School Police Overtime RFP-26065 - 2.6.26.pdf

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

200 EAST NORTH AVENUE

BALTIMORE, MD 21202

REQUEST FOR PROPOSALS

SCHOOL POLICE OVERTIME MANAGEMENT SYSTEM

RFP-26065

ISSUED BY: Procurement Office Baltimore City Public Schools 200 East North Avenue, Room 401 Baltimore, MD 21202 Attention: Shabray Matthews

RFP NUMBER: RFP-26065

RELEASE DATE: Friday, February 6, 2026

PRE-PROPOSAL Thursday, February 12, 2026 @ 11:00 a.m. EST, MEETING: via Teams

QUESTIONS DUE: Tuesday, February 17, 2026 @ 4:00 p.m. EST

PROPOSAL DUE DATE: Friday, March 6, 2026 by 11:00 a.m. EST

DIRECT INQUIRIES TO: Shabray Matthews

PH: 410-396-8831

FX: 410-545-6977

E-mail: SSMatthews@bcps.k12.md.us

Entities are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render an Entity’s Proposal unacceptable and subject to rejection. Questions and inquiries may be addressed as outlined in Part II, Item 4 of this solicitation. Any exceptions to the Baltimore City Public Schools’ (“City Schools’”) terms and conditions are not binding unless they are negotiated and affirmatively deemed mutually agreeable by the Entity and City Schools in an executed Contract. City Schools is not required to negotiate changes to its terms and conditions.

mailto:JBoatswain@bcps.k12.md.us

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

2.0 BACKGROUND

3.0 SCOPE OF SERVICES

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-PROPOSAL MEETING

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 TRAVEL REIMBURSEMENT

10.0 ELECTRONIC PAYMENT

11.0 RFP REVISIONS

12.0 SUBMISSION DEADLINE

13.0 PROPOSAL OPENING

14.0 DURATION OF OFFER

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

17.0 INSURANCE

18.0 LIQUIDATED DAMAGES

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION BADGE

20.0 LIVING WAGE

21.0 BONDING 20

22.0 TERMS AND CONDITIONS

23.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

24.0 UNNECESSARILY ELABORATE BROCHURES

25.0 SERVICE LEVEL AGREEMENT

PART III: PROPOSAL FORMAT

1.0 PROPOSAL SUBMISSION FORMAT

2.0 VOLUME I: TECHNICAL PROPOSAL FORMAT

3.0 VOLUME II: FINANCIAL PROPOSAL

4.0 VOLUME III: MINORITY/WOMEN BUSINESS ENTERPRISE M/WBE

PART IV: EVALUATION AND SELECTION PROCEDURE

1.0 EVALUATION COMMITTEE

2.0 EVALUATION PROCESS

3.0 EVALUATION CRITERIA

PART V: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR RFP’S

APPENDIX B - CITY SCHOOLS GENERAL ARTICLES

APPENDIX C - REFERENCES

APPENDIX D - NON-COLLUSION CERTIFICATE

APPENDIX E - DEBARMENT AFFIDAVIT

APPENDIX F - ANTI-BRIBERY AFFIDAVIT

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School Police Overtime Management System 6/23/2025

APPENDIX G - ETHICS CERTIFICATION

APPENDIX H - EDGAR

APPENDIX I - FINANCIAL PROPOSAL FORM

APPENDIX J - MBE/WBE DOCUMENTS

ATTACHMENT A – SYSTEM REQUIREMENTS

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

This Request for Proposals (“RFP” or “solicitation”) is soliciting qualified software vendors to provide, implement, and support a Police Overtime Management System. The solution must be a commercially available, proven software platform that can be licensed by City Schools, configured to meet the requirements described in this RFP, and integrated with existing systems. The selected vendor will provide implementation services, technical integration, user training, and ongoing user and technical support.

For the purposes of this RFP, the following definitions apply: “City Schools” refers to the Baltimore City Board of School Commissioners, which operates a system of public schools commonly known as the Baltimore City Public School System or Baltimore City Public Schools; “Entity” means any qualified, reliable, and interested broker, vendor, bidder, consultant, contractor, manufacturer, and/or other entity that responds to this RFP, as well as the entity awarded a Contract or otherwise duly authorized by City Schools to provide Services in accordance with applicable Laws; “Contract” or “Agreement” refers to the legally enforceable contract or agreement between City Schools and the Entity that is the successful respondent to this RFP; “Services” or “Work” refers to the work, deliverables, products, goods, materials, equipment, and/or services required to be provided or performed by the Entity under the terms of the Agreement; “Law” or “Laws” refers to any applicable federal, state, and local laws, regulations and rules, as well as Baltimore City Board of School Commissioners policies and administrative regulations, which are available at this link: www.baltimorecityschools.org/board-policies; and “Proposal” means a bid or submission to City Schools in response to this RFP.

2.0 BACKGROUND

City Schools serves the needs of public education in Baltimore City, covering approximately 77 square miles, with a residential population of more than 585,000. It is the fifth largest public-school system in the State of Maryland. City Schools operates 162 schools and programs, which includes Pre-k, elementary, middle, and high schools as well as special education centers, charter, and alternative schools. The Central administration headquarters is located at 200 East North Avenue, Baltimore, Maryland.

City Schools is governed by the Baltimore City Board of School Commissioners which has 12 members (including a partially voting student member). Nine members of the Board are appointed by the Mayor of Baltimore City and two members are elected in a citywide election every four years along with the student commissioner who is elected by fellow high school students every year. The Chief Executive Officer reports directly to the Board.

City Schools currently has approximately 75,811 students, 8,961 employees and an annual operating budget of $1.39 billion. Please visit the district’s website at www.baltimorecityschools.org for more information about the district.

The City Schools Police Force (“School Police”) ensures that students and staff have safe, secure environments for teaching and learning. In addition to patrolling, responding to calls, and investigating offenses, police officers counsel students, de-escalate conflict, advise school staff on security issues, and provide information to parents.

http://www.baltimorecityschools.org/board-policies https://nam12.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.baltimorecityschools.org%2F&data=05%7C02%7CTMHutley%40bcps.k12.md.us%7Cf54d8c7de87d4700622408dd680c36ab%7C065bb2f46fe3414fa910f2886305c814%7C0%7C0%7C638781123841924294%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=wY8N25Y3qjvhwX9B%2BhtLTvgMN%2BxT2wGjOOpEajXjGww%3D&reserved=0

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Pursuant to Maryland law, the School Police is the primary agency responsible for policing the premises of schools and any other property used for educational purposes owned, leased, or operated by, or under the control of City Schools. Its school police officers possess all the powers of any peace or police officer in the state and receive the same basic academy training as Baltimore City police officers.

To better serve the City Schools community, the School Police has a “concurrent jurisdiction agreement” with the Baltimore City Police Department, which gives School Police the authority to enforce the law within the limits of the City of Baltimore. This means that, while the School Police's primary jurisdiction is school property, as first responders, school police officers have a responsibility to take action when necessary to restore order and can make arrests anywhere within the Baltimore city limits.

The School Police currently is comprised of 94 total officers. The Chief of School Police leads a roster that consists of two Majors, two Lieutenants, five Sergeants, and five Corporals. Additionally, there are nine dispatchers, six guards, three criminal investigators, as well as a communications supervisor, education and training coordinator, business manager and administrative assistant. Other officers are also assigned to support internal investigations, body worn cameras, community outreach, and light duty and / or medical restrictions. For more information, see the School Police General Orders, available at this link.

Pursuant to School Police General Order 10-56, available at this link, the School Police prioritize deployment of members working regularly scheduled shifts to meet operational needs before utilizing overtime. The Chief of School Police and all School Police supervisors strive to make all possible efforts to minimize overtime, consistent with carrying out the department’s mission and responding to emergencies. Additionally, overtime shall be limited so that officers’ effective performance of duty shall not become impaired.

Currently, overtime for all officers is processed by the Business Manager. There is not one platform or system that houses all the required overtime information. The Business Manager retrieves overtime requests through separate time and payroll platforms by running several different reports. The Business Manager then uses a series of self-developed spreadsheets that are arranged and sorted by the different types of overtime requests. Information from the extraction report is then manually entered into the various spreadsheets where hours are compiled and notes are recorded. Using the updated spreadsheets, the Business Manager then logs into another platform (i.e., Timekeeper) where a new line / entry is again manually created for each approved overtime request for payroll processing and payment.

3.0 SCOPE OF SERVICES

The requirements set forth in this Scope of Work describe the City School’s high-level functional, technical, and operational expectations for the proposed solution.

In addition to the requirements outlined herein, vendors must fully comply with all detailed functional and technical requirements contained in Attachment A. Attachment A provides expanded, itemized requirements that further define and supplement the Scope of Work described in this RFP.

https://files-backend.assets.thrillshare.com/documents/asset/uploaded_file/3843/Bcps/a98fddb4-00bb-41c2-9405-f4ab5693deca/General_Order_10-56_-_Overtime__Adopted_7-22-2.pdf?disposition=inline https://core-docs.s3.us-east-1.amazonaws.com/documents/asset/uploaded_file/3843/BCPS/3608595/General_Order_10-56_-_Overtime__Adopted_7-22-2025_.pdf

RFP-26065 RFP Template Effective Date:

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Proposals must address and satisfy all requirements contained in both this RFP document and Attachment A. In the event of any perceived omission or generalization in the Scope of Work narrative, the requirements specified in Attachment A shall be deemed applicable and required.

The primary objectives of the School Police Overtime Management System are to:

• Streamline the request, approval, assignment, and tracking police overtime work.

• Provide secure, role-based user interfaces for requesters, officers, supervisors, and administrators.

• Integrate seamlessly with existing City Schools enterprise systems for HR, payroll, and finance.

• Provide comprehensive audit trails, reporting, and analytics for operational and compliance needs.

• Ensure compliance with all applicable laws and standards, including CJIS security requirements School Police General Orders, and City Schools’ data security policies.

• Adhere to the cybersecurity principles set forth by the National Institute of

Standards and Technology (NIST), as well as City Schools’ Third-Party Vendor and Business Associate Security Guidelines, which is available on the City Schools website, at this link (Third-Party Vendor and Business Associate Security

Guidelines).

SOFTWARE REQUIREMENTS

3.1 User Interface & Core Functionality

• Request forms with fields for activity/event details, location, dates, times, number of officers, and required supporting documents.

• Interfaces for reviewing and approving requests, assigning eligible officers, and tracking assignments.

• Geolocation capabilities to track overtime work locations and times.

• Ability for officers to view and accept assignments.

• Secure upload of supporting documents for overtime events.

• System must support retroactive corrections: if changes are made to historical assignments or hours, they must flow through to integrated payroll/timekeeping systems (e.g., UKG Ready) without manual re-entry.

• Retroactive corrections must maintain an audit trail of the original entry and the correction https://core-docs.s3.us-east-1.amazonaws.com/documents/asset/uploaded_file/3843/BCPS/3611067/vendor-security-guidelines.pdf https://core-docs.s3.us-east-1.amazonaws.com/documents/asset/uploaded_file/3843/BCPS/3611067/vendor-security-guidelines.pdf

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

• Mobile app functionality (iOS/Android), with offline capability for areas of poor connectivity and synchronization once online.

3.2 Integrations

The system must integrate with:

• UKG Ready (timekeeping) – including geolocation data from addresses submitted into overtime management system.

• Oracle Fusion (finance and payroll) – ensuring seamless HR and financial data exchange.

• REST API / Web Services for interoperability with third-party systems.

• ADCIEO permit system (if applicable for events).

• Active Directory for single sign-on (SSO).

• Stipend tracking systems for special coverage (e.g., prom).

• Must support real-time data validation and exception handling for payroll-blocking errors.

• Reimbursement tracking for invoicing

• Integration with Splash BI

• Ability to do historical corrections (2-way flows)

3.3 Reporting & Audit

• Full audit trail of requests, approvals, assignments, communications, and payments.

• Downloadable/ exportable (Excel/CSV/PDF) and schedulable reports (daily, weekly, monthly) with filtering by employee, request, event, and date.

• Ability to build custom reports and push them to designated recipients.

• Communication logs showing when and to whom notifications were sent.

• Audit logs must be retained for a minimum of 7 years to comply with payroll and audit requirements.

• Exception reports flagging duplicate entries, unusual hours, or assignments exceeding budget limits.

• Dashboards for supervisors and leadership showing active assignments, pending approvals, and budget/cost summaries.

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

3.4 Business Rules

• Enforce all requirements set forth in General Order 10-56, including but not limited to those set forth below.

• Enforce 72-hour weekly and 16-hour daily work limits (cumulative hours including regular duty plus overtime and secondary employment); emergency override allowed.

• System must enforce operational and non-operational overtime pre-approval.

• Restrict overtime if officer is on sick leave; include configurable eligibility logic.

• Prioritize operational over non-operational overtime.

• Automate Callback overtime (4-hour minimum), Court duty overtime (2-hour minimum), Meal allowance (≥3 hours per detail), Comp time vs. cash OT choice

(240-hr comp cap; approval required).

• Deduct secondary employment OT 1:1 from regular OT beyond 32 hours.

• Compute double OT for 7 consecutive workdays (if applicable).

• Support 7-day and 14-day OT cycles.

• Compute / manage assignments based on seniority, if needed and as aligned with the Collective Bargaining Agreement with the ability to turn the seniority feature on and off, as applicable. for specific assignments

• Allow flagged retro entries for emergency OT.

• Maintain full audit trail for approvals, corrections, and overrides.

• prevent an Officer from exceeding 32 hours of OT, including secondary employment

• restrict to no more than 16 hours worked in a 24-hour day

• Exempt employees should be ineligible for internal OT

• Should have valid security profiles

• System should support retro entries for verbally approved emergency overtime.

3.5 Emails/Alerts/Communications:

• Generate notifications for submission, approval/rejection, acceptance, assignments, permits, and billing (Finance/REO).

• Send emergency alerts to designated leadership via email or text.

• Support email, SMS, and in-app channels with configurable alerts for overlaps, time/budget limits, or pending actions.

RFP-26065 RFP Template Effective Date:

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• Maintain a 7-year audit log of all messages (recipient, timestamp, result).

• Allow external requestors to receive system-generated notifications.

• Geo Location alerts to supervisor for officer on assignment.

3.6 Security/User Profiles

• Define roles for: Officer, Supervisor, Lieutenant, Major, Chief, Business Manager, Administrative Assistant, Timekeeper, Payroll Analyst, Accounts Payable

Specialist, Accounting Assistant, Human Capital Analyst, Non-Police Requestor, Permits Processor, and System Administrator.

• Allow permissions by role for requesting, approving, processing, and reporting overtime.

• Support delegation/acting roles when users are unavailable.

• Maintain an audit trail capturing who performed or approved each action.

3.7 Implementation Services

The vendor will provide:

• Project planning & management – Develop and maintain an implementation plan, covering milestones, responsibilities, and risk management.

• System configuration – Configure the software to meet City Schools’ functional requirements.

• Integration services – Implement required integrations with City Schools systems and APIs.

• Data migration – Assist with migration of relevant historical and active overtime records.

• Testing – Conduct system, integration, and user acceptance testing with City

Schools staff.

• Project Manager - Vendor must designate a project manager as the single point of contact for implementation and escalation.

• Implementation Milestones – at minimum

The vendor shall include a detailed schedule with proposed milestones. At a minimum, the following dates will apply (anchored to contract award date):

• Project Kickoff: Within 2 weeks of contract award.

• Configuration & Initial Setup: Within 45 days.

• Integration Development & Testing: Within 90 days.

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

• User Acceptance Testing (UAT): begins at 120 days, concludes by 150 days.

• Go-Live: No later than 180 days (6 months) from contract award, unless otherwise approved by City Schools.

• Post-Go-Live Support Review: Within 30 days of go-live, including a stabilization review with City Schools.

• Hypercare period: vendor must provide enhanced support for 60-90 days following stabilization.

• Support: Vendor must demonstrate proactive communication throughout implementation and post–go-live support, providing timely updates on issues, configuration changes, and scheduled releases that may impact operations or payroll processing.

• Proof of Concept (POC): As part of evaluation and prior to contract award, shortlisted vendors must conduct a Proof of Concept demonstrating core system capabilities, including pre-approval of overtime requests, prevention of overlapping assignments, audit trail visibility, and real-time / near real time integration behavior. The POC will be used to validate functional fit, usability, and compliance with business rules.

The vendor’s proposal should confirm the feasibility of these timelines or propose alternative schedules with justification.

3.8 Training & User Support

• Training – Provide role-based training for administrators, supervisors, officers, and other users.

• Documentation – Provide user manuals, administrator guides, integration documentation, and training videos.

• Ongoing Support – Provide technical support (help desk, ticketing system, phone/email) for system issues, bug fixes, and updates.

• User Support – Offer assistance for end-users with login, navigation, mobile apps, and feature usage.

• Accessibility - All user-facing interfaces must meet WCAG 2.1 AA accessibility standards.

WCAG 2.1 is organized around four principles known as POUR:

1. Perceivable – Information and user interface components must be presentable to users in ways they can perceive.

2. Operable – User interface components and navigation must be operable.

3. Understandable – Information and the operation of the user interface must be understandable.

4. Robust – Content must be robust enough to be interpreted reliably by a wide variety of user agents, including assistive technologies.

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

3.9 Technical Support & Maintenance

• Provide regular software updates, patches, and security fixes.

• Guarantee 99.9% uptime SLA for hosted solutions.

• Monitor and alert system performance and errors.

• Support for troubleshooting integrations and data issues.

• Ensure fully configurable role-based access controls, with the ability to delegate/act on behalf of another role

• Maintain a formal Disaster Recovery & Business Continuity Plan with tested recovery times (RTO/RPO defined in contract).

• The solution must be a Software As a Service solution (SAAS) that supports

Single Sign On (SSO).

3.10 Escalation Procedures

The vendor must maintain a formal escalation process for issue resolution, including:

• Escalation Matrix with named contacts, roles, and decision-making authority at each escalation tier.

• Response and resolution times, including:

o Critical (system down): response within 2 hours, resolution within 24 hours.

o High (major function impaired): response within 4 hours, resolution within

2 business days.

o Medium/Low (non-critical): response within 1 business day, resolution within 5 business days.

• Senior Escalation Manager assigned with authority to allocate resources and make binding decisions.

• Status Updates: Regular updates to City Schools project leadership until full resolution.

3.11 Deliverables

• Fully functional Police Overtime Management System meeting all specified requirements.

• Completed system integrations with UKG Ready, Oracle Fusion, and other designated systems.

• Documentation of system configuration, workflows, and integrations.

• Training sessions and training materials for all user roles.

RFP-26065 RFP Template Effective Date:

School Police Overtime Management System 6/23/2025

• Final acceptance testing and sign-off.

3.12 References

• Five References, of which at least three must be school districts, and one must demonstrate deployment in a law enforcement overtime environment.

3.13 Minimum Requirements

Only proposals that meet all Minimum Vendor Qualifications will proceed to technical and financial evaluation.

Category Requirement (Compliance Item) Leadership Concern /

Example

Compliance & Business

Rules

Enforce 72-hour weekly cap Explicit CBA requirement

Enforce 16-hour daily cap, with override reason/timestamp

Justification logged

Enforce 32-hour OT + secondary employment cap

Must auto-deduct secondary employment

Callback OT (4-hr min, excluded from 32-hr cap)

Mandatory 4-hr minimum

Court duty: 2-hour minimum with proper pay brackets.

Must handle 0–18 min=0.3, etc.

Sick leave check – block OT/secondary Fraud prevention

Meal allowance stipend for 3+ continuous hours

From CBA

Pre-approved Overtime

Comp time vs cash OT (240-hour cap) approvals tracked, restrict for external events

14-day work cycle calculations Needed for 10/14-day schedules

Integration

Must integrate with timekeeping (geo punches).

Must integrate with payroll/finance (Oracle).

Must integrate with time & attendance system (UKG Ready)

Must support retroactive corrections flowing back into payroll.

Audit & Reporting

Audit logs retained ≥ 7 years compliance/audit

Fraud prevention: system must block double booking.

no officer in 2 places at once

Geo-validation at punch in/out with supervisor workflow

Secondary employment reimbursement reporting

Finance billing

Security Role-based permissions (Officer, Lt, Major, Chief, Finance, etc.)

Accountability chain

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Delegation/acting permissions with audit trail

Must log approver/override

Support & Hosting

Uptime SLA ≥ 99.9% Reliability requirement

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

Not Applicable

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PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected Entity agrees not to disclose or knowingly use any confidential or proprietary information of the Baltimore City Schools and/or third-party participant.

Entities are notified that City Schools has unlimited data rights regarding Proposals submitted in response to this solicitation. “Unlimited data rights” means that City Schools has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display publicly any information submitted by the Entity in response to this or any solicitation issued by City Schools. City Schools will exempt information that is confidential commercial or financial information of an Entity, as defined by the Maryland Public Information Act (“MPIA”), Title 4 of the General Provisions Article of the Maryland Annotated Code. It is the responsibility of the Entity to clearly identify each part of its Proposal that is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with one-inch, bold face letters stating the words “confidential” or “proprietary”. The Entity agrees that any portion of the Proposal that is not stamped as proprietary or confidential is not proprietary or confidential. As a condition for City Schools keeping the information confidential, the Entity must agree to defend and hold City Schools harmless if any information is inadvertently released. Each Entity must submit a proprietary and confidential redacted copy of its Proposal to be used in responding to MPIA requests. However, and in accordance with the MPIA, Entities are hereby notified that every portion of the Proposal may still be subject to disclosure under the MPIA.

2.0 TERM OF AGREEMENT

The anticipated term of the Contract that City Schools intends to award pursuant to this RFP shall be for THREE (3) YEARS from the date after Board approval and subject to the termination provisions set forth in the attached City Schools General Articles (Appendix B).

3.0 PRE-PROPOSAL MEETING

Entities are strongly encouraged to attend a virtual pre-proposal meeting is scheduled for THURSDAY, FEBRUARY 12, 2026 at 11:00 a.m. EST. While attendance at the pre-proposal meeting is not mandatory, the information presented is informative. Additionally, interested Entities are strongly encouraged to submit questions prior to this meeting. All interested Entities are encouraged to attend in order to be better able to prepare an acceptable Proposal.

The pre-proposal meeting will be conducted via Microsoft Teams. Call-in details are below:

Call in Number: +1 443-961-1488 Conference ID: 343 276 980# Passcode: xf23k2Mc

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4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Entity orally.

To be given consideration, the questions must be received NOT LATER THAN TUESDAY, FEBRUARY 17, 2026, by 4:00 PM EST. All questions shall be submitted in writing through eMMA. Questions that are deemed to be substantive in nature will be answered only in writing, with both the question(s) and answer(s) posted on https://emma.maryland.gov. Unless expressly authorized by the Point of Contact, contact by Entities with any other City Schools employee regarding this solicitation until the Contract is awarded by the Board will be considered by City Schools as an attempt to obtain an unfair advantage and result in non-consideration of the Entity’s Proposal. Do not submit questions to the Point of Contact via email.

5.0 POINT OF CONTACT

Shabray Matthews, Director of Procurement Baltimore City Public Schools Office of Procurement 200 E. North Avenue Baltimore, MD 21202 Phone: 410-396-8831 E-mail: SSMatthews@bcps.k12.md.us

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

For purposes of the Contract awarded pursuant to this RFP, the City Schools Project Monitor is Jonathan Turner.

The Entity’s performance will be under the technical direction of the City Schools Project Monitor, who will be responsible for ensuring the Entity’s compliance with the requirements of the Contract to include managing the daily activities of the Contract, providing technical guidance to the Entity, and overall project scheduling and coordination. The Entity shall be accountable to the City Schools Project Monitor on all matters relating to the scope of Work.

7.0 CONTRACT TYPE

The Contract resulting from this solicitation will be a fixed-price contract.

8.0 PAYMENT TERMS

The prices, rates, and other compensation for Services performed is as described in the Agreement. When transportation or freight charges are billed to City Schools, a paid freight bill must accompany the invoice. Invoices received unaccompanied by such evidence will be paid only upon acceptance by City Schools. Cartage, handling, packaging, or boxing charges will not be allowed unless specifically so stated in the purchase order.

The Parties acknowledge and agree that the Entity’s invoices are to be submitted to City Schools in a timely manner, per the terms of a purchase order, after the Services have https://emma.maryland.gov/ mailto:SSMatthews@bcps.k12.md.us

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School Police Overtime Management System 6/23/2025 been provided to City Schools. If invoices are submitted more than one calendar year after the last date the Entity’s Services have been rendered or the last date when Services were accepted by City Schools, then City Schools shall have no obligation to pay for the stale invoices. City Schools shall have no obligation to pay for Services performed before City Schools approves the Agreement or after it terminates, in excess of the monetary amount of the Agreement, or prior to the issuance of a purchase order. The Entity shall comply with additional City Schools guidance regarding invoices, proposals, and quotes, available on the City Schools website (Quote and Invoice Guidance Document Link).

The Entity’s invoices shall be approved for payment by the City Schools Project Monitor only after the City Schools Project Monitor is satisfied that the Entity is performing the Services and has prepared the invoice as required by the Agreement. Prior to approving any Entity invoices for payment, City Schools, through any authorized representative, has the right at all reasonable times to inspect, or otherwise evaluate, the Services performed or being performed at the premises on which it is being performed. If any inspection or evaluation is made by City Schools on the premises of the Entity or any of its subcontractors, the Entity shall provide and shall require its subcontractors to provide all reasonable facilities and assistance for the safety and convenience of City Schools representatives in the performance of their duties. All inspections and evaluations shall be performed so that they will not unduly delay the Services.

Within thirty (30) days after receipt of each invoice and accepting the Services, City Schools shall, except as provided in the Agreement, pay for the Services performed when approved by the City Schools Project Monitor. A payment schedule will be jointly developed between City Schools and the Entity. City Schools reserves the right to submit payment using an electronic payment method, such as credit card, Single Use Account, or Automated Clearing House. The Entity shall not assess City Schools with any additional charge, fee, or price for the use of these electronic payment methods.

Regardless of any other provisions of the Agreement, failure of the Entity to submit required reports when due or failure to perform or deliver acceptable Services will result in City Schools withholding or limiting payments under the Agreement until such time as City Schools determines that the Entity has met the performance terms as established by this Agreement, unless such failure arises pursuant to Article 7 (“Force Majeure”) of the City Schools General Articles and without the fault or negligence of the Entity. City Schools shall promptly notify the Entity of its intention to withhold or limit payment of any invoice submitted.

If at any time City Schools determines that a cost for which payment has been made is a disallowed cost, such as overpayment, City Schools shall notify the Entity in writing of the disallowance or claim for unallowable costs. City Schools shall also state the means of correction, which may be, but shall not be limited to, adjustment of any future claim submitted by the Entity by the amount of the disallowance, or to require repayment of the disallowed amount by the Entity.

The Entity shall fully comply with any bid, payment, performance bond and/or other bonding or surety obligations as set forth in this RFP.

9.0 TRAVEL REIMBURSEMENT

Hotel and meal expenses are limited to the U.S. General Services Administration (“GSA”) Per Diem Rate http://www.gsa.gov/Per Diem. In no event will meals totaling more than https://core-docs.s3.us-east-1.amazonaws.com/documents/asset/uploaded_file/3843/BCPS/3989723/City_Schools_Quote_and_Invoice_Guidance_09.15.23.pdf http://www.gsa.gov/portal/content/104877?utm_source=OCM&utm_medium=print-radio&utm_term=HP_01_Requested_perdiem&utm_campaign=shortcuts

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School Police Overtime Management System 6/23/2025 the GSA Per Diem Rate be reimbursed. A detailed receipt for all meals must be submitted on the Entity’s or other suitable Expense Account Form upon return. The receipt should include the date, name of the restaurant, and an itemized listing of what was purchased. Meals charged to the room must also include a detailed receipt. City Schools will not reimburse an individual for the purchase of alcoholic beverages, which are the sole responsibility of the traveler. The traveler must also include a copy of the conference agenda when applicable. The cost of transportation, including air and ground transportation, should be loaded into the hourly rates for personnel.

10.0 ELECTRONIC PAYMENT

City Schools has the ability to process payments to contractors electronically using the CTX+ (“Corporate Trade Exchange”) payment format. The payment format will contain summarized information and will not provide details concerning each invoice amount included in the check total if the depositing bank does not accept CTX+ format. Entities must contact their bank in order to receive the CTX+ format and the depositing bank may charge a fee for this format. Entities need to discuss potential charges with their bank.

Please complete and submit the Authorization for Entity Payment - ACH form. Forms can be obtained by visiting the City Schools procurement website at https://www.baltimorecityschools.org/procurement City Schools will only process ACH forms for awarded Entities.

11.0 RFP REVISIONS

Should it become necessary to revise any part of this RFP, addenda will be posted on https://emma.maryland.gov. All addenda, amendments or changes issued shall be deemed received by the Entity, provided they are posted to eMaryland Marketplace Advantage or the City Schools website. Failure of any Entity to receive or acknowledge receipt of such addenda or interpretation shall not relieve any Entity from any obligations under this RFP as amended by all addenda. All addenda so issued shall become part of the Contract award.

12.0 SUBMISSION DEADLINE

Proposals for this solicitation are being accepted solely online through eMaryland Marketplace Advantage https://emma.maryland.gov.

The Bid due date is FRIDAY, MARCH 6, 2026 by, 11:00 a.m. EST. Bids will be opened electronically in eMMA as soon as practicable after the deadline for the receipt of bids in the solicitation. Bid results will not be given by phone.

Bidders’ response shall be submitted as THREE (3) separate PDF documents (one technical file, one financial file, and one MWBE file online to eMaryland Marketplace Advantage. Bids will not be accepted by fax, by postal mail, by electronic mail, or by hand delivery.

A late Proposal, late request for modification, or late request for withdrawal shall not be accepted or considered. Any request for withdrawal or request for modification received at the place designated in the solicitation after the time and date set for receipt of Proposals is late.

https://www.baltimorecityschools.org/procurement

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Hard copy submissions will not be accepted. All Proposals Volumes must be submitted electronically as combined pdf documents. City Schools is not responsible for any technical problems that result from or that are related to electronic submission or the transmission of data through an electronic submission format.

13.0 PROPOSAL OPENING

RFP Proposals are not opened publicly, but in the presence of at least two City Schools employees. Once the Proposals are opened, the Office of Procurement will prepare a document that summarizes the Proposals received. This document will be available for inspection after the Intent to Award letter is issued.

14.0 DURATION OF OFFER

A Proposal submitted in response to this solicitation is binding upon the Entity and is considered irrevocable for a minimum of 180 days following the closing date for receipt of initial Proposals or the closing date for receipt of a best and final offer, if applicable.

An Offeror shall not be allowed to withdraw its Proposal after the Submission Deadline and if applicable, shall forfeit its Bid security.

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

It is the policy of the Board that maximum feasible opportunity will be provided to certified Minority and Women Business Enterprises to participate in the performance of Board Contracts for goods and services needed by the Board. The general goal of the Board is that in Contracts valued at more than $100,000, the Entity subcontract a given percentage to certified Minority Business Enterprises ("MBE") and a given percentage of the total Contract price to Women Business Enterprises ("WBE"). The Director, in consultation with the Chief Legal Officer or designee, may refer procurements to the MWBE Manager to apply MBE/WBE requirements or goals on contracts valued at $100,000 or less in furtherance of the purposes of Board Policy DJA.

The goal for the minority subcontractor participation for the Contract awarded pursuant to this RFP is 5% for Minority Business Enterprises and 5% for Women Business Enterprises. Firms used by Proposer shall be certified by Baltimore City pursuant to Article 5, Subtitle 28 of the Baltimore City Code. Entities must complete the MBE and WBE Entity Information and Utilization Forms attached to the RFP and submit them as directed.

Entities may call City Schools’ MBE/WBE Office for information and/or assistance at 443- 642-4364.

The Director of Procurement will deliver the Entity’s completed MBE and WBE Entity Information and Utilization Forms to the MBE/WBE Liaison to review on behalf of the Board to determine whether the firms listed by the interested Entity are certified MBE/WBE firms, whether the percentage of MBE/WBE participation is in compliance, and whether the interested Entity has attained the Board's MBE/WBE goals.

City Schools may grant such exceptions, waivers, and reduction in the MBE/WBE goals as it deems to be in the best interest of the City Schools. City Schools, in its capacity as the contracting authority, may also grant exceptions and waivers with respect to the

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MBE/WBE requirements as it deems appropriate.

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

eMaryland Marketplace Advantage (https://emma.maryland.gov) is the primary site for

City Schools to transmit solicitations over $100,000. This website also serves to publish any addenda, associated materials, Entity/offeror questions and City Schools’ responses, and other solicitation related information.

Notices of solicitations are also posted on our website www.baltimorecityschools.org in accordance with the Maryland Annotated Code, State Finance and Procurement Article § 13-103 Competitive Sealed Bids, Article § 13-104 Competitive Sealed Proposals, and Article § 13-107 Sole Source Procurements.

The eMaryland Marketplace Advantage law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s e-commerce website eMaryland Marketplace Advantage (“eMMA”). All Entities are required to register with eMaryland Marketplace Advantage, so that the award notice can be properly published.

17.0 INSURANCE

Insurance requirements are set forth in Article 20 of the attached City Schools General Articles (Appendix B). The Entity shall submit with their Proposal a Certificate of Insurance that complies with § 19-116 of the Insurance Article, Maryland Annotated Code. The Baltimore City Board of School Commissioners should be named as Additional Insured on the Entity’s insurance and named as Certificate Holder. The Entity’s insurance shall be effective at time that the Entity submits its Proposal. If the Certificate of Insurance contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. The Insurance Certificate shall meet the insurance coverage required by Article 20 of the attached City Schools General Articles.

18.0 LIQUIDATED DAMAGES

N/A

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION

BADGE

Depending upon the type of services that the Entity performs and the Entity’s access to students and/or student records, the Entity’s (and its subcontractor’s) employees may be required to submit to a criminal background check and fingerprinting. Also, such employees may be required to obtain a photo identification badge. A full statement of these requirements is set forth in Article 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”) of the City Schools General Articles (Appendix B).

20.0 LIVING WAGE

http://www.baltimorecityschools.org/

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21.0 BONDING

22.0 TERMS AND CONDITIONS

City Schools plans to enter into a contractual agreement with the Entity, subject to these RFP General Terms and Conditions and the Special Conditions for this RFP (Appendix A). The Contract between City Schools and the Entity shall include the City Schools General Articles (Appendix B), unless modified in writing by City Schools.

In the event of conflict between the City Schools General Articles (Appendix B) and these General Terms and Conditions or the Special Conditions (Appendix A), the City Schools General Articles shall take precedence.

In the event of a conflict between this RFP and any of the terms and conditions proposed by any Entity or incorporated in any acknowledgement of Contract awarded to the successful Entity, then, and in such event, the terms and conditions stated herein shall take precedence, unless modified in writing by the Director of Procurement.

Any exceptions to City Schools’ terms and conditions are not binding unless they are: (i) negotiated and deemed mutually agreeable by the successful Entity and City Schools;

and (ii) memorialized in a binding agreement between the successful Entity and City Schools. Proposals must clearly identify any variances from, or exceptions or objections to: (i) the specifications in this RFP; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). In the absence of any response to the contrary, City Schools will conclude that the Entity agrees to and will hold the Entity strictly accountable to City Schools for: (i) the specifications in this RFP; (ii) each term and condition of the City Schools General Articles (Appendix B); (iii) these General Terms and Conditions; and (iv) the Special Terms and Conditions (Appendix A). City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Proposal. In particular, the following provisions are non-negotiable: (i) the Special Terms and Conditions (Appendix A); and (ii) the provisions set forth in the following Articles in the City Schools General Articles (Appendix B)—Articles 5 (“Entity’s Responsibilities”), 6 (“Subcontractors”), 10 (“Termination”), 11 (“Non- Appropriation”), 12 (“Disputes”), 13 (“Integrity, Ethics, and Conflicts of Interest”), 14 (“Publication and Publicity”), 15 (“Data Collection and Confidential Information”), 16 (“Intellectual Property”), 18 (“Obligations Regarding Criminal Records of Individuals Assigned to Work in City Schools Facilities”), 19 (“Indemnification and Liability”), 20 (“Insurance”), 21 (“Order of Precedence”), 23 (“Governing Law and Jurisdiction”), 24 (“Entire Agreement”), 25 (“Successors and Assigns”), 26 (“Guarantee”), and 27 (“Notice”).

In addition, any deviation by the awarded Entity, without prior documented approval, will be grounds for rejection of the Services or of any goods, and/or equipment when delivered.

23.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

Entities shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the Entity is in Good Standing with the Department of Assessments and Taxation of Maryland and/or registered to do business in the State of Maryland. The Maryland Certificate of Good Standing must be issued no

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School Police Overtime Management System 6/23/2025 later than sixty (60) days prior to the Proposal Due Date. If the Certificate of Good Standing contains a minor irregularity, the Entity will be allowed five (5) business days to cure the minor irregularity or be determined non-responsive. Certificates of Status may be obtained online by visiting the following website: https://egov.maryland.gov/BusinessExpress/

This requirement applies to both Domestic and Foreign (out of state) Entities. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201 at 888-246-5941, to determine and apply for the appropriate documentation.

24.0 UNNECESSARILY ELABORATE BROCHURES

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective Proposal are not desired and may be construed as an indication of the Entity’s lack of cost consciousness. Elaborate artwork and expensive visual and other presentation aids are neither necessary nor wanted.

25.0 SERVICE LEVEL AGREEMENT

A service level agreement specifying the guaranteed uptime and describing credits for performance below this guaranteed level must be provided with your Proposal, and it must be at least as robust as the sample set forth below:

https://egov.maryland.gov/BusinessExpress/

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IT SERVICE LEVEL AGREEMENT

To the extent that the Services provided by the successful Entity according to the terms of this Agreement awarded pursuant to this RFP constitute digital content to be provided through an online platform (“Digital Content Product”), this Service Level Agreement (“SLA”) governs the use of such Digital Content Product in accordance with the Agreement.

A. Definition. “Availability” shall mean the availability of the Digital Content Product for use by City Schools or City Schools Users to access, view, upload, and download content. The Entity shall use commercially reasonable efforts to make the Digital Content Product available with a Monthly Uptime Percentage of at least 99.9% during any calendar month. Subject to the SLA Exclusions, if the Entity does not meet the Service Level Commitment, City Schools will be eligible to receive a Service Credit.

Any unavailability of the Digital Content Product resulting from scheduled maintenance for which the Entity provided notice under Section 3 of this SLA will not be deemed to be non-Availability, except to the extent such scheduled maintenance time is in excess of four (4) hours in the applicable calendar month.

B. Measurement. Availability measurements of the Digital Content Product shall be performed by the Entity.

C. Service Level Commitment. During each calendar month, the Entity shall provide an average combined Availability of no less than 99.9%.

D. Incident Management Procedure. The Entity shall respond to an incident resulting in City Schools loss of use or functionality of the Digital Content Product (“Incident”) in accordance with time intervals and other requirements corresponding to the applicable Incident…