Request for Proposals

The Maryland Historical Trust is seeking proposals for a grants lifecycle management software system.

Detailed information, including the Request for Proposals, submission information, and bid requirements, is listed below.

Grants Lifecycle Management Software System

The Maryland Department of Planning (MDP) is issuing this Request for Proposals (RFP) in order to contract with a vendor for the purchase of a grants lifecycle management software system for the Maryland Heritage Areas Authority (MHAA) and the Maryland Historical Trust (MHT). MHAA and MHT are heritage and historic preservation agencies within the State of Maryland with multiple programs as outlined in the specifications of this RFP.

The MHT is a state agency within the MDP dedicated to preserving and interpreting the legacy of Maryland’s past. Through research, conservation and education, MHT assists the people of Maryland in understanding their historical and cultural heritage. The MHAA is an independent unit within the Executive branch of State government, and is administered by MHT. MHAA oversees the State’s system of heritage areas, where public and private partners make commitments to preserve historical, cultural and natural resources for sustainable economic development through heritage tourism. Both MHT and MHAA administer grant programs to achieve their goals.

MHT and MHAA administer 12 different grant programs, two loan programs, and three tax credit programs. The seven year average across all the grants programs from FY 2005 – FY 2012 was 99 funded applications receiving $3,798,745 annually. At any given time there are more than 160 active grant projects being managed by MDP Project Monitors. On average, the MHT Historic Preservation Loan program awards two loans per year totaling $178,000. On average, the tax credit programs award 400 tax credits annually.

Request for Proposals - Grants Lifecycle Management Software

Amendment 1 - November 9, 2012

Exhibit A: Standard Terms and Conditions

Attachment A: Bid/Proposal Affidavit

Attachment B: Contract Affidavit

Attachment C: Financial (PRICE) Proposal

Attachment D: Minority Business Enterprise Participation

Attachment D -1 Certified MBE Utilization And Fair Solicitation Affidavit

Attachment D-2 MBE Participation Schedule

Attachment D-3 Outreach Efforts Compliance

Attachment D-4 Subcontractor Project Participation Statement

Attachment D-5 MBE Prime Contractor Paid/Unpaid Invoice Report

Attachment D-6 MBE Subcontractor Paid/Unpaid MBE Invoice Report

Attachment D-7 MBE Subcontracting Documentation

Attachment E: Living Wage Requirements for Service Contracts

Attachment E-1: Affidavit of Agreement

Attachment E-2: Maryland’s Living Wage – Frequently Asked Questions

Attachment F: veteran-owned small business enterprise participation

Attachment F-1: Veteran-Owned Small Business Utilization Enterprise Affidavit

Attachment F-2: VSBE Participation Schedule

Attachment F-3: VSBE Subcontractor Project Participation Statment

Attachment g: Technical Proposal

Attachment h: MHT and MHAA Grant and Loan Program Details

Attachment i: Grant Program Workflow Diagrams

Attachment i-1: MHAA Grant Program Workflow Diagram

Attachment i-2: MHT Non-Capital Grant Program Workflow Diagram

Attachment i-3: MHT Museum Assistance Grant Program Workflow Diagram

Attachment i-4: MHT Capital Grant Program Workflow Diagram

Attachment i-5: African American Heritage Preservation Grant Program Workflow Diagram

Attachment i-6: Certified Local Government Grant Program Workflow Diagram

ATTACHMENT J: CURRENT SOFTWARE APPLICATIONS AND FILE TYPES

Attachment K: Software Escrow Agreement

Existing Database Field Lists:

Maryland Heritage Areas Grant Program

African American Heritage Preservation Grant Program

MHT Loans

MHT Grants

MHT Loans and Grants

Museum Grants Program

Non-Capital Grant Program

Tax Credits Program

Posting Date: October 9, 2012

Pre-Proposal Conference: November 9, 2012

Pre-Proposal Conference Agenda

Pre-Proposal Meeting Minutes

Questions Due: November 26, 2012

RFP Questions and Answers [Note - this document will be updated as questions are received, and will not be finalized until the deadline.]

Proposals Due: December 5, 2012

Contact:

Evelyn T. Cohen, Procurement Officer

Maryland Historical Trust

100 Community Place

Crownsville, MD 21032

ecohen@mdp.state.md.us

(410) 514-7615

Sample Forms and Reports

The following are sample forms and reports for the 12 different grant programs, 2 loan programs and 3 tax credit programs administered by MHT and MHAA. These materials are provided as part of the background materials for the RFP. Additional materials, including applications, can be found on the webpages for the individual program, which are linked below.

Please note: The materials provided are only samples, and may change from year to year.