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Department of Information Technology (DoIT)REQUEST FOR PROPOSALS (RFP)Enterprise Content Management System RFPSOLICITATION NO. 060B6400035Issue Date: July 27, 2016Minority Business Enterprises Are Encouraged to Respond tothis Solicitation
Enterprise Content Management System RFPRFP Number 060B6400035STATE OF MARYLANDDEPARTMENT OF INFORMATION TECHNOLOGY (DOIT)RFP KEY INFORMATION SUMMARY SHEETRFP Title:Enterprise Content Management System RFPRFP Number:060B6400035RFP Issuing Agency:RFP Issue Date:DoIT100 Community PlaceCrownsville, MD 2103207/27/2016Proposals Due Date and Time:10/05/2016 at 2:00 PM Local TimeQuestions Due Date and Time:08/26/2016 at 12:00 PMProcurement Officer:Joy AbramsContract Manager:Phone: (410) 787-7792Fax: (410) 768-7090e-mail: jabrams@mdot.state.md.usSusan LyonsSend/Deliver Proposals to:Send Questions (e-mail only)to:Phone: (410) 260-7559e-mail: susan.lyon@maryland.govMVA6601 Ritchie Hwy., NERoom 223Glen Burnie, MD 21062Attention: Joy Abramse-mail address: jabrams@mdot.state.md.usContract TypeFixed Price and Time and MaterialsContract DurationFive (5) years base period and one (1) five-year option periodMBE Subcontracting Goal:MBE goals will be set at the Task Order levelVSBE Subcontracting Goal:VSBE goals will be set at the Task Order levelSmall Business ReserveNoPre-Proposal Conference:Tuesday, August 16, 2016 10:00 AM- 12:00 PM Local TimeThe Secretary’s Office7201 Corporate Center Drive, Harry Hughes Rooms 1-3Hanover, MD 21076See Attachment E for Directions and Response FormRFP for Department of ITPage 2
Enterprise Content Management System RFPRFP Number 060B6400035STATE OF MARYLANDNOTICE TO OFFERORS/BIDDERS/CONTRACTORSMaryland Wants to Do Business with YouPlease let us know why you are not proposing. (Check all that apply). We do not offer the services/commodities requested. Busy with other commitments. Specifications are unclear or too restrictive. Timetable is unworkable. Bonding/Insurance requirements are prohibitive. Our experience with State of Maryland has not been satisfactory. Other (Please specify)Additional Comments:Please add suggestions for improvement here:Name of commenter and Business (optional):Contact Person (optional):Phone ( ) Bid/proposal Number: 060B6400035 Entitled: Enterprise Content Management System RFPYour comments will help us improve the procurement process.Thank You.Please return your comments with your proposal. If you have chosen not to propose to this RFP, pleasee-mail this completed form to the Procurement Officer’s e-mail address.RFP for Department of ITPage 3
Enterprise Content Management System RFPRFP Number 060B6400035TABLE OF CONTENTS1GENERAL INFORMATION .91.1Summary Statement .91.2Abbreviations and Definitions .91.3Contract Type.161.4Contract Duration.171.5Procurement Officer.171.6Contract Manager.171.7Pre-proposal Conference.171.8eMaryland Marketplace (eMM).181.9Questions.181.10Procurement Method.181.11Proposals Due (Closing) Date and Time.181.12Multiple or Alternate Proposals .191.13Economy of Preparation.191.14Public Information Act Notice .191.15Award Basis .191.16Oral Presentation.191.17Duration of Proposal .201.18Revisions to the RFP.201.19Cancellations .201.20Incurred Expenses .201.21Protest/Disputes .201.22Offeror Responsibilities .211.23Contractor Personnel.211.24Mandatory Contractual Terms .241.25Bid/Proposal Affidavit .241.26Contract Affidavit .241.27Compliance with Laws/Arrearages .241.28Verification of Registration and Tax Payment .251.29False Statements.251.30Payments by Electronic Funds Transfer .25RFP for Department of ITPage 4
Enterprise Content Management System RFP23RFP Number 060B64000351.31Prompt Payment Policy.251.32Electronic Procurements Authorized .261.33Minority Business Enterprise (MBE) Participation Goal .271.34Living Wage Requirements .271.35Federal Funding Acknowledgement .281.36Conflict of Interest Affidavit and Disclosure.281.37Non-Disclosure Agreement.291.38HIPAA - Business Associate Agreement.291.39Non-Visual Access.291.40Mercury and Products That Contain Mercury .301.41Veteran-Owned Small Business Enterprise Goals.301.42Location of the Performance of Services Disclosure.311.43Department of Human Resources (DHR) Hiring Agreement .311.44Purchasing and Recycling Electronic Products .311.45Contract Extended To Include Other Non-State Governments or Agencies .311.46Retainage.321.47Performance Bond.321.48Surety Bond Assistance Program.321.49Document Ownership .33COMPANY AND PERSONNEL QUALIFICATIONS .342.1Offeror Minimum Qualifications .342.2Offeror Personnel Minimum Qualifications .352.3Offeror Preferred Qualifications .352.4Personnel Preferred Qualifications .36SCOPE OF WORK .383.1Background and Purpose .383.2Agency Background.383.3General Requirements.383.4Requirements .413.5Security Requirements .453.6Labor Categories and Qualifications.503.7Performance and Personnel.503.8Problem Escalation Procedure .513.9Service Level Agreement (SLA).513.10Deliverables .55RFP for Department of ITPage 5
Enterprise Content Management System RFPRFP Number 060B64000353.11Task Order Process .573.12Work Order Process .583.13Insurance Requirements .593.14Invoicing .613.15SOC 2 Type II Audit Report .634PROPOSAL FORMAT .664.1Two-Part Submission.664.2Volume I – Technical Proposal.664.3Volume II – Financial Proposal .764.4Proposal Packaging .764.5Proposal Delivery.765EVALUATION CRITERIA AND PROCEDURE .785.1Evaluation Committee.785.2Technical Proposal Evaluation Criteria .785.3Financial Proposal Evaluation Criteria .795.4Reciprocal Preference .795.5Selection Procedures .795.6Documents Required upon Notice of Recommended Award .81Attachment A -Contract .841.Definitions .842.Scope of Contract .853.Period of Performance.854.Consideration and Payment .855.Patents, Copyrights, Intellectual Property .866.Indemnification .897.Limitations of Liability.898.Prompt Pay Requirements .909.Risk of Loss; Transfer of Title .9010.Confidentiality.9011.Exclusive Use and Ownership .9112.Source Code Escrow .9113.Notification of Legal Requests .9214.Termination and Suspension of Service.9215.Data Center Audit .9316.Change Control and Advance Notice .93RFP for Department of ITPage 6
Enterprise Content Management System RFPRFP Number 060B640003517.Redundancy, Data Backup and Disaster Recovery .9318.Effect of Contractor Bankruptcy.9319.Parent Company Guarantee (If Applicable) .93R20.General Terms and Conditions.94R21Data Protection.102R22Other Mandatory Items.103R23.Right to Audit .10824.Administrative Information .108Attachment B -BID/PROPOSAL AFFIDAVIT .111Attachment C -CONTRACT AFFIDAVIT .118Attachment D -MINORITY BUSINESS ENTERPRISE FORMS .121Attachment E -PRE-PROPOSAL CONFERENCE RESPONSE FORM .122Attachment F -FINANCIAL PROPOSAL PRICING INSTRUCTIONS.124ATTACHMENT F-1 – PRICE SHEET .125Attachment G -LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS.126ATTACHMENT G-1 MARYLAND LIVING WAGE REQUIREMENTS AFFIDAVIT OFAGREEMENT .128Attachment H -FEDERAL FUNDS ATTACHMENT .130ATTACHMENT H-1 .133ATTACHMENT H-2 .134ATTACHMENT H-3 .136Attachment I -CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE.137Attachment J -NON-DISCLOSURE AGREEMENT (CONTRACTOR).138NON-DISCLOSURE AGREEMENT - ATTACHMENT J-1.141NON-DISCLOSURE AGREEMENT – ATTACHMENT J-2 .142Attachment K -HIPAA BUSINESS ASSOCIATE AGREEMENT .143ATTACHMENT K-1 .150Attachment L -MERCURY AFFIDAVIT.152Attachment M - VETERAN-OWNED SMALL BUSINESS ENTERPRISE.153Attachment N -LOCATION OF THE PERFORMANCE OF SERVICES DISCLOSURE .154Attachment O -DHR HIRING AGREEMENT.155Attachment P -NON-DISCLOSURE AGREEMENT (OFFEROR).156Attachment Q -LABOR CLASSIFICATION PERSONNEL RESUME SUMMARY.158Attachment R -AGENCY DELIVERABLE PRODUCT ACCEPTANCE FORM .161Attachment S -SAMPLE WORK ORDER .163Attachment T -PERFORMANCE BOND.166RFP for Department of ITPage 7
Enterprise Content Management System RFPRFP Number 060B6400035Attachment U -LABOR CATEGORIES .169Attachment V -CRIMINAL BACKGROUND CHECK AFFIDAVIT .187Attachment W - TASK ORDER 1 (DIWS 2).188RFP for Department of ITPage 8
Enterprise Content Management System RFPRFP Number 060B64000351 GENERAL INFORMATION1.1Summary Statement1.1.1The Maryland Department of Information Technology (DoIT or “the Department”) is issuingthis Request for Proposals (“RFP”) to provide Enterprise Content Management System(‘ECMS”) capabilities to State agencies. This capability includes software licenses and support,systems analysis, development, implementation, and support services for agencies needing anECMS solution. Agencies (each a “Requesting Agency”) will issue Task Orders to obtain ECMScapabilities (as more fully described in Section 3.1.1).1.1.2The State is aggressively pursuing an enterprise strategy for core capabilities such as contentmanagement. Identification and scoping of potential ECMS projects has not yet beendetermined, except for the Motor Vehicle Administration (MVA)’s intent to obtain an ECMSknown as the Document Imaging Workflow System (“DIWS”) 2, which will replace the MVA’sexisting Legacy DIWS. Concurrent with the issuance of this RFP, the first Task Order will beissued for MVA’s DIWS 2 project. Scope and requirements for this Task Order are fullydescribed in this RFP. The State is not interested in a custom solution. Potential Offerors areadvised that system performance is of great concern to the State. Solutions with a performancethreshold near or greater than 2.5 seconds, including network delay, for first page retrieval andpresentation will be at the bottom of acceptable technical performance. See Attachment W TaskOrder 1 (DIWS 2) Appendix 5 section 6.3 Performance for the State’s requirements for DIWS 2performance.1.1.3It is the State’s intention to obtain products/services, as specified in this RFP, through aContract between the successful Offeror and the State. The anticipated duration of the period ofperformance under the Contract is as specified in the Key Information Summary Sheet above.See Section 1.4 for more information.1.1.4The Department intends to make a single award as a result of this RFP.1.1.5Offerors, either directly or through their Subcontractor(s), must be able to provide allproducts/services and meet all of the requirements requested in this solicitation and thesuccessful Offeror (also referred to in this RFP as the “Contractor”) shall remain responsible forContract performance regardless of Subcontractor participation in the work.1.1.6The Requesting Agencies may specify additional services to be furnished under a Task Orderby issuing Work Orders as needed throughout the term of the Contract.Neither a Task Order nor a Work Order may in any way conflict with or supersede the Contract.In the event of such a conflict, the Contract will control.1.2Abbreviations and DefinitionsFor the purposes of this RFP, the following abbreviations and terms have the meanings indicated inTable 1 Abbreviations and Definitions.RFP for Department of ITPage 9
Enterprise Content Management System RFPRFP Number 060B6400035Table 1 Abbreviations and DefinitionsTermDefinitionAcceptable Use Policy (AUP)A written policy documenting constraints and practices that a usermust agree to in order to access a private network or the Internet.AgencyThe unit of the Maryland State government procuring equipmentand services through the Contract issued as a result of theEnterprise Content Management System RFP, as specified inSection 3A-302(b) of the State Finance and Procurement Article.BAFOBest and final offerBPWBoard of Public WorksBusiness DayMonday through Friday (excluding State holidays)CJISCriminal Justice Information SystemCOMARCode of Maryland Regulations available on-line atwww.dsd.state.md.us.ContractThe Contract awarded to the successful Offeror pursuant to thisRFP, the form of which is attached to this RFP as Attachment A.Contract ManagerThe State representative who is primarily responsible for Contractadministration functions, including issuing written direction,invoice approval, monitoring the Contract to ensure compliancewith the terms and conditions of the Contract, monitoring MBEand VSBE compliance, and achieving completion of the Contracton budget, on time, and within scope.ContractorThe successful Offeror awarded the Contract.Contractor PersonnelEmployees and agents and Subcontractor employees and agentsperforming work at the direction of the Contractor under the termsof the Contract awarded from this RFP.Contractor’s Point of Contact(Contractor POC)Person designated at the time of Contract award by the Contractoras the single point of contact with the authority and knowledge toresolve Contract issues.Data BreachThe unauthorized acquisition, use, modification or disclosure ofSensitive Data.DBMDepartment of Budget and ManagementDeliverable Product AcceptanceForm (DPAF).This form is to be completed upon deliverable acceptance by theState prior to invoicing for the deliverables.Department of InformationTechnology (DoIT or theDepartment)The unit of the Executive Branch of Maryland State governmentissuing the RFPDGSDepartment of General ServicesRFP for Department of ITPage 10
Enterprise Content Management System RFPRFP Number 060B6400035TermDefinitionDIWSDocument Imaging Workflow SystemDIWS 2The successor to DIWSeMaryland Marketplace (eMM)Maryland’s online procurement systemEnterprise License Agreement(ELA)The terms of service governing access to and use of softwareservices provided pursuant to this Contract.Fixed PricePricing option which places responsibility on the Contractor forthe delivery of any products and the complete performance of anyservices in accordance with the RFP at a price that is not subject toadjustment.Information SystemA discrete set of information resources organized for thecollection, processing, maintenance, use, sharing, dissemination,or disposition of information.Information Technology (IT)All electronic information-processing hardware and software,including: (a) Maintenance; (b) Telecommunications; and (c)Associated consulting services.Key PersonnelContractor Personnel that, should they leave during theperformance period, will, in the State’s opinion, have a substantialnegative impact on the Contractor’s performance under theContract. As provided in Section 1.23, Key Personnel may beidentified after Contract award.Local TimeTime in the Eastern Time zone as observed by the State ofMaryland. Unless otherwise specified, all stated times shall beLocal Time, even if not expressly designated as such.Maryland SDLCA software development life cycle specific to the State ofMaryland. See also SDLC.MDOTMaryland Department of TransportationMinority Business Enterprise(MBE)A Minority Business Enterprise certified by the MarylandDepartment of Transportation, as defined under COMAR21.11.03.Motor Vehicle Administration(MVA)The Requesting Agency that is the recipient of services under thefirst Task Order under this ContractNotice to Proceed (NTP)A written notice from the Procurement Officer that work on theContract, project, Task Order or Work Order shall begin on aspecified date. Additional NTPs may be issued by either theProcurement Officer or the Contract Manager regarding the startdate for any service included within this solicitation with a delayedor non-specified implementation date.NTP DateThe date specified in an NTP for work to begin.OfferorAn entity that submits a proposal in response to this RFP.RFP for Department of ITPage 11
Enterprise Content Management System RFPRFP Number 060B6400035TermDefinitionO&MOperations and MaintenancePersonally IdentifiableInformation (PII)Any information about an individual maintained by the State,including (1) any information that can be used to distinguish ortrace an individual‘s identity, such as name, social securitynumber, date and place of birth, mother‘s maiden name, orbiometric records; and (2) any other information that is linked orlinkable to an individual, such as medical, educational, financial,and employment information.Point of Contact (POC)The individual named as the person to coordinate efforts on aparticular topic.Procurement OfficerThe State representative who is responsible for the solicitation ofthe Contract, determining scope issues and is the only Staterepresentative that can authorize changes to the Contract.ProposalAs appropriate, either or both an Offeror’s Technical or FinancialProposal. It will include the BAFO, if one is requested.Protected Health Information(PHI)Information that relates to the past, present, or future physical ormental health or condition of an individual; the provision of healthcare to an individual; or the past, present, or future payment for theprovision of health care to an individual; and (i) that identifies theindividual; or (ii) with respect to which there is a reasonable basisto believe the information can be used to identify the individualRequest for Proposals (RFP)This Request for Proposals for the Department of InformationTechnology, including any amendments / addenda thereto.Requesting AgencyAny State executive branch unit under the Contract that hasordered services or whose name appears on an invoice.ORAny State executive branch unit that is identified as the recipientof products and/or services under a Task Order or Work Order.RFRRequest fo
RFP Title: Enterprise Content Management System RFP RFP Number: 060B6400035 RFP Issuing Agency: DoIT 100 Community Place Crownsville, MD 21032 RFP Issue Date: 07/27/2016 Proposals Due Date and Time: 10/05/2016 at 2:00 PM Local Time Questions Due Date and Time: 08/26/2016 at 12:00 PM
