UNIVERSITY OF MARYLAND

UNIVERSITY OF MARYLAND BALTIMORE

COMPETITIVE SEALED PROPOSALS REQUEST FOR PROPOSAL (RFP)

FOR

IMMUNIZATION TRACKING SYSTEM RFP# 91027RE

Issued: Pre-Proposal Conference: Deadline for Questions: Due Date for Proposals:

October 28, 2022 N/A November 8, 2022 no later than 10:00am EST November 30, 2022 no later than 2:00pm EST

Issued by:

University of Maryland, Baltimore Strategic Sourcing and Acquisition Services Saratoga Street Offices Level 02 Room # 02-100 220 Arch Street Baltimore, MD 21201-1531 Attn: Ron Eshleman 410-706-0772

Deliver to:

All proposals shall be sent via email to: reshleman@umaryland.edu. The e-mail submission subject line must state: RFP#91027RE and either "Technical" or "Financial."

.

Pre-Proposal Conference: N/A

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

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TABLE OF CONTENTS SECTION I: SUMMARY INFORMATION (Page 1) SECTION II: GENERAL INFORMATION FOR VENDORS (Page 5) SECTION III: TECHNICAL & SPECIFICATIONS (Page 10) SECTION IV: EVALUATION AND SELECTION PROCEDURES (Page 18) SECTION V: INFORMATION REQUIRED IN VENDOR PROPOSALS (Page 20) SECTION VI: APPENDICES AND ATTACHMENTS (Page 23)

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IMMUNIZATION TRACKING SYSTEM RFP# 91027RE

SECTION I: SUMMARY INFORMATION

A. SUMMARY STATEMENT

The University of Maryland, Baltimore (herein called the "University" or "UMB") intends to contract with a vendor due to the increasing complexity of immunization tracking/compliance, as a result of COVID-19 and the increasing need to review and store new & additional documentation. UMB is seeking to procure an online solution for tracking complex compliance requirements, such as immunization records, signature documents, required education trainings and proof of health insurance. Many compliance requirements have expiration dates and documentation must be updated. The new system will need to accommodate these requirements and must be compatible with the UMB Student Information Management System (Banner) to allow real time compliance communication and reporting to students and programs.

Additionally, we are seeking a system that allows students and program administrators to collaborate in the collection, review, and sharing of compliance documents. UMB desires a system that allows tailoring to meet the specific requirements of UMB at the school, department, program, and course level. Finally, we are seeking a system with robust reporting capabilities and the ability to easily develop custom reports.

B. ISSUING OFFICE

Ron Eshleman University of Maryland, Baltimore Strategic Sourcing and Acquisition Services Saratoga Street Offices 220 Arch Street Baltimore, Maryland 21201-1531 410-706-0772

The sole point of contact in the University for purposes of this RFP is the issuing office. Any questions with regard to any aspect of this proposal must be directed to Ron Eshleman via email: reshleman@umaryland.edu

C. QUESTIONS AND INQUIRIES

Questions and inquiries should be directed to the individual referenced with the Issuing Office above. All such questions and inquiries must be received by 10:00am EST, Tuesday, November 8, 2022. Inquiries will receive a written reply. Copies of replies will also be posted on the University's website: umaryland.edu/procurement/ebid-board.

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D. DELIVERY OF PROPOSALS

a. Proposals shall be submitted electronically to the Issuing Office as a Portable Document Format (PDF). Proposers must submit their responses via email to: reshleman@umaryland.edu.

Financial/Price Proposals are to be submitted as a separate email from the Technical Proposal. For Technical Proposals the file name shall be Technical Proposal, RFP#91027RE [Your Company Name]. For Price Proposals the file name shall be Price Proposal, RFP#91027RE, [Your Company Name].

Responses shall be identified in the email subject line with RFP#91027RE [Your Company Name]. Due to attachment file size constraint of 25 megabytes (MB) total attachment size per email message, Proposers may need to split large files/and or submit multiple emails to keep to under 25 MB per email. If your proposal is submitted in more than one email, clearly identify the number of the submission in the email subject (e.g. RFP#91027RE, Email 1 of 2 [Your Company Name], RFP#91027RE, Email 2 of 2 [Your Company Name] and `Technical" or "Financial".

b. The Procurement Officer will not accept submissions after the date and exact time stated in this RFP. The date and time of submission is determined by the date and time of arrival in the designated e-mail inbox provided in this RFP. Time stamps on outgoing email from Contractors shall not be accepted. Requests for extension of this date or time will not be granted. If a proposal requires multiple emails to submit, then the date and time of arrival in the Procurement Officer's e-mail box of the last email submitted will be used to determine timeliness of the response. It is the Proposer's sole responsibility to allow enough time to submit in a timely manner.

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

d. Hyperlinks to software products sent to UMB's Issuing Office that indicate that the Proposal is posted by the Proposer on an electronic site may be rejected or considered non-responsive.

E. PROPOSAL CLOSING DATE

In order to be considered, one (1) PDF form of each proposal must arrive via email, by Wednesday, November 30, 2022, no later than 2:00 pm EST. Proposals or unsolicited amendments to proposals arriving after the closing date and time will not be considered. There will be no formal proposal opening.

F. ACCESS TO ISSUING OFFICE

N/A

G. PRE-PROPOSAL CONFERENCE N/A

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H. DURATION OF PROPOSAL OFFER

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

I. TERM OF CONTRACT

The term of this contract is for five (5) years, with three (3) one-year renewal options.

J. EVALUATION OF OFFERS

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

K. PROPOSAL ACCEPTANCE

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

L. FORMATION OF AGREEMENT/CONTRACT OR ISSUANCE OF PURCHASE ORDER

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

M. PROPOSAL AFFIDAVIT AND CERTIFICATIONS

State procurement regulations require that proposals contain certifications regarding noncollusion, debarment, cost and price, etc. The affidavit form, Appendix B (Bid/Proposal Affidavit), should be completed by all respondents and returned with their respective responses.

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