KEY INFORMATION SUMMARY SHEET

Human Resources Information System Request For Proposals # S00R6200024

Procurement Officer:

Eleanor Kennedy 410-514-7112 (FAX) 410-987-4676 [email protected]

Submit Proposals to:

Department of Housing and Community Development Attention: Procurement Unit 100 Community Place Crownsville, Maryland 21032-2023 For directions, click on “Contact Us” on the DHCD website http://www.mdhousing.org/Website/home/index.aspx

Solicitation Issue Date:

February 15, 2006

Pre-Proposal Conference:

March 2, 2006, 2:00 pm EST

Closing Date and Time:

March 16, 2006, 5:30 pm EST

Anticipated Contract Start:

June 1, 2006

NOTICE Prospective Offerors who have received this document from a source other than the Issuing Office should immediately contact the Issuing Office and provide their name and mailing address so that any amendments to the RFP and other communications may be sent to them.

TABLE OF CONTENTS Page Notice to Vendors/Contractors

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Section 1.

General Information

3

Section 2.

Contract Provisions

11

Section 3.

Scope of Services

13

Section 4.

Proposal Format

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Section 5.

Evaluation and Contract Award

25

Attachments Attachment A

Contract Terms - provided for informational purposes, not required at proposal submission.

Attachment B

Bid/Proposal Affidavit - complete and submit with the Technical Proposal.

Attachment C

Contract Affidavit - provided for informational purposes, not required at proposal submission.

Attachment D

Minority Business Enterprise Participation Forms - complete and submit Attachment D-1, Certified MBE Utilization and Fair Solicitation Affidavit, with the technical proposal. Complete and submit Attachment D-2, MBE Participation Schedule, with the price proposal. Offers submitted without both of these attachments shall be deemed not reasonably susceptible of being selected for award.

Attachment E

Price Proposal – complete and submit in a sealed envelope, separate from the Technical Proposal.

Attachment F

Sample Escrow Agreement - provided for informational purposes, not required at proposal submission.

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NOTICE TO VENDORS/CONTRACTORS To help us improve the quality of State bid/proposal solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes to provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your bid/proposal or, if you have chosen not to respond, fax the completed form to 410-9874676. 1. If you have responded with a “no bid” please indicate the reasons below: () () () () () () () () () () () () () () ()

Other commitments preclude our participation at this time. The subject of the contract is not something we normally provide. We are inexperienced in the work/commodities required. Specifications are unclear, too restrictive, etc. (Please explain below). The scope of work is beyond our current capacity. Doing business with government is simply too complicated (explain below). We cannot be competitive (explain below). Time allotted for bid/proposal response is insufficient. Start-up time is insufficient. Bonding/Insurance requirements are prohibitive (explain below). Bid/Proposal requirements (other than specifications) are unreasonable or too risky (explain below). MBE requirements (explain below). Prior experience with State of Maryland contracts was unprofitable or otherwise unsatisfactory (explain below). Payment schedule too slow. Other:

2. If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the Remarks section below. (Use reverse or attach additional pages as needed.) REMARKS: ______________________________________________________________________________ ______________________________________________________________________________ Offeror Name: ___________________________________________ Date:________________ Contact Person: _________________________________

Phone (____) _____ - ___________

Address:______________________________________________________________________

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SECTION 1. GENERAL INFORMATION 1.1 Summary Statement: The Department is issuing this solicitation to secure the services of a Contractor to provide and implement a Human Resources Information System (HRIS), including modification of commercial off-the-shelf software as needed, software installation, documentation, testing, conversion of existing data, support, training, and maintenance. 1.2 Abbreviations and Terms: For the purpose of this Request for Proposals, the following abbreviations, acronyms, or terms have the meanings indicated below: -

COMAR means the Code of Maryland Regulations.

-

Contract means the contract awarded to a successful Offeror pursuant to the RFP. The Contract will substantially be in the form of Attachment A

-

Contract Manager means the DHCD manager who will manage implementation and testing of the HRIS, and resolve all performance issues that arise during the contract term.

-

Contractor means the selected Offeror that is awarded a contract by the State pursuant to the RFP.

-

COTS means commercial off-the-shelf software.

-

DHCD means the Maryland Department of Housing and Community Development.

-

HIPAA means Health Insurance Portability and Accountability Act of 1996

-

HR means Human Resources.

-

HRIS means the DHCD Human Resources Information System. The words “HRIS,” “human resource information system,” “HR system,” “software,” “solution,” “system,” “software application,” “application,” “application system,” “application solution”, “information management system,” “software application system,” whether singular or plural, are used interchangeably herein.

-

Maintenance Effective Date means one year after the date of HRIS system acceptance by DHCD, and the date upon which the annual maintenance shall be effective and renewable.

-

MBE means Minority Business Enterprise. May include Disadvantaged Business Enterprise (DBE) and Women-owned Business Enterprise (WBE).

-

Offeror means an entity that submits a response to the RFP.

-

Open Architecture means a system whose specifications are public.

-

PIA means Maryland’s Public Information Act, as defined in State Government Article, Sections 10-611 – 10-628, Annotated Code of Maryland.

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-

Procurement Officer means The State representative for the RFP and the resulting contract. The Procurement Officer is responsible for the RFP and contract, issuing notices to proceed, determining scope issues, and is the only State representative that can authorize changes to the contract

-

RFP means Request for Proposals

-

State means the State of Maryland

-

System Acceptance means the HRIS has met all of the specifications of the contract as determined by the DHCD Contract Manager.

-

System Administrators means DHCD Information Technology staff who are responsible for network and database operations.

1.3 Scope: DHCD is soliciting proposals for a single Contractor experienced in the design, development, implementation, and maintenance of a COTS human resources information software applications to provide an integrated solution to support human resources processes. 1.4 Procurement Officer and Issuing Office: The sole point of contact in the State for purposes of this Request for Proposals (RFP) is the Procurement Officer at the Issuing Office address listed below: Eleanor Kennedy Department of Housing and Community Development 100 Community Place, Room 2.619 Crownsville, Maryland 21032-2023 Telephone: 410-514-7112 Fax: 410-987-4676 E-mail: [email protected] This RFP is also available on DHCD’s website in PDF format: http://www.dhcd.state.md.us/Website/procure/procure.aspx. 1.5 Pre-Proposal Conference: A pre-proposal conference will be held at the time and place noted on the Key Information Summary Sheet. Attendance is not mandatory, but all interested Offerors are encouraged to attend to facilitate better preparation of their proposals, and their understanding of, and ability to meet, the State’s Minority Business Enterprise goals. As promptly as is feasible subsequent to the Conference, a summary of the Pre-Proposal Conference and all questions and answers known at that time will be distributed, free of charge, to all prospective Offerors known to have received a copy of this RFP. DHCD will make reasonable accommodations for Offerors who require sign language interpretation or other special needs because of disability, but requests at least five days’ advance notice to the Procurement Officer.

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1.6

e-Maryland Marketplace

1.6.1 Use: e-Maryland Marketplace is an electronic commerce system administered by the Maryland Department of General Services. In addition to using the DHCD web site, http://www2.dhcd.state.md.us/Website/home/index.aspx and other means for transmitting the RFP and associated materials, the solicitation and minutes of the pre-bid/proposal conference, Offeror questions and the Procurement Officer’s responses, addenda, and other solicitation related information will be provided via e-Maryland Marketplace. This means that all such information is immediately available to subscribers to eMaryland Marketplace. Because of the instant access afforded by e-Maryland Marketplace, it is recommended that all Offerors interested in doing business with Maryland State agencies subscribe to e-Maryland Marketplace. 1.6.2

Fees and Mandatory Registration: COMAR 21.02.03.06 requires that the successful offeror pay a fee to support the operation of e-Maryland Marketplace. A copy of COMAR 21.02.03.06 can be found on the eMM website at www.eMarylandMarketplace.com. The eMaryland Marketplace fee for the contract awarded under this solicitation corresponds to the Level 3 fee on the COMAR 21.02.03.06 fee schedule. The $500 fee amount must be included in price, and may not be quoted as a separate add-on price. In order to receive a contract award, a vendor must be registered on e-Maryland Marketplace. Contractors shall pay the fee as provided by COMAR 21.02.03.06 and in accordance with guidelines issued by the Maryland Department of General Services. These guidelines can be found on the e-Maryland Marketplace website at www.eMarylandMarketplace.com.

1.7 Questions: Questions will be accepted from prospective Offerors and should be submitted in a timely manner to the Procurement Officer only. E-mail submission of questions is preferable, but questions will also be accepted by mail or facsimile to the Procurement Officer prior to the Pre-Proposal Conference (“Conference”). If possible and appropriate, such questions will be answered at the Conference. Oral and written questions will also be accepted from prospective Offerors attending the Conference. If possible and appropriate, these questions will be answered at the Conference. Written questions will also be accepted subsequent to the Conference. All post-Conference questions should be submitted in a timely manner to the Procurement Officer only. The Procurement Officer will decide whether an answer can be given before the closing date, based on the availability of time to research and communicate an answer. Answers to all substantive questions that have not previously been answered, and are not clearly specific only to the requestor, will be distributed to all vendors who are known to have received a copy of this RFP. 1.8 Proposal Closing Date: An original and five (5) copies of each proposal (technical and price) must be received by the Procurement Officer at address listed above, no later than the closing date and time listed on the Key Information Summary Sheet. Requests for extensions of the closing time and date will not be granted. Except as provided in COMAR 21.05.03.02, proposals received after the closing date will not be considered. Neither facsimile nor e-mail proposals will be accepted. Once opened, proposals will not be returned. S00R6200024

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1.9 Duration of Offer: Offers submitted in response to this RFP are irrevocable for 120 days following the closing date for proposals or for Best and Final Offers (BAFOs), if requested. This period may be extended at the Procurement Officer’s request, with the Offeror’s written concurrence. 1.10 Revisions to the RFP: If it becomes necessary to revise this RFP before the closing date, addenda will be posted on the DHCD website and eMarylandMarketplace.com, and also issued to all prospective Offerors who were sent the RFP, obtained it from the Issuing Office, or otherwise are known to have received this RFP. Offerors must acknowledge receipt of each addendum, in writing, in the transmittal letters accompanying their technical proposals. Failure to acknowledge receipt of addenda does not relieve an Offeror from compliance with each such addendum. 1.11 Reservations: The State reserves the right to cancel this RFP, to accept or reject any and all proposals, in whole or in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified, or potentially qualified Offerors in any manner necessary to serve the best interests of the State of Maryland. The State also reserves the right, in it sole discretion, to award a contract based upon the written proposals received without prior discussions or negotiations. 1.12 Oral Presentation, Demonstration and Discussion: Offerors may be required to make an oral presentation of their proposal, provide a demonstration of the product, and participate in discussion with State representatives. Significant representations made by an Offeror during the oral presentation, demonstration and discussion must be reduced to writing. All such representations will become part of the Offeror’s proposal and are binding if the contract is awarded. The Procurement Officer will notify Offerors of the time and place of oral presentations. 1.13 Incurred Expenses: Neither the State nor DHCD will be responsible for expenses incurred by Offerors in preparing and submitting proposals, in making oral presentations or demonstrations, or in performing any other activities in response to this RFP. 1.14 Economy of Preparation: Proposal should be prepared simply and economically, providing a straightforward, concise description of the Offeror’s proposal to meet the RFP requirements. 1.15 Protests and Disputes: Any protest or dispute related, respectively, to this solicitation or the resulting contract, shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies). 1.16 Proposals: Proposals must include the minimum functionality outlined in Section 3.2 of the RFP. Proposals may also include the additional desired functionality outlined in Section 3.2 of the RFP. The Proposal shall be completed and prepared in accordance with Section 4 of the RFP. Multiple or alternative proposals will not be accepted.

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1.17 Access to Public Records Act Notice: Each Offeror should give specific attention to the clear identification of those portions of its proposals that it considers confidential, proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Access to Public Records Act, Title 10, Subtitle 6 of the State Government Article, Annotated Code of Maryland. Place all information claimed to be confidential after the title page and before the table of contents in the technical proposal. Upon requests from third parties for this information, the State will make an independent determination whether the requested information must be disclosed (see COMAR 21.05.08.01). 1.18

Offeror Responsibilities

1.18.1 Subcontractors: The selected Offeror shall be responsible for all products and services as required by this RFP. Subcontractors must be identified, and a complete description of their roles must be included in the proposal. The selected Offeror retains the responsibility for all work performed by and any deliverable submitted by a subcontractor. Additional information regarding MBE subcontractors is provided in Section1.22. 1.18.2 Subsidiaries; Parent Guarantee: If an Offeror that seeks to perform or provide the services required by this RFP is the subsidiary of another entity, all information submitted by the Offeror including, but not limited to, proposed services, description of the Offeror’s ability to perform, references, and financial reports shall pertain exclusively to the Offeror, unless the parent organization will guarantee the performance of the subsidiary, and includes with the proposal an explicit statement to that effect. 1.18.3 Joint Ventures: If the Offeror is a joint venture, the proposal must designate a lead firm. 1.19 Mandatory Contractual Terms: By submitting an offer in response to this RFP, an offeror, if selected for award, shall be deemed to have accepted the terms of this RFP and the Contract (see Attachment A). Offeror’s exceptions to these terms must be clearly identified in the Executive Summary section of the Technical Proposal. Proposals that take exception to these terms may be rejected. 1.20 Proposal Affidavit: Each Offeror shall complete and submit in the envelope with the Technical Proposal a signed Bid/Proposal Affidavit on the form provided as Attachment B. Complete each blank on the Affidavit with the appropriate response, or insert “Not applicable;” do not leave items blank. 1.21 Contract Affidavit: If a contract is awarded as a result of this solicitation, the successful Offeror must complete a Contract Affidavit confirming that all statements made on the Bid/Proposal Affidavit remain true and correct in all respects as of the date of the contract. A copy of the Contract Affidavit is included, for information only, as Attachment C to this RFP. It must be submitted with the signed contract after notice of proposed contract award

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1.22

Minority Business Enterprise

1.22.1 Certification: Minority Business Enterprises (MBEs) are encouraged to respond to this solicitation. MBE vendors are encouraged to obtain MBE certification from the Maryland Department of Transportation, Office of Minority Business Enterprise. Direct all certification-related questions to: Office of Minority Business Enterprise Maryland Department of Transportation P.O. Box 8755 BWI Airport, Maryland 21240-0755 (410) 859-7328 http://www.mdot.state.md.us/MBE_Program/ 1.22.2 Minority Business Enterprise Subcontracting Goal: A minority business enterprise subcontractor participation goal of 25% has been established for this procurement. The successful Offeror shall structure its subcontracts in a good-faith effort to achieve that goal using businesses certified by the State of Maryland as minority owned and controlled. During the term of the contract, the successful Offeror is prohibited from changing the participation plan submitted without the prior written consent of DHCD. 1.22.3 Questions: Questions or concerns regarding the MBE requirements of this solicitation must be raised before the receipt of bids or proposals. Direct all questions related to the MBE goal to: Mr. Brien Boone, MBE Officer Department of Housing and Community Development 100 Community Place Crownsville, Maryland 21032 (410) 514-7019 [email protected] 1.22.4 MBE Forms: MBE requirements are specified in Attachment D of this RFP. Complete and submit Attachment D-1, Certified MBE Utilization and Fair Solicitation Affidavit, with the technical proposal. Complete and submit Attachment D-2, MBE Participation Schedule, with the price proposal. Offers submitted without both of these attachments shall be deemed not reasonably susceptible of being selected for award. 1.22.5 MBE Sources: A current directory of MBEs is available through the Maryland State Department of Transportation (MDOT), Office of Minority Business Enterprise, P. O. Box 8755, B.W.I. Airport, Maryland 21240-0755; 410-865-1244. The directory is also available at http://www.mdot.state.md.us; select the Minority/Disadvantaged Business Enterprise label. The most current and up-to-date information on MBEs is available via the website.

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1.22.6 MBE Availability: As of the solicitation issue date, over 1400 MDOT-certified MBEs were available nationwide in the following North American Standard Industrial Classifications (NAICS) and Standard Industrial Classification (SIC) codes potentially relevant to the subject matter of this solicitation: NAICS 541511 NAICS 541512 NAICS 541519 NAICS 541612 NAICS 611420

Custom Computer Programming Services Computer Systems Design Services Other Computer-Related Services Human Resources Consulting Services Computer Training

(SIC 7371) (SIC 7373) (SIC 7379) (SIC 8742) (SIC 8243)

Offerors are encouraged to search the MDOT MBE Directory using these codes to identify MBE subcontractors. Other NAICS or SIC codes may also return relevant results. 1.22.7 MBE Prime Contractors: Maryland-certified minority Contractors shall include the certification number on the Bid Form. Prime Contractors who are themselves MBE-certified must meet the MBE subcontract participation goal. 1.22.8 MBE Contract Performance: By its response to this solicitation, the Offeror acknowledges the MBE subcontract participation goal and affirms that the approved MBE participation level is a contract deliverable to be performed by one or more certified MBEs. During the term of the contract, the successful Offeror shall comply with the Minority Enterprise Utilization Plan described in Attachment D. 1.23 Arrearages: By submitting a response to this RFP, each Offeror represents 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. 1.24 Procurement Method: This solicitation will be conducted in accordance with the competitive sealed proposals process under COMAR 21.05.03. 1.25 Verification of Registration and Tax Payment: Before a corporation can do business in the State of Maryland it must be registered with the Department of Assessments and Taxation (SDAT), State Office Building, Room 803, 301 W. Preston St., Baltimore, MD 21201. It is strongly recommended that potential offerors complete registration prior to the RFP closing date; failure to complete SDAT registration may disqualify an otherwise successful Offeror from final consideration and recommendation for contract award 1.26 False Statements: Offerors are advised that Section 11-205.1 of the State Finance and Procurement Article, Annotated Code of Maryland provides as follows: A. In connection with a procurement contract a person may not willfully: (1) falsify, conceal, or suppress a material fact by any scheme or device; (2) make a false or fraudulent statement or representation of a material fact; or (3) use a false writing or document that contains a false or fraudulent statement or entry of a material fact. S00R6200024

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B. Aiding or conspiring with others - A person may not aid or conspire with another person to commit an act under subsection (a) of this section. C. Penalty - A person who violates any provision of this section is guilty of a felony and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding 5 years or both. 1.27 Electronic Funds Transfer: By submitting a response to this solicitation, the Offeror agrees to accept payments by electronic funds transfer unless the State Comptroller’s Office grants an exemption. The selected Offeror shall register using the COT/GAD X-10 Vendor Electronic Funds (EFT) Registration Request Form. Any request for exemption must be submitted to the State Comptroller’s Office for approval at the address specified on the COT/GAD X-10 form and must include the business identification information as stated on the form and include the reason for the exemption. The COT/GAC X-10 Vendor Electronic Funds Registration Request Form may be downloaded from: http://compnet.comp.state.md.us/gad/pdf/GADX-10.pdf 1.28 Conflicts of Interest: The Offeror shall consider and resolve any potential conflicts of interest which presently exist or which may arise if the Offeror were to provide the HRIS. 1.29 Non-Visual Access: By submitting a proposal, the Offeror warrants that the information technology offered under the proposal (1) provides equivalent access for effective use by both visual and non-visual means; (2) will present information, including prompts used for interactive communications, in formats intended for both visual and non-visual use; (3) if intended for use in a network, can be integrated into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired; and (4) is available, whenever possible, without modification for compatibility with software and hardware for nonvisual access. The Offeror further warrants that the cost, if any, of modifying the information technology for compatibility with software and hardware used for non-visual access will not increase the cost of the information technology by more than five percent. For purposes of this RFP, the phrase “equivalent access” means the ability to receive, use and manipulate information and operate controls necessary to access and use information technology by non-visual means. Examples of equivalent access include keyboard controls used for input and synthesized speech, Braille, or other audible or tactile means used for output. 1.30 Reciprocal Preference: The provisions of State Finance and Procurement Article 14401 and COMAR 21.05.01.04 shall apply to this solicitation. If applicable, a nonresident offeror submitting an offer for this solicitation shall attach to the offer a copy of the current statute, resolution, policy, procedure, or executive order of the resident state for the nonresident offeror that pertains to that state’s treatment of nonresident offerors for similar services. A preference shall be identical to the preference that the other state gives to its residents. THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

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SECTION 2. CONTRACT PROVISIONS 2.1 Parties to the Contract: The contract entered into as a result of the response to this RFP shall be by and between the successful Offerors as Contractor and DHCD, and shall include the terms and conditions of Attachment A of this RFP and generally the provisions of this RFP. Any exceptions must be clearly identified in the Executive Summary section of the Technical Proposal. Attachment A is included for information only and is not to be submitted with the Offeror’s proposal. A proposal that takes exception to these terms may be rejected. 2.2 Contract Term: The contract shall commence upon ratification of all State approvals and shall terminate three (3) years hence unless DHCD exercises its renewal options. The contract length includes an implementation period for the HRIS and a maintenance period. The maintenance period shall commence upon the implementation and system acceptance by DHCD. DHCD, at its sole option, has the unilateral right to extend the term of the contract for up to two additional, successive one year terms by giving the Contractor ninety days written notice of DHCD’s intent to renew for each additional one year term prior to the end of the then current term. The maximum contract period shall not exceed five years. 2.3 Scope of Contract: The work to be performed and the services to be provided by the Contractor will consist of the items described in Section 3 of the RFP. 2.4 Type of Contract: This contract shall be a fixed price contract as defined in COMAR 21.06.03.02. 2.5

Compensation and Method of Payment:

2.5.1 Consideration and Payment. The consideration to be paid the Contractor shall be determined upon award of the contract in accordance with the RFP and the Price Proposal. The Contractor will be compensated upon the submission to and approval by DHCD, of an invoice reflecting the goods and services being provided during the contract term. Payment for the initial installation will be made based upon an agreed payment schedule based upon the milestones and deliverables outlined in the Project Plan provided in Contractor’s proposal and agreed by DHCD. 2.5.2 Invoices. Invoices for payment shall contain the Contractor’s Federal Employer Identification Number and must be submitted to the DHCD Contract Manager. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, of the State Finance and Procurement Article, Annotated Code of Maryland, are prohibited. Payments under the contract will not be made until after certification is received from the Comptroller of the State that all taxes have been paid. 2.5.3 Payment of Maintenance: The cost of maintenance for the first year for the HRIS should be included in the purchase price of the system. The cost of annual maintenance for subsequent years is due on the anniversary of system acceptance. The Contractor will invoice DHCD 60 days prior to the termination of the then current maintenance term. 2.5.4 Hardware: No equipment or hardware is anticipated to be bought as a result of this contract. The Offeror shall provide hardware and other system specifications required to operate the proposed system. S00R6200024

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2.6 Indemnification: The Contractor shall indemnify the State against liability for any claims, damages, loss, costs, expenses, suits, or actions of any character arising from or relating to the performance of the Contractor or its subcontractors under this contract. The State of Maryland has no obligation to provide legal counsel or defense to the Contractor or its subcontractors in the event that a suit, claim or action of any character is brought by any person not party to this contract against the Contractor or its subcontractors as a result of or relating to the Contractor’s obligations under this Contract. The State has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or its subcontractors as a result of or relating to the Contractor’s obligations under this contract. The Contractor shall immediately notify the Procurement Officer of any claim or suit made or filed against the Contractor or its subcontractors regarding any matter resulting from or relating to the Contractor’s obligations under the contract, and will cooperate, assist, and consult with the State in the defense or investigation of any claim, suit, or action made or filed against the State as a result of or relating to the Contractor’s performance under this contract. 2.7 Dissemination, Publication, Distribution, Circulation of Information, Data or Records. The Contractor shall indemnify and hold harmless DHCD and the State from all liability which may hereafter be incurred by reason of dissemination, publication, distribution, or circulation in any manner whatsoever of any information, data or records pertaining in any way to any resulting contract by the Contractor and its employees. 2.8 Incorporation of RFP and Proposal: This RFP and all or designated portions of the successful Offeror’s proposal shall be attached to and incorporated in the contract. 2.9 Assignment: After contract execution, the Contractor may not subcontract any portion of the services provided under the contract without first obtaining prior written consent of DHCD, nor may the Contractor assign, transfer, convey, sublet or otherwise dispose of the contract or any rights created thereunder to any person, company or corporation without the prior written consent of DHCD. Any such subcontract or assignment shall include all terms of the resulting contract. Such consent to any assignment or other such conveyance may be withheld by DHCD in its sole and subjective discretion. 2.10 Accounting Records: The Contractor will be required to maintain its books, records and other evidence pertaining to expenditures incurred, pursuant to the contract, in accordance with generally accepted accounting principles. These records shall be available to DHCD and any authorized representatives acting on behalf of DHCD and the State at all reasonable times during the contract period and for three (3) years after the date of final payment. 2.11 Non-discrimination: The Contractor shall comply with all Federal and State laws, rules and regulations involving non-discrimination on the basis of race, color, creed, national origin, religious or political affiliation or opinion, marital status, age, sex, or physical or mental disability. 2.12 Governing Law: The contract shall be governed and enforced by the laws of the State of Maryland.

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SECTION. 3. SCOPE OF SERVICES 3.1 Introduction: The scope of services contained within this RFP specifies the services to be provided by the successful Offeror. This introductory section provides information on the organization issuing this RFP, the purpose of the RFP, and the project background. 3.1.1 Issuing Organization: The Department of Housing and Community Development, a principal department of the State of Maryland, is located at 100 Community Place, Crownsville, Maryland. DHCD’s mission is to revitalize communities, encourage homeownership, and expand affordable housing opportunities. DHCD is organized into six divisions and has a current authorized head count of about 360 full time employees; 320 permanent and 40 contractual. Employee history is also currently maintained for approximately 450 separated employees, representing 6 years of historic data. 3.1.2 Purpose: DHCD is seeking Offerors experienced in the design, development, implementation, and maintenance of human resource information software applications, to provide an integrated solution to provide support for human resources processes. By implementing a new integrated, web-based, relational system, DHCD intends to streamline human resources processes, improve data accuracy, reduce redundant data entry, and enable decentralized and secure self-service access to data based upon multi-tiered permissions. A single Contractor shall be selected to provide and implement a system to be known as the Human Resources Information System (HRIS) that will meet the needs, requirements and specifications as outlined in Section 3 of this RFP. Implementation will include, modification of commercial off-the-shelf software as needed, software installation, documentation, testing, conversion of existing data, support, and training, The HRIS must integrate and operate in DHCD’s current technology environment. 3.1.3

Acceptable Solutions: The Offeror shall provide either: •

commercial off-the-shelf software (COTS), or

•

customized commercial off-the-shelf software (COTS) software (clearly identify and describe any customization to meet DHCD-unique requirements).

Work for hire or other fully customized development solutions will not be considered. It is acceptable, however, to develop modifications to an existing system in order to meet DHCD’s functionality requirements. The system must run on Microsoft Systems platforms and the system database must be a relational database built on SQL Server 2000, or Current Version Standard Edition, Microsoft Windows Server 2003.

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3.1.4 Current Environment: DHCD’s Human Resources Unit uses several separate systems to manage various personnel functions for its 375 employees, but interfaces between those systems are limited: 1. Employee PIN Database is an MS Access application containing Employee and Position Control information. It was developed and supported by DHCD Division of Information Technology. 2. Time Reporting is a ColdFusion application developed by Syntegra for the Maryland Automobile Insurance Fund (MAIF) and modified for use by DHCD. The database is on SQL Server. It is accessed by employees through the DHCD Intranet site. Electronic signatures are currently not available; timesheets are printed by each employee and submitted/approved manually by supervisors. 3. Leave Accounting is done by Office of Employee Services using an MS Access application supported by Stephenson Financial Systems. 4. Performance Evaluation System is Performance Impact Workplace, a Windows Client-Server Application purchased from KnowledgePoint. DHCD supervisors access the system to generate performance appraisals for each employee. 5. Organization Charts are prepared by the Budget Office using Microsoft Visio. 6. SkillSoft is a purchased database of training and development materials that employees access through the Internet to acquire/improve a variety of job skills. Supervisors preparing performance evaluations have to manually access reports to determine which courses have been completed by the employees reporting to them. Current systems are only minimally integrated, so changes, additions and deletions must be manually entered into multiple systems. 3.2 Functionality: A comprehensive and integrated HRIS will manage all aspects of DHCD human resources functions without the need for duplicate data entry. Minimum functionality of the HRIS must include the following integrated modules: 1. 2. 3. 4.

Employee Information Position Control Leave Accounting Time Reporting

Additional desired functionality of the HRIS also includes the following modules to be integrated with the modules providing minimum functionality (listed in order of importance): 5. Performance Evaluation 6. Organization Charts 7. Staff Development and Recognition 8. Equal Employment Opportunity Compliance 9. Discipline and Grievance Information 10. Benefits Information 11. Recruitment S00R6200024

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3.2.1 Employee Information: The HRIS must track employee data from hiring to separation, including: Social Security number, home address, home phone number, race, sex; date of birth, date of entry to State service, date of entry for DHCD; position identification number (PIN); State classification title, State classification code, job family; service type, grade, step, salary, increment date, overtime status, termination date; collective bargaining status, collective bargaining unit, EEO job category; budget code and funding information; working title, supervisor; position description; last evaluation result and date, next evaluation date; disciplinary actions; diplomas/degrees, special skills, and training activities. The system must maintain a history for each position for a minimum of seven years, including State classification code and all other attributes of the position, and be able to distinguish between active employees and prior employees. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.2 Position Control: The system will provide for creating and tracking positions and their position identification number (PIN), throughout the organization and across divisions, programs and subprograms. It must also assign employees to positions and enter budget information, including up to 4 funding sources for a position. More than one individual may be assigned to a PIN at one time if the position is shared between part-time employees. The system must maintain a history of each PIN for a minimum of seven years, including employee name(s) and all other attributes of the PIN. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.3 Leave Accounting: The system will automatically accrue bi-weekly annual and sick leave earnings and track use of annual, sick, personal, compensatory and compensatory-in-lieuof-cash-overtime leave, as well as unpaid leave and various forms of release time, through the use of approximately 50 configurable leave codes. The system will be able to automatically cascade through different leave types in a definable sequence to automatically adjust leave usage codes if leave balances are not adequate. The system will be able to generate various reports regarding leave earning, balances and use for individual employees, groups of employees and all employees, including leave usage reports and ad hoc reports. The system will be able to delete certain types of unused leave either during the year or at year end, based upon criteria established by HR, and automatically notify employees about lost leave through the time reporting module. The system must maintain a history of leave for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.4 Time Reporting: Electronic time reporting will accommodate flexible hours and schedules for both cash overtime eligible and cash overtime exempt employees. The system will provide for all employees and supervisors to electronically complete and approve bi-weekly timesheets, including leave balance and use information. This will include a different timesheet with different leave rules and different pay period schedules for permanent and contractual staff. The system will provide employees with bi-weekly updated leave information, including lost leave notices. The system will be able to generate various reports regarding individual employees, groups of employees and all employees, as needed. The system must maintain a history of time sheets for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions.

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3.2.5 Performance Evaluation: The system will track and provide automatic reminders to supervisors regarding status of the employee evaluation process. The system will provide for annual reviews based on the employee’s entry date with six-month interim reviews. The system will allow managers to perform online reviews using pre-designed forms which can also be tailored using a library of performance elements accessible to the reviewer from within the software. The system will provide for five different review ratings based upon point ranges. The system will be able to generate various reports regarding evaluation status of individual employees, groups of employees and all employees, as needed. The system must maintain a history of evaluations for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.6 Organization Charts: The system will be able to create organization charts at all levels using information on supervisory relationships, titles, phone numbers, and other information retrieved from the employee information database, with the ability to change parameters as specified. The system must maintain a history of organization charts for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.7 Staff Development and Recognition: The system will track all forms of training and education, such as college courses, e-learning certifications, and any certification, degree or skill set that results. The system will include the ability to create employee training plans and track employee progress. The system will also track awards and other incentives. The system must maintain a history of staff development and recognition for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.8 Equal Employment Opportunity Compliance: The system will include Equal Employment Opportunity (EEO) compliance monitoring. EEO monitoring will record and track applicants’ name, race, sex, and birth date, as well as information concerning the position applied for, whether interviewed and whether hired. EEO monitoring will also include a Complaint Log, which includes information on whether the complaint was formal or informal and the status/ disposition of the complaint. The system will be able to generate various EEO reports regarding hiring and complaints for all individual applicants/employees, groups of applicants/employees and all applicants/employees, as needed. The system must maintain a history of EEO compliance for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.9 Discipline and Grievance Information: The system should provide a database to enable the entry and recovery of information concerning disciplinary actions taken, including employee identification, charges, disposition, and progress of any appeal, as well as generating reports based on any selected field(s). The system should provide a database to enable the entry and recovery of information concerning employee grievances, including employee identification, disposition and progress of the grievance, as well as generating reports based on any selected field(s). The system must maintain a history of discipline and grievance information for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions.

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3.2.10 Benefits Information: The system should provide a database to enable the entry of information concerning health benefit selections, including employee identification, dependents, and selected options, as well as generating reports based on any selected field(s), with security that complies with HIPAA regulations. The system must maintain a history of benefits information for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions. 3.2.11 Recruitment: The system should provide a database to enable the entry of information concerning position recruitment activities, including applicant identification, status, progress through the scoring, interview and selection process, as well as generating reports based on any selected field(s). The system must maintain a history of recruitment information for a minimum of seven years. The purging of historic data must require a positive action in accordance with established security permissions. 3.3

Technical Requirements:

3.3.1 Installation: The HRIS will be installed, using secured technology, at DHCD’s centralized computer facilities, currently located at 100 Community Place. It will be accessed by staff both at 100 Community Place and at various current and future remote sites within Maryland, including Baltimore and Cambridge. 3.3.2 Required Project Policies, Guidelines and Methodologies: The Contractor shall be required to comply with all applicable Laws, regulations, policies, standards and guidelines affecting information technology projects, which may be created or changed periodically. It is the responsibility of the Contractor to insure adherence and to remain abreast of new or revised Laws, regulations, policies, standards and guidelines affecting project execution. These may include, but are not limited to: 1. The State’s System Development Life Cycle (SDLC) methodology at: www.dbm.maryland.gov - keyword: SDLC; 2. The State Information Technology Security Policy and Standards at: www.dbm.maryland.gov - keyword: Security Policy; 3. The State Information Technology Project Oversight at: www.dbm.maryland.gov keyword: IT Project Oversight; 4. The State of Maryland Enterprise Architecture at www.dbm.maryland.gov - keyword: MTAF Guiding Principles; and, 5. The Contractor shall follow project management methodologies that are consistent with the Project Management Institutes Project Management Body of Knowledge Guide. Contractor’s staff and subcontractors are to follow a consistent methodology. 3.3.3 Security: Due to the highly confidential nature of employee data, security is a critical technical requirement. The Contractor will provide software with security enabling the ability to establish access to designated personnel records and different areas of the database by authorized personnel only.

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The database security will be based on SQL Logins, SQL roles, and object level permissions by role and by row. The security settings will be applied at the group/role level. The system will also allow the definition of security policies and rules to enable compliance with all federal and State laws and regulations, including HIPAA. For example, EEO compliance data and benefits information must be highly restricted while timesheets must be available to all employees. 3.3.4 Audit Log: The HRIS shall include an audit log that tracks changes to key or critical data files and contains at a minimum: original data, new data, date of change, identity of changer. The audit log will include all changes made to security access. 3.3.5 System Architecture: The system will run on Microsoft Systems platforms. Proposed systems with Open Architecture are preferred. 3.3.6 Database: The system database will be a relational database built on SQL Server 2000, or Current Version Standard Edition, Microsoft Windows Server 2003. The database will be secured and fully utilize SQL security settings. 3.3.7 User Interface: The system will have a web-based friendly user interface(s) based on Microsoft’s most current technology (ASP. Net or ASP) and will have at least the following characteristics: 1. Compliant with industry standards as W3C (World Wide Web Consortium) and Section 508 Electronic and Information Technology accessibility standards which are followed by federal and state Agencies 2. Will run on Microsoft Internet Information Services 6 or latest version. 3. Will be compliant with accessibility requirements and have cross browser functionality 4. Will use filters, error traps and data validation procedures to prevent run time errors and make the screens user friendly. 5. Will include preventive data validation techniques. These preventive data validation techniques, will enable the user to modify only fields that are needed. The screens will present the user with only the choices that are valid and disable all objects that are not applicable. 6. Will incorporate trusted secure digital ID/electronic signature technologies; such as VeriSign, into any modules that require signatures or approval cycles. 7. Will interface with and support DHCD’s enterprise electronic document management system, for storage, retrieval, approval, updates, or search of any documents produced or accessed by the HRIS system. 3.3.8 Reporting: The system will provide Microsoft-compliant standard and customizable reports, as well as automatic notifications, e-mail and alerts. For example e-mail alerts to supervisors prior to evaluation due dates and notification to employees prior to loss of leave.

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3.3.9 Multi-Century Compliance: The Contractor is required to warrant that the products provided or application systems developed under this RFP are century compliant, meaning that the product when used in accordance with its associated documentation: 1. Is able to process date data accurately – including date data century recognition, calculations that accommodate same century and multi-century formulas and date values (including leap year factors), and date data interface values that reflect the century – when used either in a stand-alone configuration or in combinations with other century compliant products used by the State, and 2. Will not abnormally terminate its function, provide, or cause invalid or incorrect results due to incompatibility with the calendar year. In addition to any other warranties applicable to this RFP or any remedies otherwise available to DHCD, the Contractor agrees to promptly repair or replace any product furnished under this RFP that is not century complaint, provided DHCD gives notice within a reasonable time following discovery of such failure. 3.4 Maintenance and Technical Support: The Contractor will provide maintenance and technical support for both installation and user support via phone during a warranty period of one year from the date of systems acceptance. Maintenance will include any necessary upgrades and installation of later releases of the product to keep it running on current Microsoft Server releases/versions. Technical support by a qualified developer or technician will be provided between the hours of 8:30AM and 5:00 PM Eastern Time via a toll-free number. The Contractor shall respond to a problem report with a corrective action plan within two hours for problems related to the critical Timekeeping module and within 8 business hours for other modules. Escalation procedures will be established to deal with problems that cannot be immediately resolved. 3.5 License, Source Code and Documentation: The Contractor shall grant, convey and transfer to DHCD a royalty free, paid-up perpetual license for all software that comprises the HR System. The licenses will allow DHCD to place all software or any successor or new release of this software on any processor used in support of the HR System, or any processor that interacts with the HR System now or in the future. To the extent that the procured system is Open Architecture, DHCD will have access to functional source code that will enable modification and maintenance of the delivered system by DHCD or other contractual entities. Upon the event of any breach of the terms of the contract, the Contractor's voluntary or involuntary filing of bankruptcy or any other insolvency proceeding, Contractor dissolution, Contractor merger with or acquisition by another company, or Contractor discontinuance of support of the HRIS, the Contractor shall convey to DHCD all rights, title, and interests in all software that comprises the HRIS, licenses, software source codes, and all associated Software Source Code Documentation. These rights include but are not limited to the rights to use and cause others to use on behalf of DHCD, said software, licenses, software source codes, and software source code documentation.

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Upon acceptance of the software product that comprise the HR System by DHCD, the Contractor shall deliver two copies of each software source code and Software Source Code Documentation to an escrow agent located in the Baltimore/ Washington area of Maryland that is acceptable to DHCD. The Contractor shall enter an escrow agreement under the terms, conditions, and software escrow code policies of the sample escrow agreement, attached as Attachment F. Each software source code shall be stored on compact discs or other media designated by DHCD. 3.6 Documentation: DHCD should receive detailed documentation and technical specifications of the hardware and software required at least 30 days prior to implementation, including: 1. User manual(s) 2. Technical documentation: - Data dictionary - Database diagrams - Screen diagrams - User interface program flowchart - Source code documentation 3. Implementation and training plan 3.7 Training: The Contractor will conduct the following training sessions at DHCD facilities in Crownsville, MD: 1. At least two session for Users; and, 2. At least one session for System Administrators. 3.8 Data Conversion: Prior to implementation the Contractor will extract existing DHCD data from different data sources, normalize it and populate the new HR system database tables with it. The following are existing data sources that will be used to populate the database: 1. MS ACCESS databases: - Employee and Position Information - Leave Tracking 2. SQL databases: - Performance Evaluation - Time Reporting 3.9 Testing: DHCD will perform performance and user acceptance tests of the software product prior to systems acceptance of the HRIS. Performance testing will involve load testing of the application to ensure that the system meets or exceeds Microsoft standards for .NET and SQL performance measurements for data access and reporting rates. The load test will approximate maximum user interface with the application and the resulting system response. DHCD will have approximately 375 users and, at a maximum, 50 simultaneous users.

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User acceptance testing will consist of tests by DHCD of the following aspects of the system: 1. Usability and navigation through the system. 2. Functionality, to verify that the application conforms to specifications and correctly performs all required functions. 3. Data validation procedures (on data entry screens) and error messages 4. Data flow and consistency of the data through the system 5. Help features 6. Security During User acceptance testing, DHCD will document and report its findings to the Contractor. The Contractor shall be responsible for correcting any deficiencies. 3.10 Deliverable Acceptance Criteria: The Contractor shall deliver all deliverables upon completion to the Contract Manager for review, testing, and acceptance. The Contractor shall memorialize such delivery in a Delivery Confirmation, which sets forth the nature and condition of the deliverables, the medium of delivery, and the date of their delivery. The Contract Manager shall countersign such Delivery Confirmation to indicate receipt of the contents described therein. The Contract Manager shall commence acceptance testing or reviews following receipt of the deliverables. Upon completion of such testing, the Contract Manager shall issue to the Contractor notice of acceptance or rejection of the deliverables. In the event of rejection, the Contractor shall use all reasonable effort to correct any deficiencies or nonconformities and resubmit the rejected items as promptly as possible. 3.11 Payment Schedule: The Contractor shall provide a payment schedule based upon the milestones and deliverables based on the Project Plan provided in their proposal. 3.12 Transition: The Contractor will provide a transition plan, including professional cooperation to transition software, maintenance and technical support activities from themselves to DHCD or a new Contractor at the end of the Contract.

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SECTION 4. PROPOSAL FORMAT 4.1 Transmittal Letter: A transmittal letter on the Offeror’s stationery shall accompany the Technical Proposal. The purpose of this letter is to transmit the proposal and acknowledge the receipt of any addenda. The letter shall be signed by an individual who is authorized to bind the company to all statements in the proposal and the services and requirements as stated in the RFP. 4.2 Technical Proposal: The Offeror shall submit an original and five (5) copies of the Technical Proposal, in a sealed envelope labeled with the Offeror’s name and address captioned “Human Resources Information System – Technical Proposal.” The Technical Proposal shall not exceed 25 pages excluding exhibits and attachments and shall be written in a straightforward and concise manner, delineating the Offeror’s capabilities to satisfy the requirements of this RFP. Offerors are to write their proposals so that their responses correspond to and are identified with the specific requirements of the RFP. An Offeror’s proposal submitted in response to this RFP shall contain the following information: 4.2.1 Management Summary: Provide a non-technical summary incorporating a management-oriented overview of the response. This summary shall identify software and the functional capabilities to be provided, proposed hardware, project phasing and organization, vendor support, and DHCD responsibilities and resources required. This summary shall also identify any exceptions the Offeror has taken to the requirements of this RFP or Sample Contract (Attachment A). 4.2.2 Title and Table of Contents: The Technical Proposal should begin with a title page bearing the name and address of the Offeror and the name and number of this RFP. A table of contents shall follow the title page for the Technical Proposal. 4.2.3 Proposed Solution and Approach: A description of the Offeror's proposed solution to accomplish the specified work requirements. Describe the proposed approach to providing DHCD with the minimum required functionality and additional desirable functionality as outlined in Section 3 of this RFP. The proposed approach shall include a description of: 1. A Project Plan to include tasks, milestones, deliverables and timeline for completion. 2. Project management methodology. 3. Summary of the functional requirements of the proposed HRIS. 4. Security and controls. 5. Description of tools used to facilitate the work. 6. Hardware and software requirements. 7. Any necessary interfaces. 8. Internet based processes. 9. Implementation plan, including conversion of existing data. 10. Training to be provided. 11. Maintenance. 12. Technical support. 13. Ability for DHCD to extend the features of the software through customer-developed customizations. S00R6200024

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4.2.4 Product Literature / Other Publications: Attach as exhibits any company product literature and other publications intended to respond to an RFP requirement. Include reference to the document name and page in the technical proposal by footnote. 4.2.5 Third Party Software Description: Provide an overview and technical information about any third party software that will be supplied by the Offeror as part of the HRIS. 4.2.6 Hardware Recommendation: Identify the hardware and system requirements of the proposed solution. If purchase of additional hardware is proposed, show configuration details including all peripheral equipment, and include suggestions regarding sizing of memory, storage, communications, and CPU. Indicate power, environmental control and site preparation requirements. Provide any other hardware-related information that may assist DHCD in evaluating the recommendation. 4.2.7 General Experience, Qualifications, and Capabilities of Offeror and Subcontractors: Provide an overview of the Offeror’s experience rendering services similar to those included in Section 3 of this RFP. This overview shall include a description of the organization size, number of employees, summary of experience in providing the services offered, including information regarding installations of a similar size performed in the past 3 years. Provide a comparable overview of the experience of any subcontractors that have been identified in this RFP. Describe the resources of the Offeror and any subcontractors identified in the response to this RFP that will be available to support this contract. 4.2.8 Client References: For the primary Offeror and any subcontractor identified or joint venture member, provide a minimum of three relevant client references, who will attest to the parties’ ability to provide services of comparable size and complexity to those being proposed. The references must be recent (within the last three years) and must identify clients for whom comparable services have been provided. The name of each referenced client firm and the name and telephone number of the person to contact at each firm are required. DHCD shall have the right to contact any reference of its choosing as a part of the evaluation and selection process. 4.2.9 Representations and Warranties: The Offeror shall represent and warrant that services to be provided are not in conflict with contracts or obligations of the Offeror or of its key personnel, including but not limited to, covenants not to compete and obligations to maintain confidentiality of trade secrets. 4.2.10 Legal Action Summary: All Offerors must submit a statement as to whether there are or have been any past, current or threatened legal actions and/or contract terminations against the Offeror for information technology services over the past five (5) years. This is not a discussion, or opinion, of the merits of these actions. This is to identify actions/claims that may assist DHCD in assessing an Offeror’s ability to perform. The Offeror shall include the following: 1. A statement as to whether there are any pending legal actions against the Offeror, and a brief description of any such action. 2. A brief description of any settled or closed legal actions against the Offeror over the past five (5) years. S00R6200024

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3. A description of any judgments against the Offeror within the past five (5) years, including the case name, number, court, and what the final ruling or determination was from the court. 4. In instances where litigation is ongoing and the Offeror has been directed not to disclose information by the court, provide the name of the judge and location of the court. The information specified above should be limited to information technology services or projects. 4.2.11 Century Compliant Requirements: Provide warranties stating the Offeror agrees to promptly repair or replace any products furnished under this contract that are not century compliant. 4.3 Price Proposal: An original and five (5) copies of the Price Proposal shall be submitted in a separate sealed envelope marked “Human Resources Information System – Price Proposal” and signed by an official authorized to bind the Offeror. The Price Proposal must contain all cost information in the format specified in Attachment E.

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SECTION 5. EVALUATION AND CONTRACT AWARD 5.1 Evaluation Committee: The Procurement Officer shall establish an Evaluation Committee. The Procurement Officer reserves the right to reject in whole or in part any and all proposals received as a result of this RFP, to waive minor irregularities in proposals, and to enter into discussions with all responsive Offerors in any manner deemed necessary to serve the best interest of DHCD and the State. Offerors whose proposals are not accepted will be notified in writing. DHCD may determine an Offeror to be not responsive and/or not reasonably susceptible of being selected for award, at any time after the initial receipt of proposals and the completion of review of those proposals. 5.2 Demonstration, Oral Presentation and Discussion: The Evaluation Committee will initially classify the proposals as being reasonably susceptible of being selected for award or potentially so. All Offerors, which appear to be responsive whose proposal is initially classified as being reasonably susceptible of being selected for award or potentially so, will be required to make oral presentations of their proposals, provide a demonstration of the product, and participate in discussion with the Evaluation Committee. During the demonstration, the Evaluation Committee will ask questions and be allowed to navigate through the system to verify the capabilities of the system. Such Offerors will be notified as to a date for the demonstration/oral presentation/discussion, which are tentatively scheduled for the week of March 27-29. It will be required that Offerors bring their proposed project manager or other technical support staff to the demonstration/oral presentation/ discussion in order to respond to technical questions. The Offeror’s demonstration/oral presentation/discussion shall be no longer than three (3) hours, including time for questions from the Evaluation Committee, and shall be considered to be a part of the Offeror’s proposal. Any statement made by an Offeror during an oral presentation that significantly alters its proposal must be reduced to writing. Any such written submission becomes a part of the Offeror’s proposal. Only those price proposals from responsive Offerors whose proposals are finally deemed reasonably susceptible of being selected for award will be opened following the demonstration/presentation/discussion period. If following the opening of the price proposals the Procurement Officer determines that further discussion is in the best interest of DHCD and the State, the Procurement Officer will notify all of the Offerors of the date on which such discussions will be conducted. Upon completion of all discussions and upon receipt of any “best and final offers” submitted as a result of such discussions, the Evaluation Committee shall recommend to the Procurement Officer the award of the contract to the responsive Offeror whose combined technical and price proposal is determined to be the most advantageous to DHCD and the State.

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5.3 Evaluation Criteria Elements: The following criteria, listed below in order of descending priority, will be used by DHCD in evaluating and selecting an appropriate Offeror and application system. 5.3.1 Overall Solution: The most critical element of the evaluation criteria will be an evaluation of the Offeror’s overall ability to provide a successful integrated solution to DHCD and the State of Maryland, including the Offeror’s understanding of the services to be provided, as evidenced by the Offeror’s proposed approach, which should demonstrate an understanding of services expected under this contract, functionality achieved and level of integration, quality of the user interface, security controls and system performance. Preference will be given based upon (1) the extent to which the Offeror’s system offers the additional desired functionality combined with the minimum functionality within an integrated system; (2) the extent to which the Offeror’s system eliminates redundant data entry; (3) the extent to which the Offeror’s system meets DHCD’s needs without further modification; and (4) the extent to which the Offeror’s system has Open Architecture or provides the ability for DHCD to extend the features of the software through customer-developed customizations. 5.3.2 Capacity of Offeror and Subcontractors: The Offeror and each subcontractor will be evaluated on the capacity of its organization to provide the proposed solution being offered. The Offeror and each subcontractor will be evaluated on past experiences with similar projects. DHCD will review the Offeror’s and each subcontractor’s overview of experience rendering services similar to those included in Section 3 of this RFP. DHCD will evaluate the Offeror’s past performance, qualifications and client references; and will review the past performance qualification and client references of each subcontractor proposed. 5.3.3 Implementation: The ability of the Offeror to implement their recommended application solution will be evaluated. 5.3.4 Continuing Maintenance and Technical Support: The Offeror’s ability to provide continuing maintenance and technical support will be evaluated. 5.3.5 DHCD Resources: The level to which DHCD resources are required to implement the proposed approach will be evaluated. 5.4 Price: Price Proposals will not be opened until the evaluation of the Technical Proposals is complete. The price evaluation will be based upon the information submitted by the Offeror on the Price Proposal forms, and, if any, discussions regarding price with qualified Offerors. When in the best interest of the State, the Procurement Officer may permit Offerors who have submitted acceptable proposals to revise their initial proposals and submit, in writing, best and final offers. The total price of the Minimum Functionality (including the cost of three year initial contract and the cost of the two one-year renewal option periods) will be used to evaluate the price proposals. 5.5 Award Determination: Upon completion of all demonstrations, discussions and negotiations, reference checks, and site visits, if any, the Procurement Officer will recommend award of the Contract to the responsible Offeror(s) whose proposal is determined to be the most advantageous to the State considering technical evaluation factors and price factors as set forth in this RFP. In making the most advantageous Offeror determination, technical factors will be given greater weight than price factors. S00R6200024

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