Workiva_Software_Integrator_RFQ.pdf

MARYLAND STATE RETIREMENT AGENCY

120 EAST BALTIMORE STREET

BALTIMORE, MARYLAND 21202

REQUEST FOR QUOTE (RFQ)

SOLICITATION NO. SRA 26-03

Issue Date: 5/21/2026

The State Retirement Agency (SRA), a Maryland State governmental agency, is issuing this solicitation for the purposes of obtaining quotes for professional services to support the implementation of quarterly interim financial reporting within our existing Workiva financial reporting solution for governmental pension reporting.

The selected vendor will provide ongoing, as-needed support for both the financial reporting and government risk management solutions. This support will help Finance and Internal Audit staff maximize the capabilities of the software, optimize processes, maintain system efficiency, and ensure continued functionality.

Background SRA Finance Division currently uses the Workiva Financial Reporting module (Pension Reporting Advanced SKU) to prepare the Annual Comprehensive Financial Report (ACFR), implemented in 2024. The scripts, logic, and data mappings for statement preparation are already built and operational for the ACFR. We seek to leverage this existing configuration for quarterly financial statement preparation and enhanced analytical review.

In 2025, SRA Internal Audit Division implemented the Government, Risk and Compliance (GRC) solution (Audit Management SKU).

Scope of Requested Services Services should include, but are not limited to, the following:

1. Quarterly Financial Statement Configuration

a. Configuration of quarterly interim financial statements using existing ACFR scripts and logic

b. Adaptation of annual statement preparation processes for automated quarterly reporting cycles

i. Statement of Net Position, Statement of Changes in Net Position, Statement of Net Position by System, Statement of Changes in Net Position by System

c. Implementation of conditional formatting and/or analytical indicators to highlight significant year-over-year variances for the same reporting period (e.g., Q1 current year vs. Q1 prior year) changes in account balances for management review

d. Knowledge transfer and training for Finance staff

2. Ongoing Support Services (As-Needed Basis)

a. The selected vendor shall provide ongoing support services for both the Workiva financial reporting solution and the government risk management solution, including but not limited to:

i. Technical support: Troubleshooting system issues, resolving data integration or processing errors, and assisting with platform functionality

ii. Report maintenance: Updates to existing reports, scripts, and data mappings to reflect changes in accounting standards, reporting requirements, or organizational needs

iii. System enhancements: Development of new reports, dashboards, or functionality to improve automation, analytics, and overall efficiency. This may include potential future projects, such as implementation of a budget reporting initiative with automated grouping of expenditure line items from a system generated report, which could be requested during the 2-year term.

iv. User support: Assistance with user questions

v. Advisory support: Guidance on leveraging Workiva system capabilities and features

vi. Accessibility compliance support: Assistance with the ACFR source document to comply with applicable accessibility standards (WCAG 2.1)

Assumptions and Constraints

1. Fixed hourly rates are requested for:

a. Quarterly Financial Statement Setup: Not-To-Exceed 40 hours for configuring quarterly interim financial statements with conditional formatting using existing ACFR scripts and logic

b. Ad-Hoc Support/Training: Not-To-Exceed 300-hours over the 2-year term for both the financial reporting module and risk management modules

2. No new financial statements are being designed from scratch; work should primarily reuse and adapt existing ACFR configuration

a. Quarter-end trial balance from general ledger system imported to Workiva

3. Data sources and integrations currently used for ACFR reporting will remain unchanged

Deliverables

1. Functional quarterly financial statement reports within Workiva, including:

a. Full fiscal year 2025 statements and available quarters of fiscal year 2026

b. Configured conditional formatting or review flags for significant year-over-year balance changes

2. Training materials (video or written documented) to guide Finance staff in performing quarterly imports and conducting analytical review of account balances in Workiva The vendor/contractor must be an approved partner of Workiva software. The State reserves the right to request a Letter of Authorization from the manufacturer or distributor. The contract will be awarded to the responsible vendor/contractor submitting the most favorable (lowest) quote.

The quote provided needs to be valid for 90 days after the RFQ due date. When providing a quote, the Vendor must be willing to accept the (attached) State’s Terms and Conditions and forward with its quote any vendor Agreements (in Word format) for our Legal Unit to review. If awarded a contract, the Contractor shall comply with the provisions of State Finance and Procurement Article, Title 19, Annotated Code of Maryland.

The winning vendor/contractor must be willing to accept a State issued purchase order for the annual subscription.

The Agency reserves the right to cancel this Request for Quote.

Questions: Contact Jane Noble, Senior Procurement Officer at jnoble@sra.state.ms.us

Quote Requirements Please provide:

1. Fixed cost based upon an hourly rate for Quarterly Financial Statement Setup (not-to-exceed 40 hours)

2. Fixed cost for Ad-Hoc Support / Training (not-to-exceed 300 hours for 2 years)

3. Proposed timeline for completing the quarterly financial statement setup

4. Description of support request process, including submission method (i.e., email, ticketing system, phone) and expected response time

5. Authorized signature of Quote

The Contract shall be awarded to the responsible Contractor submitting a responsive Quote with the most favorable Total Quote Price for providing the goods and services as specified in this Request for Quote. The most favorable Total Quote Price will be the lowest total price. Workiva Software Integrator for the period June 15, 2026, through June 30, 2028.

Quotes are due June 5, 2026, at 11:00 am via eMMA.

Please provide your quote on the next page

Workiva Audit Integrator Quote Form

Description FIXED HOURLY RATE ($ Per hour)

TOTAL DOLLAR

AMOUNT

Workiva Financial Reporting module - Quarterly Financial Statement Setup Not-To-Exceed 40-hours

Ad-Hoc Workiva Support/Training (Year 1 - 7/1/2026-6/30/2027) Not-To-Exceed 125-hours

Ad-Hoc Workiva Support/Training (Year 2 - 7/1/2027-6/30/2028) Not-To-Exceed 175-hours

Total Cost for Quarterly Financial Statement Setup and Ad- Hoc Workiva Support/Training

• The 40-hour cap applies to the core project effort for quarterly financial statement setup, which is expected to take approximately one month. The vendor will bill upon completion of the setup.

• Ad-Hoc Workiva Support/Training services will be billed monthly based on actual hours worked.

• Ad-hoc support is divided into two budget periods for fiscal tracking purposes:

• July 1, 2026 through June 30, 2027 (not-to-exceed 125 hours)

• July 1, 2027 through June 30, 2028 (not-to-exceed 175 hours)

Quote Submitted by:

Contractor Business Name and Address

Signature of Authorized Representative Date

Printed Name and Title

Tax ID:

By submitting a Quote in response to this Request for Quote, a Contractor, if selected for award, shall be deemed to have accepted the (attached) terms and conditions as incorporated in the State of Maryland Small Procurement Contract for award. Any exceptions to this Request for Quote, including any exceptions to the required contract terms and conditions, may result in having the Quote deemed unacceptable, or classified as not reasonably susceptible of being selected for award. The chosen vendor shall be asked to sign the State of Maryland’s Small Procurement Contract for award.

Workiva Software Integrator Contract Small Procurement (COMAR 21.05.07)

State of Maryland <<Contractor's Principal Business>> Acting through the State Retirement Agency << Contractor’s Address>> (“Agency”) 120 East Baltimore Street Baltimore, MD 21202

CONTRACT NO.: SRA 26-03 Workiva Software Integrator

CONTRACT DESCRIPTION:

Professional services to support the implementation of quarterly interim financial reporting within our existing Workiva financial reporting solution for governmental pension reporting.

CONTRACT AMOUNT:

CONTRACT START DATE: CONTRACT END DATE:

THIS CONTRACT (the “Contract”) is entered into and effective on the Contract Start Date stated above by and between the State of Maryland, acting through the Maryland State Retirement Agency, and <<Name of Contractor>> (“Contractor”). The parties hereto for the consideration herein mentioned do mutually agree as follows:

STATEMENT OF WORK: The Contractor shall furnish all labor, equipment, and materials to perform the work above described under Contract Description and for the Contract Amount stated above, in strict accordance with the conditions, affidavits, exhibits, and proposals either contained herein or attached hereto as agreed upon by the parties, If there is any conflict between this Contract and the attachments, including contractor’s proposal, the terms and conditions of this Contract shall control.

TERMS AND CONDITIONS:

(1) Termination for Non-appropriation. If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract shall be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

(2) Maryland Law Prevails. The law of Maryland shall govern the interpretation and enforcement of this Contract.

(3) Disputes. Disputes arising under this Contract shall be governed by State Finance and Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR 21.10. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

(4) Changes. This Contract may be amended only with the written consent of both parties. Amendments may not significantly change the scope of the Contract (including the Contract price).

(5) Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the State may terminate the Contract by giving the Contractor written notice of termination. Termination under this paragraph does not relieve the Contractor from liability for any damages caused to the State. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.11B.

(6) Nondiscrimination. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law, including, but not limited to, the provisions of State Finance and Procurement Article, Title 19, Annotated Code of Maryland.

(7) Anti-Bribery. The Contractor certifies that, to the Contractor's best knowledge, neither the Contractor nor (if the Contractor is a corporation or partnership) any of its officers, directors, or partners nor any employee of the Contractor who is directly involved in obtaining contracts with the State or with any county, city, or other subdivision of the State, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

(8) Termination for Convenience. The State may terminate this Contract, in whole or in part, without showing cause upon prior written notice to the Contractor specifying the extent and the effective date of the termination. The State shall pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with the termination of the Contract. However, the Contractor may not be reimbursed for anticipatory profits not earned up to the termination date. Termination hereunder, including the determination of the rights and obligations of the parties, shall be governed by the provisions of COMAR 21.07.01.12A(2).

(9) Prompt Pay Requirements.

(a) This Contract and all subcontracts issued under this Contract at any tier are subject to the provisions of State Finance and Procurement Article, §15-226, Annotated Code of Maryland, and COMAR 21.10.08. In Section (9)(a)—(d) of this provision, the terms “undisputed amount,” “prime contractor,” “contractor,” “subcontractor,” and “supplier” have the meanings stated in COMAR 21.10.08.01.

(b) The Contractor shall promptly pay its subcontractors and suppliers an undisputed amount to which a subcontractor or supplier is entitled for work performed under this Contract within 10 days after the Contractor receives a progress payment or final payment for work under this Contract.

(c) If the Contractor fails to make payment within the period prescribed in Section (9)(b) of this provision, a subcontractor or supplier may request a remedy in accordance with COMAR 21.10.08.

(d) The Contractor shall include in its subcontracts at any tier for work under this Contract wording that incorporates the provisions, duties, and obligations of Section (9)(a)(d) of this provision, State Finance and Procurement Article, §15-226, Annotated Code of Maryland, and COMAR 21.10.08.

SIGNATURES APPEAR ON NEXT PAGE

WITNESS WHEREOF, the parties hereto have executed this Contract as of the date first set forth herein.

WITNESS/ATTEST: FOR <<Name of Contractor>>

_____________________________________ By: _____________________________ (Witness for Contractor) Authorized Signature / Date

<Contractor Signature Name>> Name Typed <<Contractor Signature Title>> Title <<Contractor FEIN or S.S.N.>> Federal Employer Identification No.

(FEIN) or S.S.N.

FOR THE STATE OF MARYLAND

<<Issuing Agency Name>>

Authorized Signature / Date

<<Agency Signature Name>> Name Typed

<<Agency Signature Title>>

Review for form and legal sufficiency

Assistant Attorney General/Senior Counsel

Date: __________________________

Workiva Software Integrator Contract Small Procurement (COMAR 21.05.07)