

B. ISSUING OFFICE

Joshua Hitch University of Maryland, Baltimore Strategic Sourcing and Acquisition Services Saratoga Street Offices Level 02 Room 02-100 220 Arch Street Baltimore, Maryland 21201-1531 410-706-3191 jhitch@umaryland.edu

The sole point of contact in the University for purposes of this RFP is the issuing office.

Any questions with regard to any aspect of this proposal must be directed to Joshua Hitch in writing.

C. QUESTIONS AND INQUIRIES

Questions and inquiries should be directed to the individual referenced with the Issuing Office above. All such questions and inquiries must be received by 2 PM ET, Friday, January 9, 2026. Questions and Answers will be posted on eMMA under Solicitation#

BPM054729.

D. DELIVERY OF PROPOSALS

a. All proposals shall be submitted via eMaryland Marketplace Advantage (eMMA): https://emma.maryland.gov/ under Solicitation# BPM054729.

b. eMMA will not accept submissions after the date and exact time stated in this RFP. The date and time of submission is determined by the date and https://emma.maryland.gov/

University of Maryland, Baltimore | RFP91203JAH 2 time of arrival in eMMA. It is the Offeror’s sole responsibility to allow enough time to submit in a timely manner.

c. By providing the Proposal to the University, the Offeror grants the University the unlimited right to generate additional electronic and/or paper copies for distribution solely for the purpose of evaluation and review.

E. PROPOSAL CLOSING DATE

In order to be considered, each Proposal must be submitted by 2pm ET, Friday, January 30, 2026.

F. eMaryland Marketplace Advantage (eMMA) eMMA is the electronic commerce system for the State of Maryland. The RFP, Conference summary and attendance sheet (if applicable), Offerors’ questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be made available via eMMA. In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

G. PRE-PROPOSAL CONFERENCE

In Person: There will be a Pre-Proposal Conference held in conjunction with the RFP.

Attendance at the Pre-Proposal conference is not mandatory. The conference will be held at 10am ET Wednesday, January 7th, 2026. Strategic Sourcing and Acquisition Services, Saratoga Street Offices, Level 02, Room 02-101, 220 Arch Street, Baltimore, MD 21201- 1531.

While attendance at the Pre-Proposal Conference is not mandatory, information presented may be very informative; therefore, all interested vendors are encouraged to attend in order to be able to better prepare acceptable proposals. If your firm plans to send representatives, please e-mail the Procurement Officer by January 2nd, 2026. We ask that a maximum of two (2) representatives from each company attend this meeting.

At the Pre-Proposal conference, potential offerors will have an opportunity to: (1) ask and receive answers to all questions regarding the specifications and general conditions, (2) receive any additional information relating to this contract.

The Saratoga Street Offices, which houses Strategic Sourcing and Acquisition Services, is accessible by the general public between the hours of 8:00 a.m. until 5:00 p.m. Monday through Friday with exception of legal holidays. There is a guard in the lobby area and vendors are required to sign in at the guard’s desk and gain permission to enter the Office Levels of the building. Office Level 2 (13th floor), where Strategic Sourcing and Acquisition Services is located is accessible to the public by two elevators located in the main lobby of the building. If you park in the Saratoga Street Garage and Office building, https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

University of Maryland, Baltimore | RFP91203JAH 3 you must take the garage elevators down to the ground level and then enter the Lobby where the guard's desk is located and utilize the elevators located in the Lobby in order to ascend to the Office Level 2.

Appropriate auxiliary aids and services for qualified individuals with disabilities will be provided upon request. Please call Joshua Hitch at 410-706-3191 with specific requests at least two (2) business days prior to conference.

Virtual: If your firm would like to attend the pre-proposal conference virtually, please e-mail the Procurement Officer by 4 pm ET, Monday, January 5th , 2026 with the names and e-mail addresses of each attendee. The Microsoft Teams meeting link will be sent on January 6th.

H. DURATION OF PROPOSAL OFFER

Proposals are to be held valid for 120 days following the closing date for this RFP. This period may be extended by mutual agreement between the vendor and the University.

I. TERM OF CONTRACT

NOT APPLICABLE

J. EVALUATION OF OFFERS

A contract award will be made to the responsible offeror(s) whose proposal best meets the needs of the University as determined by the Procurement Officer. All proposals will be evaluated by a University evaluation committee. After considering the factors set forth in this RFP, the committee will make recommendations for the award of the contract to the vendor(s) whose proposal is/are determined to be the most advantageous to the University.

K. PROPOSAL ACCEPTANCE

The University reserves the right to accept or reject any and all proposals, in whole or in part, received as a result of this RFP, to waive minor irregularities, to negotiate in any manner necessary to best serve the interest of the University. Further, the University reserves the right to make a whole award, multiple awards, a partial award or no award at all. Offerors judged by the procurement officer not to be responsible or offerors whose proposals are classified as not reasonably susceptible of being selected for award shall be so notified. The University reserves the right to increase or decrease the quantities of any materials, equipment, supplies or services.

University of Maryland, Baltimore | RFP91203JAH 4

L. FORMATION OF AGREEMENT/CONTRACT OR ISSUANCE OF PURCHASE

ORDER

The Contract to be entered into as a result of this RFP (the “Contract”) shall be by and between the offeror as contractor and the University in the form of either a University Purchase Order or Contract and shall contain the provisions included herein as Appendix A (Schedule B) or Appendix C (Service Contract) as well as any additional terms required by the University of Maryland, Baltimore or the State of Maryland. By submitting an offer, the Contractor warrants that they have reviewed Appendix C (Services) and will execute a contract on that form upon request by University of Maryland, Baltimore.

M. PROPOSAL AFFIDAVIT AND CERTIFICATIONS

State procurement regulations require that proposals contain certifications regarding non-collusion, debarment, cost and price, etc. The affidavit form, which should be completed by all respondents and returned with their respective responses, is included as Appendix B of the RFP.

N. COOPERATIVE PURCHASING & USE OF CONTRACT BY OTHER

ENTITIES

NOT APPLICABLE.

O. VENDOR INTERVIEWS

Vendors who pass the technical hurdle and are in the top 3 scoring after the initial evaluation will be invited to interview with the evaluation committee on Thursday, February 12, 2026.

University of Maryland, Baltimore | RFP91203JAH 5

SECTION II: GENERAL INFORMATION FOR VENDORS

A. PURPOSE

The overall purpose of this RFP is to provide information to vendors interested in preparing and submitting proposals to meet the requirements for the PMIS implementation project described herein. Proposals will be received for the items/services specified herein or attached hereto under the terms, conditions and general specifications of this proposal.

B. GENERAL INFORMATION FOR VENDORS

1. Proposals must be made in the official name of the firm or individual under whom business is conducted (showing official business address) and must be signed by a duly authorized person.

2. Each offeror must furnish all information required by the proposal request. Erasures or other changes must be initialed by the person signing the proposal. Proposals signed by an agent of the corporation must be accompanied by evidence of their authority.

3. This Request for Proposals creates no obligation on the part of the University to award the contract or to compensate offerors for proposal preparation expenses.

4. The University reserves the right to award a contract based upon the proposals received without further negotiations. Vendors should therefore not rely on having a chance during negotiations to change their offer.

5. Before the award of a contract, University of Maryland, Baltimore may require the offeror to submit evidence of any information related to the financial, technical, and other qualifications and abilities of the offeror.

C. ADDENDA / AMENDMENT TO THE RFP

If it becomes necessary to revise any part of the RFP, addenda/amendments will be posted on eMMA under Solicitation# BPM054729 . It remains the responsibility of prospective Offerors to check eMMA frequently until the proposal due date for any addenda/amendments issued prior to the submission of Proposals.

Addenda/amendments made after the due date for proposals will be sent only to those Offerors that submitted a timely Proposal and that remain under award consideration as of the issuance date of the addenda.

University of Maryland, Baltimore | RFP91203JAH 6

An acknowledgement of the receipt of all amendments and addenda issued before the proposal due date shall be required from all vendors submitting a proposal (Appendix X).

D. CANCELLATION OF THE RFP

Per Section VI of USM Procurement Policies and Procedures, the University may cancel this RFP, in whole or in part, at any time.

E. ORAL PRESENTATION

Vendors who submit proposals may be required to make individual presentations to University representatives in order to clarify their proposals.

F. INCURRED EXPENSES

The University will not be responsible for any costs incurred by any vendor in preparing and submitting a proposal, delivery of or return of representative samples (if applicable).

G. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward, concise description of the vendor’s offer to meet the requirements of the RFP.

H. ACCEPTANCE OF TERMS AND CONDITIONS

By submitting a proposal in response to this RFP, the firm accepts the terms and conditions set forth in this RFP.

I. PROCUREMENT REGULATIONS

This RFP and any resulting contract shall be governed by the USM Procurement Policies and Procedures.

J. MULTIPLE PROPOSALS

Vendors may not submit more than one proposal.

K. ALTERNATE SOLUTION PROPOSALS

Vendors may not submit an alternate to the solution given in this RFP.

L. CONTRACTOR RESPONSIBILITIES

University of Maryland, Baltimore | RFP91203JAH 7

The University shall enter into acontract agreement with the selected offeror (s) only.

The selected contractor(s) shall be responsible for all products and/or services required by this RFP. Subcontractors, if any, shall be identified and a complete description of their role relative to the proposal shall be included. The University’s intent is not to direct the use of any particular subcontractor, however, the contractor will not subcontract with any such proposed person or entity to whom the University has a reasonable objection. Notification of such objection will be made by the University to the contractor who must resolve within 15 days of notification. The contractor shall be fully responsible for the acts and omissions of its subcontractors and of persons directly or indirectly employed by them.

M. PUBLIC INFORMATION ACT

Offerors must specifically identify those portions of their proposals, if any, which they deem to contain confidential, proprietary information or trade secrets and must provide justification why such material should not, upon request, be disclosed by the University under the Public Information Act, Md. Code Ann., General Provisions Article, Title 4.

Offerors must clearly indicate each and every section that is deemed to be confidential, proprietary or a trade secret (it IS NOT sufficient to preface your proposal with a proprietary statement declaring the entire proposal proprietary and confidential). This confidential and/or proprietary information must also be identified by page number and placed in the Transmittal Letter with the Proposal.

N. MINORITY BUSINESS ENTERPRISE NOTICES

Minority Business Enterprises (MBE) are encouraged to respond to this solicitation notice.

O. ARREARAGES

By submitting a response to this solicitation, a vendor shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits and that it shall not become so in arrears during the term of the contract if selected for contract award.

P. TAXES

The University of Maryland, Baltimore is exempt from Federal Excise Taxes, Maryland Sales and Use Taxes, and the District of Columbia Sales Taxes and Transportation Taxes, except as noted in applicable sections of COMAR. Exemption Certificates shall be provided upon request. Where a Contractor is required to furnish

University of Maryland, Baltimore | RFP91203JAH 8 and install material in the construction or improvement of real property in performance of a contract, Contractor shall pay the Maryland Sales tax and the exemption does not apply.

Q. RFP RESPONSE MATERIALS

All written materials submitted in response to this RFP become the property of the University and may be appended to any formal documentation, which would further define or expand the contractual relationship between the University and the successful vendor(s).

R. PROPOSAL SECURITY

NOT APPLICABLE.

S. DEBRIEFING OF UNSUCCESSFUL OFFERORS

Unsuccessful proposers may request a debriefing. If the proposer chooses to do so, the request must be submitted in writing to the Procurement Officer within ten days after the proposer knew, or should have known its proposal was unsuccessful.

Debriefings shall be limited to discussion of the specific proposer’s proposal only and not include a discussion of a competing offeror’s proposal. Debriefings shall be conducted at the earliest feasible time.

The debriefing may include information on areas in which the unsuccessful proposer’s proposal was deemed weak or insufficient. The debriefing may NOT include discussion or dissemination of the thoughts, notes or ranking from an individual evaluation committee member. A summarization of the procurement officer’s rationale for the selection may be given.

T. MARYLAND PUBLIC ETHICS LAW, TITLE 5

The Maryland Public Ethics Law prohibits, among other things: State employees or officials (and in some cases, former employees) and businesses in which such an individual is employed or holds a financial interest from (i) submitting a bid or proposal, (ii) negotiating a contract, and (iii) entering into a contract with the governmental unit with which the individual is affiliated per §5-502 of the Maryland Public Ethics Law, Title 5, General Provisions Article, Annotated Code of Maryland.

If the offeror has any questions concerning application of the State Ethics law to the offeror’s participation in this procurement, it is incumbent upon the offeror to seek advice from the State Ethics Commission; Office of the Executive Director, 9 State Circle, Suite 200, Annapolis, MD 21401, 410-974-2068 or toll free 1-877-669-6085.

University of Maryland, Baltimore | RFP91203JAH 9

The procurement officer may refer any issue raised by a proposal to the State Ethics Commission. The procurement officer may require the offeror to obtain advice from the State Ethics Commission and may reject a proposal that would result in a violation of the Ethics Law.

The resulting contract is cancelable in the event of a violation of the Maryland Public Ethics Law by the vendor or any State of Maryland employee in connection with this procurement.

U. HIPAA

Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-

191. ("HIPAA") and Maryland Confidentiality of Medical Records Act (Annotated Code of Maryland, Health – General Article '4-301 et seq. ("the Act"). Contractor acknowledges that the University of Maryland Baltimore is a HIPAA hybrid covered entity. Contractor agrees that Contractor's access to and use of protected health information (as that term is defined by HIPAA), if any, under this Agreement will be conducted in accordance with the requirements of the Act and HIPAA, including the terms of a HIPAA Business Associate Agreement if so required by UMB. Such Business Associate Agreement is either attached hereto as Schedule H or Contractor shall promptly execute such Business Associate Agreement upon the University's request. Contractor shall also cause any subcontractor, agent, or party under Contractor's direction or control that is participating in this Agreement to promptly execute a standard HIPAA Business Associate Agreement if so requested by UMB.

University of Maryland, Baltimore | RFP91203JAH 10

SECTION III

TECHNICAL REQUIREMENTS & SPECIFICATIONS

A. BACKGROUND

The University of Maryland, Baltimore is a public institution with the multiple missions of education, research and service. The 65-acre complex is located in downtown Baltimore, a city that has become a model for urban rebirth and vitality.

The UMB complex has over 8,200 employees and approximately 6,700 students enrolled in seven professional schools: School of Dentistry, School of Law, School of Medicine, School of Nursing, School of Pharmacy, School of Social Work and Community Planning and the Graduate School. The University also serves as a service center for Coppin, Towson, UMBC, and the University of Baltimore. The University currently sees an estimated construction volume of $150 million annually.

B. SCOPE OF PROJECT

The University of Maryland, Baltimore (UMB) seeks to engage a qualified Project Management Information System (PMIS) implementation partner to assist with the data migration, integration, and implementation of a new PMIS platform, Kahua. This initiative aims to enhance UMB’s ability to manage capital projects efficiently and align with best practices in higher education.

C. OFFEROR MINIMUM QUALIFICATIONS

Vendor must have previous experience implementing both Trimble Unity Construct (formerly e-Builder) and Kahua platforms.

D. SPECIFICATIONS

The following provides specifications and characteristics of the equipment/services and provider. Vendors are asked to reply to each specification addressed with completeness and accuracy. Vendors are not to reply with YES or NO answers only.

All materials, equipment, supplies or services shall conform to all applicable Federal and State laws and regulations and to the specifications contained in the solicitation.

Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in a specification are for information and not intended to limit competition. The offeror may offer any brand, which meets or exceeds the specification for any item(s). If proposals are based on equivalent products, indicate in your proposal the manufacturer’s name, model number and specifications.

The offeror shall submit with his proposal cuts, sketches, and descriptive literature and/or complete specifications. Reference to literature submitted with a previous proposal shall not satisfy this provision. The offeror shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be

University of Maryland, Baltimore | RFP91203JAH 11 considered an exception thereto. The University reserves the right to determine acceptance of item(s) as an approved equivalent. Proposals, which do not comply with these requirements, are subject to rejection.

In addition to the vendors technical response on their letter head vendor must fill out and return the below Scope table in the technical response packet.

Description Meets

Requir ement

Does Not Meet Require ment

Provide Explanation

Provide example if possible.

1. Project Planning & Management

Develop a detailed implementation roadmap.

(should be provided in technical response)

Define milestones, deliverables, and timelines.

Coordinate with UMB stakeholders to ensure alignment with institutional goals.

2. Data Migration (we estimate 30 projects including Budgets, Documents, Contracts, and Invoices)

Can access existing data in current PMIS systems (including Trimble Unity Construct, formerly e- Builder).

Cleanse, validate, and migrate data to Kahua.

Migrate inactive project data to platform where it is available to UMB and regional campuses. Note:

UMB uses SharePoint.

Ensure data integrity and compliance with UMB standards.

3. System Integration Configure bi-directional integration between Kahua and Oracle ERP for financial

University of Maryland, Baltimore | RFP91203JAH 12 transactions, budgeting, and procurement workflows.

Configure bi-directional integration between Kahua and Assetworks AiM (Integrated Work Management System) for space, asset, and equipment data exchange.

Configure bi-directional integration between Kahua and Sweeten Supplier Diversity Database to support compliance and reporting on supplier diversity goals.

Establish secure APIs or middleware solutions to enable real-time data synchronization.

Validate integration points for accuracy, performance, and security.

4. Business Process Development

Analyze current processes and recommend improvements.

Design and implement optimized workflows within Kahua.

Document processes for training and future reference.

5. Dashboards & Reporting (we estimate the need for 10 operational dashboards and 20 custom reports)

Develop operational dashboards for administrators and project managers.

Create custom reports to improve financial visibility and decision-making.

Ensure dashboards and reports align with UMB’s KPIs and reporting

University of Maryland, Baltimore | RFP91203JAH 13 standards.

6. Testing & Quality Assurance

Conduct system testing for functionality, performance, and security.

Validate integrations and data migration accuracy.

7. Training & Knowledge Transfer

Provide 12 virtual role-based training for administrators and end-users.

Conduct 6 virtual training sessions for external vendors

Develop training materials tailored for different user groups.

Conduct 12 in-person hands-on workshops and provide documentation.

8. Post-Go-Live Support Offer up to three (3) months of support following system go-live.

Address technical issues, user questions, and system optimization needs.

Provide a transition plan for ongoing support after the initial support period.

University of Maryland, Baltimore | RFP91203JAH 14

Business Process (In addition to section 4, please expand on the below)

Successfully implemented?

(Y/N)

Example, including Kahua Application used and owner client

1. Project Planning & Management

a. Administrative Processes

i. New User Add

ii. Permission Update

b. Project Request (Public Access)

c. Project Budget creation, approval, and change request

d. Client Funding Authorization

e. Project Concept Plan Review

f. Bidding (Including Public Bidding)

i. RFQ/P Development Process

ii. RFI's & Addenda

iii. IDIQ Selection and Award Process

iv. MBE Goal Setting Commitment

v. Bond Tracking

vi. Insurance Compliance

g. Contract Approval & Change Requests

h. Design Reviews (Integration with Bluebeam)

i. Design Review and Approval

j. Project Risk Tracking

k. Pre- Construction Submission & Approval

l. Construction

i. Schedules

ii. RFI's

iii. ASI's

iv. Submittals

v. Change Order

vi. Project Status Update

vii. Field Inspections

viii. Utility Outage

m. Inspections & Commissioning

i. Tracking and Approval

ii. Punch List Creation and Tracking

n. Closeout

i. Substantial Completion Process

ii. Contract Closeout

iii. Budget Closeout

iv. Performance Valuation

o. Transition to Operations

i. Asset Tracking

ii. Warranty Closeout

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F. VENDOR QUALIFICATIONS

The selected implementation partner must demonstrate:

• Experience with Higher Education Institutional Owners

Proven track record of PMIS implementations in higher education environments.

• Expertise in Project Management Processes Ability to design and implement workflows for planning, budgeting, and execution.

• PMIS System Experience Hands-on experience with Trimble Unity Construct (formerly e-Builder) and Kahua platforms.

• Integration & Data Migration Skills Strong technical capability in migrating data and integrating PMIS with enterprise systems.

• Dashboard & Reporting Development Ability to create actionable dashboards and reports for operational visibility.

G. DELIVERABLES

The below items are the desired deliverables the vendor are expected to deliver.

• Implementation roadmap and project plan.

• Configured Kahua environment aligned with UMB requirements.

• Migrated and validated project data.

• Integrated workflows for processes required for construction/design projects, including but not limited to:

a. Commitments, including

i. Bidding/Procurement, including

1. Creation of bid documents

2. Public and invitation to bid through Kahua bidding capabilities

3. IDIQ contract management, including authority limitations

ii. Supplier Diversity goal setting, commitments, and payments

1. (This will need to integrate with University’s implementation of

Sweeten and University’s ERP.)

2. Implementation should also address Maryland-specific documentation and reporting requirements. UMB believes this

University of Maryland, Baltimore | RFP91203JAH 16 can be executed through Kahua’s XBE application, but further investigation is necessary.

iii. Contract award and PO creation, including appropriate types for design, construction, miscellaneous consulting and other services.

iv. Change orders

v. Payments

b. Construction administration, including

i. RFI’s

ii. Submittals

iii. Design Review

iv. Allowance use

c. Project Approvals by USM Board of Regents and State of Maryland Board of Public Works.

d. Cost Management, including

i. Establishing cost structure/hierarchy

ii. Cash flow reporting

iii. Budget reporting, including forecasts, commitments, actual costs, integration from

iv. Fund Management that recognizes Maryland’s specific requirements driven by fund management

e. Owner level schedule which integrates with other tools

f. Other potential transactions such as

i. Tracking recycling or similar initiatives

ii. Vendor feedback/evaluation

• system connections with Oracle ERP, AiM, and Sweeten.

• Operational dashboards and reporting tools.

• Training materials and user documentation.

• Post-implementation support plan (3 months).

H. INSURANCE (To be provided within 5 business days of Award Notice)

1. a. The contractor shall not start work under this contract until the Contractor has obtained at its own expense all of the insurance called for hereunder and such insurance has been approved by the procurement officer; nor shall the Contractor allow any subcontractor to start work on any subcontract until all insurance required by the subcontract has been obtained and approved by the contractor and

University of Maryland, Baltimore | RFP91203JAH 17

University of Maryland, Baltimore. Approval of insurance required of the contractor and subcontractors for the University will be granted only after submission to the University of original certificates of insurance signed by an authorized representative of the insurers or, alternately, at the University’s request, certified copies of the required insurance policies.

b. The Contractor shall require all subcontractors to maintain during the term of this agreement, Commercial General Liability insurance, Business Automobile Liability insurance, Workers Compensation and Employers Liability insurance, in the same manner, including the additional insured requirements in paragraph P.1.e., as specified for the Contractor. The Contractor shall furnish subcontractors’ certificates of insurance to the University immediately upon request.

c. All insurance policies required hereunder shall be endorsed to include the following provision; “It is agreed that this policy is not subject to cancellation, non-renewal, material change, or reduction in coverage until forty-five (45) days prior written notice has been given to the University.”

d. No acceptance and/or approval of any insurance by University of

Maryland, Baltimore shall be construed as relieving or excusing the Contractor, or the surety or bond, if any, from any liability or obligation imposed upon either or both of them by the provision of the Contract Documents.

e. NAMED ADDITIONAL INSURED – The University of Maryland, Baltimore and the State of Maryland (including their elected or appointed officials, agents and employees) are to be named as additional insured under all coverages except Workers Compensation, and the certificates of insurance (or the certified policies, if requested) must so indicate through inclusion of appropriate endorsement. Coverage afforded under this paragraph shall be primary to any other insurance of self-insurance, whether or not such other insurance or self-insurance is stated as primary, excess or contingent, as respects the above additional insured, their elected and appointed officials, agents and employees.

f. Insurance coverage required in these specifications shall be in force throughout the Contract Term. Should the Contractor fail to provide acceptable evidence of current insurance within ten (10) days of receipt of written notice at any time during the contract term, the University shall have the absolute right to terminate the Contract without any further obligation to the Contractor, and the Contractor shall be liable to the University for the entire additional cost of procuring substitute

University of Maryland, Baltimore | RFP91203JAH 18 performance and the cost of performing the incomplete portion of the Contract at time of termination.

g. Contractual and other liability insurance provided under this Contract shall not contain a supervision, inspection or engineering service exclusion that would preclude University of Maryland, Baltimore or participation institutions from supervising or inspecting the operations of the contractors as the end result.

h. The Contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of agents or subcontractors and anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable.

The Contractor shall be as fully responsible to the University for the acts and omissions of its subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by the Contractor.

i. All required insurance coverages must be acquired from insurers allowed to do business in the State of Maryland and acceptable to University. The insurers must have a policyholders’ rating “A-” or better, and a financial size of “Class VII” or better in the latest edition of Best’s Insurance Reports.

j. UMB will consider deductibles or self-insured retention as part of its review of the financial stability of the bidder. Any deductibles or self-insured retention shall be disclosed in the Contractor’s proposal and shall be assumed by the Contractor.

2. The Contractor shall purchase the following insurance coverages:

a. Commercial General Liability Insurance or its equivalent, for bodily injury, personal injury and property damage, including loss of use. It is preferred that coverage be provided on an “occurrence” basis. If “claims made” forms are submitted, the requirements noted in section P.5 must be met. Such Commercial General Liability policy shall include the following extensions:

i. It is preferred that the general aggregate limit applies separately to this project:

ii. Premises/Operations:

iii. Actions of Independent Contractors:

University of Maryland, Baltimore | RFP91203JAH 19

iv. Products/completed Operations to be maintained for two (2) years after completion of the contract.

v. Contractual Liability including protecting for the Contractor for claims arising out of liability assumed under this contract.

vi. Personal injury liability including coverage for offenses related to employment, and for offenses assumed under this contract (delete any standard employment and contractual exclusions if contained in the personal injury coverage section):

b. Business Automobile Liability, which will pay for liabilities arising out of accidents involving the ownership, operation, maintenance or use of any owned, hired or non-owned motor vehicles, uninsured motorist’s insurance and automobile contractual liability.

NOTE: INSURANCE MUST BE ON A PRIMARY BASIS.

CONTRACTUAL REQUIREMENTS MUST BE CLEARLY

INDICATED ON CERTIFICATE OR BY ENDORSEMENTS.

c. Workers Compensation – statutory benefits are required by Maryland law or other laws as required by labor union agreements, including standard Other States coverage; Employers Liability coverage.

3. The coverage listed in Section III, P.2.a., b., and c. (above) shall be written for not less than the following limits of liability. Limits can be furnished by a combination of primary and excess (umbrella) policies.

a. Commercial General Liability Insurance including all extensions – $1,000,000 each occurrence;

$1,000,000 personal injury;

$1,000,000 products/completed operations;

$3,000,000 general aggregated

b. Business Automobile Liability - $2,000,000 each accident

c. Workers Compensation insurance – statutory requirements.

Employer’s liability insurance - $1,000,000 each accidental injury; and $1,000,000 policy limit for disease.

d. Errors and Omissions/Professional Liability-

$1,000,000 per combined single limit per claim $3,000,000 annual aggregate

e. Cyber Security/Data Breach Insurance- $10,000,000 per occurrence

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4. Tort-Claim Act – It is agreed that the contractor and its insurers will not raise or use, in the adjustment of claims or in the defense of suits against any participating USM institution, any immunity of the insured from tort liability, (including Maryland Tort Claim Act), including any limitation of liability, unless requested by any participating institution.

5. NOTE: If insurance required in Section III. P.a.iv. and v. above has been issued on a “claims made” basis, the Contractor must comply with the following additional conditions. The limits of liability and the extensions to be included as described above remain the same. The Contractor must either:

1. Agree to provide certificates of insurance evidencing the above coverages for a period of three (3) years after final payment for the contract. Such certificates shall evidence a retroactive date no later than the beginning of the Contractor’s or Subcontractor’s work under this contract, or

2. Purchase an extended (minimum three (3) years) reporting period endorsement for the policy or policies in force during the term of this contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself, and

3. The “retroactive date” must be effective prior to the inception of the work under this contract, and

4. No “sunset” clauses shall apply.

A CERTIFICATION FROM AN AUTHORIZED BROKER OR AGENT THAT ALL

REQUESTED COVERAGES ARE AVAILABLE AND WILL BE PROVIDED TO THE

CONTRACTOR UPON AWARD OF THIS CONTRACT SHALL BE PROVIDED WITH

ANY PROPOSAL.

I. KEY PERSONNEL

Vendor shall complete Appendix G Key Personnel for each of the following roles.

1. Project Lead

2. Business Analyst

3. Technical Lead

4. Technical Developer

5. Reporting Lead

6. Reporting Developer

7. Integration/Migration Lead

8. Data Developer/Architect

9. Quality Assurance Analyst

10. Training Manager

University of Maryland, Baltimore | RFP91203JAH 21

SECTION IV. EVALUATION AND SELECTION PROCEDURES

A. EVALUATION AND SELECTION COMMITTEE

All vendors’ proposals received by the closing deadline will be evaluated. The Procurement Officer shall establish an Evaluation and Selection Committee to review and rate the proposals. The Committee shall be composed of representatives appointed by the Procurement Officer. The Committee may request additional technical assistance from any source.

B. EVALUATION PROCEDURE

Qualifying Proposals – The Committee shall first review each proposal for compliance with Section III.C, Offeror Minimum Qualifications. Failure to comply with any minimum qualification will disqualify a vendor’s proposal. The University reserves the right to waive a minimum qualification when it is in its best interest to do so. Any alternate solution proposal submitted (if permitted by this document) must be complete and will be subject to a full and independent evaluation. In addition, the vendor must assume responsibility for addressing all necessary technical and operational issues in meeting the objectives of the RFP. Each section of the proposal will be scored according to the criteria listed below.

C. TECHNICAL EVALUATION

After determining compliance with the Offeror Minimum Qualifications in this RFP, the Committee shall conduct its evaluation of the technical merit of the proposals in accordance with the Evaluation Criteria.

Vendors technical proposals should not exceed 30 pages (This does not include the required documents of this RFP).

Minor irregularities in proposals, which are immaterial or inconsequential in nature, may be waived wherever it is determined to be in the University’s best interest.

Based on the selection committee’s initial review of proposals, the Issuing Office may invite, without cost to itself, ranking finalists to make a presentation of their proposal and their capabilities as a further consideration in the selection process. The University reserves the right to make an award with or without negotiation. Only those vendors who are to be reasonably susceptible of being selected for award shall be offered the opportunity to participate in the process.

D. MINIMUM TECHNICAL SCORE Vendors must achieve a minimum technical score of 75% of the total points available for the technical evaluation in order to be considered for further evaluation. Vendors not achieving this minimum technical score will not move on to the Financial Evaluation.

University of Maryland, Baltimore | RFP91203JAH 22

E. FINANCIAL EVALUATION

The separate cost volume of each qualified proposal will be distributed to the committee following the completion of the technical evaluation. The committee will determine total costs of the proposals in order to establish a financial ranking of the proposals, from lowest to highest total cost. If a numeric scoring system is used, the lowest total cost will receive 100% of the points awarded to the financial portion with subsequently higher quotes receiving proportionally lower points.

Prompt payment discounts offered for payment within less than 30 calendar days will not be considered in evaluating offers for award. However, offered discounts of less than 30 days will be taken if payment is made within the discount period, even though not considered in the evaluation for award.

F. FINAL RANKING AND SELECTION

If a numeric scoring system is used, the resulting scores from the technical and financial evaluation of proposals will be used as a guide in determining the successful offeror(s). The Evaluation and Selection Committee will choose from among the highest rated proposals which will best serve the interests of the University in accordance with the University System of Maryland Procurement Policies and Procedures in its recommendation of award to the Procurement Officer. Technical merit will be given Greater value Than cost.

G. CRITERIA FOR TECHNICAL EVALUATION

The criteria that will be used by the committee for the technical evaluation of the proposals for this specific procurement are listed below. Each committee member will score the proposals on each major criterion.

Proposed Implementation Team System Integration Data Migration Dashboards & Reporting Testing and Quality Assurance Project Planning & Management Business Process Development Post-Go-Live Support Training & Knowledge Transfer

University of Maryland, Baltimore | RFP91203JAH 23

TECHNICAL PROPOSAL

Evaluation Criteria The below is the order in which the criteria will be evaluated.

1. Proposed Implementation Team (shall hold the most weight)

The rest of these criteria will be weighed equally.

2. System Integration

3. Data Migration

4. Dashboards & Reporting

5. Testing and Quality Assurance

6. Project Planning & Management

7. Business Process Development

8. Post-Go-Live Support

9. Training & Knowledge Transfer

University of Maryland, Baltimore | RFP91203JAH 24

SECTION V. INFORMATION REQUIRED IN VENDOR PROPOSALS

A. TRANSMITTAL LETTER

A transmittal letter shall accompany the Technical Proposal.

A transmittal letter must be prepared on the vendor’s business stationery. The purpose of this letter is to transmit the proposal; therefore, it should be brief.

The letter must be signed by an individual who is authorized to bind the firm to all statements, including services and prices, contained in the proposal.

The Transmittal should include the following:

• Name and address of the Bidder;

• Name, title, email address and telephone number of primary contact for the Bidder;

• Solicitation Title and Solicitation Number that the Bid is in response to;

• Signature, typed name, and title of an individual authorized to commit the Bidder to its Bid;

• Federal Employer Identification Number (FEIN) of the Bidder, or if a single individual, that individual’s Social Security Number;

• Bidder’s MBE certification number (if applicable);

• Any information which is claimed to be confidential is to be noted by reference and included in the Transmittal Letter. Each page that is confidential or proprietary must also be marked.

B. TWO VOLUME SUBMISSION

The selection procedure for this procurement requires that the technical evaluation of the proposals is to be conducted before the cost data are distributed to the Evaluation and Selection Committee. Consequently, each proposal must be submitted as two separate enclosures as indicated below.

Failure to do so may constitute disqualification of a vendor’s proposal.

C. VOLUME I – TECHNICAL

This volume should be prepared in a clear and precise manner. It should address all appropriate points of this RFP except financial information. This volume consists of and must contain the following sections:

1. Management Summary

2. Compliance with RFP Specifications (complete the table provided on pages 11 and 12)

3. Certification to provide insurance as required

4. Bid/Proposal Affidavit (Appendix B)

University of Maryland, Baltimore | RFP91203JAH 25

5. Contract Affidavit (Appendix D)

6. Company Profile (Appendix E)

7. Company Contract Experience/Reference Form (Appendix F)

8. Key Personnel (Appendix G)

9. Acknowledgement of Receipt of Addenda. (Appendix H, only if

Addenda are issued)

The Management Summary should contain a brief synopsis of the needs of the University relative to this RFP and the solution that the vendor is offering through their proposal.

The Compliance with RFP Specifications is to be prepared in the same sequence as the Specifications section of this RFP. The proposal must be expressly clear as to whether or not the vendor can satisfy each point of the RFP specifications. This section is not to be prepared with YES or NO replies only. The vendor must describe how he will provide the (services/products) specified to satisfy the stated requirements or conditions. NOTE: Financial Condition or Annual Report must be included in this section.

Any other information that may be relevant but does not fall in the above format should be provided as an appendix to this volume. Minor irregularities in the proposals, which are immaterial or inconsequential in nature, may be waived whenever it is determined to be in the best interest of the University.

If company literature or other publications are included and intended to respond to an RFP requirement, the response in this volume should include reference to the document name and page.

Technical volumes containing no such citations will be considered complete and without need to refer to other documents, i.e., the Evaluation and Selection Committee will not be required to refer to any additional documents for the vendor responses to RFP requirements during the evaluation process.

D. VOLUME II – FINANCIAL

This volume must be submitted in an attachment separate and apart from the technical volume. It must contain the following:

Complete price information for all equipment and/or services proposed including any and all discounts. Proposer shall use the same pricing format required by the University in this RFP (if such a format was specified).

E. SUBMISSION

Vendors must submit the required number of copies of his/her proposal by the closing time and date specified in Section I.E of the RFP.

University of Maryland, Baltimore | RFP91203JAH 26

SECTION VI: APPENDICES AND ATTACHMENTS

APPENDIX A - Schedule B – Terms and Conditions of Solicitation and Purchase Order Terms and Conditions

APPENDIX B - Bid/Proposal Affidavit

APPENDIX C - Maintenance/Service Contract

APPENDIX D - Contract Affidavit

APPENDIX E- Company Profile

APPENDIX F- Company Contract Experience / Reference Form

APPENDIX G- Key Personnel

APPENDIX H- Acknowledgement of Receipt of Addenda

APPENDIX I- Price Sheet

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APPENDIX A

SCHEDULE B

University of Maryland, Baltimore

SOLICITATION TERMS & CONDITIONS

Definitions:

a) "Vendor" or "Contractor" means a person, partnership, corporation or other entity submitting an offer in response to a University solicitation.

b) "Offer" means a bid or proposal submitted by a vendor.

c) "UMB" means the University of Maryland, Baltimore or any other component of the University System of Maryland (USM) on behalf of which this procurement is made by UMB.

d) "Contract" an agreement entered into by UMB for the acquisition of supplies, services, construction, architecture services and engineering services.

Terms:

1. Reservation of Rights. This solicitation creates no obligation on the part of UMB. This solicitation may be cancelled at any time prior to opening of offers. UMB reserves the right to increase or decrease the quantities of any materials, equipment, supplies, or services described in the solicitation. Offers may be modified or withdrawn by written notice received prior to the time and date set for opening. UMB reserves the right to accept or reject all offers in whole or in part. The University reserves the right to make awards by item, groups of items, multiple awards, or on an all or none basis as best serves the interests of the University.

2. Pricing. The unit price shall be considered as the offer price, which will be evaluated by UMB. Separate unit prices shall be submitted for each item; extensions shall be indicated where applicable and total offer price shown when requested. Unless otherwise provided in the solicitation, offer prices are irrevocable for a period of 90 days following the date set for offer opening.

3. Specifications; Equivalents. All materials, equipment, supplies, or services shall conform to applicable Federal and State laws and regulations and to the specifications contained in the solicitation. Any manufacturer's names, trades names, brand names, information and/or catalog numbers listed in a specification are for information and are not intended to limit competition. The vendor may offer any brand which meets or exceeds the specification for any item(s). If offers are based on equivalent products, the vendor shall indicate on the offer form the manufacturer's name and product number and shall submit with the offer cuts, sketches, and descriptive literature and/or complete specifications. Reference to literature submitted with a previous offer shall not satisfy this provision. The vendor shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. UMB reserves the right to determine acceptance of any items proposed as equivalent. Offers which do not comply with these requirements are subject to rejection.