10-Attachment 3 - PORFP Sample.pdf

PORFP No. K26-0045-89-X – PORFP Title

Rev. 03/25/2025

STATE OF MARYLAND

ADMINISTRATIVE OFFICE OF THE COURTS

PROCUREMENT, CONTRACT AND GRANT ADMINISTRATION

187 HARRY S. TRUMAN PARKWAY

ANNAPOLIS, MD 21401

Purchase Order Request for Proposals (PORFP)

FOR

(Enter PORFP Name)

PORFP K26-0045-89-X

The sole point of contact for this PORFP is the Procurement Officer. Offerors are specifically directed NOT to contact any other Maryland Judiciary personnel or its contracted consultants for meetings, conferences, or discussions that are specifically related to this PORFP at any time prior to any award and issuance of a Purchase Order. Unauthorized contact with any Maryland Judiciary personnel or the Maryland Judiciary’s contracted consultants may be cause for rejection of the Offeror’s proposal.

Unless otherwise stated in this solicitation, the Maryland Judiciary's Procurement Portal will be the sole method of communication during all phases of the solicitation and award process. We encourage Offerors to whitelist emails from the Procurement Portal to ensure relevant emails are not blocked and/or marked as spam. Additionally, Offerors are strongly encouraged to access the Procurement Portal on a regular basis to view and respond to relevant communications.

If your firm does not intend to respond to this PORFP, please utilize the Intent to Bid under the submission section of the solicitation on the Procurement Portal. Offerors shall select NO and provide a reason for not submitting a proposal in response to this PORFP.

PORFP No. K21-0046-89-X – PORFP Title

KEY INFORMATION SUMMARY SHEET

(Enter PORFP Name)

PORFP No. K26-0045-89-X

Master Contract: K26-0045-89 – Electrical Services

Issue Date: (Enter Issue Date)

Issuing Office: Procurement, Contract and Grant Administration

Procurement Officer: Name

Maryland Judiciary, Administrative Office of the Courts

Department of Procurement, Contract and Grant Administration

187 Harry S. Truman Parkway

Annapolis, MD 21401

410-260-xxxx

Email.address@mdcourts.gov

Proposal Submission: Submissions are exclusively accepted electronically via the Procurement Portal.

Important Events: Refer to the project details and important events on the Procurement Portal for the date and time of the pre-proposal conference (as applicable), site visit(s) (as applicable), deadline for questions, and solicitation closing date & time.

Place of Performance: Building Name

Street Address

City, State Zip

MBE Subcontracting Goal: (Goal %)

VSBE Subcontracting Goal: (Goal %) https://www.mdcourts.gov/procurementportal

TABLE OF CONTENTS

SECTION I. GENERAL INFORMATION

A. ABBREVIATIONS AND DEFINITIONS

B. PROCUREMENT OFFICER

C. CONTRACT MANAGER

D. DURATION OF OFFER

E. REVISIONS TO THE PORFP

F. CANCELLATIONS

G. MULTIPLE OR ALTERNATE PROPOSALS

H. PAYMENTS TO SUCCESSFUL OFFEROR

I. PURCHASE & CHANGE ORDERS

SECTION II. INSTRUCTIONS TO OFFERORS

A. PURCHASE ORDER TYPE

B. PROCUREMENT METHOD

C. AWARD BASIS

D. PRE-PROPOSAL CONFERENCE

E. QUESTIONS

F. PROPOSAL CLOSING DATE & TIME

G. DISCUSSIONS

H. SUCCESSFUL OFFEROR RESPONSIBILITIES

I. DAMAGE TO STATE AND PERSONAL PROPERTY

J. ACCEPTANCE OF SERVICES

K. DIVERSITY & OUTREACH PROGRAMS

L. ACCESS AND BACKGROUND CHECKS

M. DISTRICT COURT ACCESS AND BACKGROUND CHECKS

SECTION III. SCOPE OF WORK

A. SUMMARY

B. SCOPE OF WORK

C. SCHEDULING & STAFFING

D. TOOLS & HOUSEKEEPING

E. TESTING

F. WARRANTY

G. FINAL WALKTHROUGH

SECTION IV. PROPOSAL FORMAT

A. PROPOSAL SUBMISSION

B. PROPOSAL SUBMITTALS

SECTION V. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

B. PROPOSAL CRITERIA

C. SELECTION PROCEDURES

ATTACHMENTS

Attachment E – Bid/Price Proposal Form

Attachment H – Minority Business Enterprise (MBE) Forms (Attachment 1A, 1B, 1C, 2, 3A, & 3B) (if applicable)

Attachment I – Veteran Owner Small Business Enterprise (VSBE) Forms (Attachment 1A, 1B, & 2) (if applicable)

SECTION I. GENERAL INFORMATION

A. ABBREVIATIONS AND DEFINITIONS

For this PORFP, the following abbreviations or terms have the meanings indicated below:

1. AOC – Administrative Office of the Courts

2. Contract Manager – The AOC representative that serves as the technical manager for the resulting

Purchase Order. The Contract Manager monitors the daily activities of the Purchase Order and provides technical guidance to the Successful Offeror.

3. MBE – Minority Business Enterprise means any legal entity, other than a joint venture, organized to engage in commercial transactions, that is at least 51 percent owned and controlled by one or more individuals who are in a minority group (African American, Native American, Hispanic, women, or the physically or mentally disabled) that is socially and economically disadvantaged, and managed and operated by one or more of the socially and economically disadvantaged individuals who own it, and is so certified by the Maryland Department of Transportation.

4. Offeror – An entity that submits a proposal in response to this PORFP.

5. Procurement Officer – The AOC representative responsible for this PORFP, for the determination of

Purchase Order scope issues, and the only AOC representative who can authorize changes to the

Purchase Order.

6. Purchase Order – written document issued to a Successful Bidder formalizing the terms and conditions of a proposed transaction, such as a description of the requested items, delivery schedule and terms of payment.

7. Purchase Order Request for Proposals – The use of the procedures set forth in the Procurement

Procedures Manual to obtain items through a master contract using a secondary competition process.

8. Procurement Portal – Strategic sourcing software allowing the Judiciary to receive and evaluate bids and proposals electronically.

9. Successful Offeror – The awarded Offeror.

10. VSBE - Veteran-owned Small Business Enterprise means any legal entity that meets the requirements set by the United States Small Business Administration, that is organized to engage in commercial transactions, and is at least 51 percent owned and controlled by one or more individuals who are Veterans, and who manage the operations of the business, and is so registered and certified in eMMA.

B. PROCUREMENT OFFICER

The sole point of contact in the AOC for purposes of this PORFP is the Procurement Officer noted on the

Key Information Summary Sheet. The AOC may change the Procurement Officer at any time by written notice to the Offeror. Only information communicated by the Procurement Officer shall be deemed the official position of the AOC. No other State of Maryland or AOC employee, official, or representative has the authority to change the requirements of this PORFP. Attempts by the Offeror to contact members of the evaluation committee, or otherwise circumvent this procedure in any manner may be grounds for disqualification.

C. CONTRACT MANAGER

The Contract Manager for post-award activities is as follows:

1. Name

2. Phone Number

3. Email Address

D. DURATION OF OFFER

Proposals submitted in response to this PORFP are irrevocable for 90 days following: (1) the closing date of proposals, (2) Best and Final Offers (BAFOs), if requested, or (3) the resolution date of any protest concerning this PORFP. This period may be extended at the Procurement Officer’s request only with the

Offeror’s written agreement. The PORFP may specify terms in addition to the terms of the Master Contract.

Such additional terms may include warranties, deliverables, and acceptance test requirements. PORFPs and

POs may not limit the AOC’s right as provided by law in the Master Contract and may not change the terms of the Master Contract.

E. REVISIONS TO THE PORFP

The AOC reserves the right to amend this PORFP at any time prior to the proposal closing date and time. If the PORFP is revised prior to the proposal closing date and time, the AOC shall post any addenda to the

PORFP on the Procurement Portal and shall attempt to provide such addenda to all prospective Offerors that received the PORFP. If one (1) or more addenda are issued to this PORFP, Offerors shall acknowledge receipt of all addenda on the Procurement Portal. Addenda issued after the closing date and time for proposals will be sent only to those Offerors who submitted a timely proposal. Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with the terms, additions, deletions, clarifications, or corrections set forth in the addendum, and may cause the proposal to be deemed not reasonably susceptible of being selected for award.

F. CANCELLATIONS

The AOC reserves the right to cancel this PORFP; accept or reject any and all proposals, in whole or in part, received in response to this PORFP; or, waive or permit cure of minor irregularities’ and conduct discussions with all Offerors in any manner necessary to serve the best interests of the AOC. The AOC also reserves the right, in its sole discretion, to award a Purchase Order based upon the written proposals received without prior discussions or negotiations.

G. MULTIPLE OR ALTERNATE PROPOSALS

Neither multiple nor alternate proposals will be accepted.

H. PAYMENTS TO SUCCESSFUL OFFEROR

Payments to the Successful Offeror shall be made not later than thirty (30) days after the acceptance of deliverables, and receipt of a proper invoice from the Offeror. Any charges of interest or the like for late payment are prohibited.

I. PURCHASE & CHANGE ORDERS

The Successful Offeror shall not begin the work specified in this PORFP without a Purchase Order or notice to proceed issued by the Procurement Officer. The Successful Offeror shall not begin any additional work not specified in this PORFP without a Purchase Order or notice to proceed issued by the Procurement Officer.

END OF SECTION I.

SECTION II. INSTRUCTIONS TO OFFERORS

A. PURCHASE ORDER TYPE

The Purchase Order that results from this PORFP shall be based on

Option 1: Fixed Price. (specific work, set price, withing set time period)

Option 2: Time & Materials, Not to Exceed (NTE). (labor performed and materials provided)

Option 3: Labor Hour. NTE. (only labor)

Option 4: Definite Quantity. (fixed price for specified amount of goods/labor/services at specified times)

Option 5: Indefinite Quantity. (indefinite amount of goods/labor/services at specified times or when ordered for fixed unit pricing)

Option 6: Indefinite Delivery, Indefinite Quantity (IDIQ). (master contract – award vendors issued competitive task orders under master contact.

B. PROCUREMENT METHOD

The Purchase Order resulting from this PORFP shall be awarded in accordance with the PORFP process under the Judicial Branch Procurement Policy.

C. AWARD BASIS

A Purchase Order shall be awarded to the responsible Offeror(s) submitting the proposal that has been determined to be the most advantageous to the AOC, considering price and evaluation factors set forth in this

PORFP, for providing the specified goods and/or services.

D. PRE-PROPOSAL CONFERENCE

A Pre-proposal Conference and site visit (as applicable) may be held on the date and time, and at the location indicated in the project details and important events sections of the solicitation on the Procurement Portal.

Offerors are encouraged to bring a copy of this PORFP and a business card to help facilitate a more efficient sign-in process. Attendance at the Pre-proposal Conference (and site visit) is mandatory (or encouraged), in order to facilitate better preparation of proposals.

E. QUESTIONS

Offerors shall direct all communication regarding this PORFP to the Procurement Officer. Submit questions to the Procurement Officer through the opportunity Q&A section on the Procurement Portal no later than the date indicated on the solicitation. The Procurement Officer, based on the availability of time to research and communicate, shall answer questions at their discretion prior to the proposal closing date and time. Answers to all substantive questions that are not clearly specific only to one (1) Offeror will be answered via Addenda and will be furnished to all prospective Offerors that received the PORFP. The statements and interpretations contained in responses to any questions, whether responded to verbally or in writing, are not binding on the

AOC unless issued in writing as an addendum.

F. PROPOSAL CLOSING DATE & TIME

Proposals must be received through the Procurement Portal not later than the date and time indicated on the solicitation. Untimely proposals will not be considered. Proposals may be modified or withdrawn by the

Offeror through the Procurement Portal any time before the date and time set forth in the solicitation.

G. DISCUSSIONS

The AOC may hold discussions with all Offerors judged reasonably susceptible of being selected for award, or potentially so. However, the AOC also reserves the right to make an award without holding discussions.

With or without discussions, the AOC may determine an Offeror to be not responsible and/or not reasonably susceptible of being selected for award, at any time after the initial closing date for receipt of proposals and prior to Purchase Order award.

H. SUCCESSFUL OFFEROR RESPONSIBILITIES

1. Offerors shall be responsible for all goods and/or services and requirements set forth in this PORFP including the Purchase Order performance of any subcontractor participation. At minimum, the installation shall comply with the following standards (as applicable):

a. Building Industry Consulting Service International (BICSI)

(1) Each cable shall pass BICSI Standard tests

(2) Test results shall be provided to the Contract Manager and/or District Court

Engineering & Central Services Project Manager (as applicable).

b. National Electric Code (NEC)

c. OSHA Standards and Regulations

d. Local Code and Standards

2. The Successful Offeror will be required to follow all current Judiciary protocols referencing pandemic flu or other infectious diseases including, but not limited to, proof of vaccination, producing negative COVID tests, completing/passing an initial screening questionnaire, non-contact temperature taking, the wearing of personal protective equipment (e.g., face mask), and practicing appropriate social distancing. Failure to comply with any of the Judiciary’s protocol could result in being denied entry into Judiciary workspace, and mitigation up to and including contract termination.

I. DAMAGE TO STATE AND PERSONAL PROPERTY

1. The Successful Offeror, their employees, subcontractors and agents shall be held directly responsible to repair, replace or restore to its original condition, to the satisfaction of the AOC, curbs, roadway surfaces, wheel stops, shrubbery, trees, buildings, bollards, gates, light pole, sign poles or any other

State-owned property which is damaged by the actions of the above-mentioned representatives.

2. The Successful Offeror, their employees, subcontractors and agents shall be held directly responsible for any damage caused by their action or inaction to privately-owned property and shall hold the

State of Maryland harmless for such damages.

J. ACCEPTANCE OF SERVICES

1. The Contract Manager or his/her designated representative has authority to determine the acceptable level of service. After completion of work, the Contract Manager will conduct a walkthrough to ensure the work is completed in accordance with PORFP, and any change orders. The Contract

Manager reserves the right to perform tests prior to acceptance of services.

2. When the Contact Manager or his/her designee determines that the Successful Offeror service is unsatisfactory, the Successful Offeror shall return to the site at the request of the AOC, or an authorized designee, and resolve the issue at no additional cost to the AOC.

K. DIVERSITY & OUTREACH PROGRAMS

The objective of the Diversity & Outreach Programs is to encourage and increase participation in AOC procurements by Minority Business Enterprises (MBE) and Veteran-owned Small Business Enterprises

(VSBE).

1. Minority Business Enterprise

To participate as an MBE in AOC procurements, MBEs must be certified by the Maryland

Department of Transportation (MDOT). Additional information regarding certification can be located on the MDOT Website: https://www.mdot.maryland.gov/tso/Pages/Index.aspx?PageId=90

a. An MBE Subcontract goal of ____% of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement. Each Offeror shall complete, sign, and submit MBE Attachment 1A – MBE Utilization and Fair Solicitation

Affidavit & MBE Participation Schedule – Part 2 through 4 with their technical proposal.

https://www.mdot.maryland.gov/tso/Pages/Index.aspx?PageId=90

(1) If the Offeror is unable to achieve the MBE participation goal, it shall request a waiver in whole or in part of the overall goal by checking the second box on the

MBE Attachment 1A – Part 2. Failure to indicate the need for a waiver may result in the AOCs rejection of the proposal.

b. Within ten (10) business days from notification that the Offeror is the apparent awardee, or as requested by the Procurement Officer, Offerors requesting a waiver in whole or in part of the overall goal must submit the following documentation (as applicable):

(1) MBE Attachment 1B – Exhibit A – MBE Subcontractor Unavailability Certificate.

(2) MBE Attachment 1C – Good Faith Efforts Documentation to Support Waiver

Request.

(3) MBE Attachment 2 – Outreach Efforts Compliance Statement.

(4) MBE Attachment 3A – Certified MBE Subcontractor Participation Certification

(5) MBE Attachment 3B – MBE Prime Project Participation Certification.

(6) Any other documentation required by the Procurement Officer to ascertain Offeror’s responsibility/susceptibility of being selected for award in connection with the certified MBE participation goal.

c. The Successful Offeror and subcontractor(s) will be required to complete the following forms on a monthly basis (as applicable):

(1) MBE Attachment 4A – Prime Contractor Paid/Unpaid Invoice Report.

(2) MBE Attachment 4B – MBE Prime Contractor Report

(3) MBE Attachment 5 – MBE Subcontractor Paid/Unpaid Invoice Report

2. Veteran-owned Small Business Enterprise

VSBEs must complete three (3) steps: Vendor Registration, Veteran Verification, and VSBE

Certification through eMMA. These steps are outlined by the State of Maryland VSBE program.

Additional information regarding certification can be located at:

https://gomdsmallbiz.maryland.gov/Pages/VSBE-Program.aspx

a. An VSBE Subcontract goal of ____% of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement. Each Offeror shall complete, sign, and submit VSBE Attachment 1A – VSBE Utilization Affidavit and

Prime/Subcontractor Participation Schedule.

(1) If the Offeror is unable to achieve the VSBE participation goal, it shall request a waiver in whole or in part of the overall goal by checking the second box on the

VSBE Attachment 1A. Failure to indicate the need for a waiver may result in the

AOCs rejection of the proposal.

b. Within ten (10) business days from notification that the Offeror is the apparent awardee, or as requested by the Procurement Officer, Offerors requesting a waiver in whole or in part of the overall goal must submit the following documentation (as applicable):

(1) VSBE Attachment 1C – Good Faith efforts Documentation to Support Waiver

Request

(2) VSBE Attachment 1D – VSBE Subcontractor Unavailability Certificate

(3) VSBE Attachment 1E – VSBE Outreach Efforts Compliance Statement

(4) VSBE Attachment 2 – VSBE Subcontractor Participation Statement

(5) Any other documentation required by the Procurement Officer to ascertain Offeror’s responsibility/susceptibility of being selected for award in connection with the certified VSBE participation goal.

c. The Successful Offeror and subcontractor(s) will be required to complete the following forms on a monthly basis (as applicable):

(1) VSBE Attachment 3 – Prime Contractor Paid/Unpaid Invoice Report.

https://gomdsmallbiz.maryland.gov/Pages/VSBE-Program.aspx

(2) VSBE Attachment 4 – Subcontractor Paid/Unpaid Invoice Report.

(3) VSBE Attachment 5 – VSBE Prime Contractor Report.

L. ACCESS AND BACKGROUND CHECKS

1. Successful Offeror may be required to submit the following information for AOC engagements for

Successful Offeror personnel, subcontractors, third-party resources, temporary employees, and training candidates:

a. Full Name.

b. Phone Number.

c. Personal/Private email with no connection to employer.

d. Emergency contact information.

2. Site visits to any AOC location must be coordinated by AOC staff with the designated site personnel in advance of any visit.

3. Any Successful Offeror personnel working at AOC locations, or on AOC systems or projects, or who have access to AOC or State criminal data or systems, must be approved in writing by the

Procurement Officer prior to beginning work.

4. All Successful Offeror personnel working on AOC premises, property, systems or projects, contracts, or who have access to AOC or State criminal data or systems, may be required to obtain a Criminal

Justice Information System (CJIS) State and Federal criminal background check prior to beginning work. The AOC reserves the right to refuse to allow any Successful Offeror personnel to begin work based upon criminal records.

5. All Successful Offeror personnel assigned to work at AOC locations may be required to obtain an

AOC security identification badge prior to beginning work, and annually thereafter. The Successful

Offeror is responsible for any fees that may be incurred for initial issuance of the badge and for any replacement.

6. The security identification badge shall always be displayed while on AOC premises. To verify identity, the Successful Offeror personnel shall be prepared to provide photo identification upon request by an AOC employee.

7. Successful Offeror personnel are required to immediately notify the Contract Manager, the

Administrative Official of the respective department or office or the Contract Manager, if their security identification badge is lost or stolen.

8. The Successful Offeror personnel must notify the Contract Manager, the Administrative Official of the respective department or office, within one (1) business day if any personnel have been arrested, indicted, served with a criminal summons, named in a peace or protective order, or named as a defendant in any civil case. The Successful Offeror personnel are also required to provide regular updated information regarding the status of any of these court actions.

9. The Contract Manager, in conjunction with the Chief of the Office of Security Administration and the Procurement Officer, may impose restrictive conditions in response to prior criminal convictions, pending criminal charges, or a violation of AOC procedures, including removal from the contract, and/or restricted access to AOC locations or systems.

10. In the event of a security incident or suspected security incident, the Successful Offeror personnel shall immediately notify the Contract Manager.

11. The Successful Offeror personnel shall cooperate fully in all security incident investigations.

12. During the contract, if necessary, for the delivery of goods and services, the Successful Offeror may be provided an AOC asset in the form of a cell phone, laptop, or other electronic device. All AOC devices are the property of the AOC and must be returned in working, acceptable condition at the contract’s conclusion. If said devices are not in working acceptable conditions, Successful Offeror may be responsible for the cost of said device(s). All devices must be regularly updated as specified by the manufacturer and JIS and must adhere to all confidentiality guidelines as provided by JIS and the AOC.

13. If the AOC determines that there is cause for the Successful Offeror’s work to be suspended, the

Successful Offeror shall take the following steps:

a. Immediately cease to represent itself as providing services to the AOC.

b. Deliver to the AOC: (a) a report describing the current state of the Deliverables provided by the Successful Offeror under this Agreement and any applicable Statements of Work outstanding as of the date of termination; (b) all AOC Confidential information in its possession or, at AOC’s option, destroy all such AOC Confidential information; and (c) all work product to the AOC within seven (7) business days as of the date of termination. Work product includes, but is not limited to, works for hire and materials as described in §29.3.

c. The Successful Offeror is responsible for all AOC assets (including but not limited to, laptops, tablets, computers, cell phones, other portable electronic devices, accessories, and peripherals, etc.), that have been provided to the Successful Offeror at the AOC’s cost. All

AOC issued assets are required to be surrendered to the AOC within five (5) business days of the termination of services. Assets will be subject to evaluation and can include normal and expected wear and tear but must be functional and operable. Assets that do not meet this condition may be subject to additional charge to the Successful Offeror. Successful Offeror shall be liable to the AOC for all assets not surrendered.

M. DISTRICT COURT ACCESS AND BACKGROUND CHECKS

1. Successful Offeror may be required to submit the following information for AOC engagements for

Successful Offeror personnel, subcontractors, third-party resources, temporary employees, and training candidates:

a. Full Name.

b. Phone Number.

c. Personal/Private email with no connection to employer.

d. Emergency contact information.

2. Site visits to any District Court location must be coordinated by AOC staff with the designated site personnel in advance of any visit.

3. Any Successful Offeror personnel working at District Court locations, or on District Court systems or projects, or who have access to AOC or State criminal data or systems, must be approved in writing by the Administrative Judge of the District prior to beginning work.

4. All Successful Offeror personnel working on District Court premises, property, systems or projects, contracts, or who have access to AOC or State criminal data or systems, must have a District Court approved criminal background check prior to beginning work. The AOC reserves the right to refuse to allow any Successful Offeror personnel to begin work based upon criminal records.

a. Contractor shall furnish to the District Court a completed Authorization for Access to

Records form no later than ten (10) days prior to the commencement of work.

b. A completed Authorization for Access to Records form shall be completed for each

Successful Offeror personnel entering District Court premises for work.

5. All Successful Offeror personnel assigned to work at District Court locations may be required to obtain an AOC security identification badge prior to beginning work, and annually thereafter. The

Successful Offeror is responsible for any fees that may be incurred for initial issuance of the badge and for any replacement.

6. The security identification badge shall always be displayed while on District Court premises. To verify identity, the Successful Offeror personnel shall be prepared to provide photo identification upon request by a Judiciary employee.

7. Successful Offeror personnel are required to immediately notify the Director of District Court

Engineering and Central Services Department if their security identification badge is lost or stolen.

8. The Successful Offeror personnel must notify the Director of District Court Engineering and Central

Services Department within one (1) business day if any personnel have been arrested, indicted, served with a criminal summons, named in a peace or protective order, or named as a defendant in any civil case. The Successful Offeror personnel are also required to provide regular updated information regarding the status of any of these court actions.

9. The Director of District Court Engineering and Central Services Department, in conjunction with the

Chief of the Office of Security Administration and the Procurement Officer, may impose restrictive conditions in response to prior criminal convictions, pending criminal charges, or a violation of AOC procedures, including removal from the contract, and/or restricted access to AOC locations or systems.

10. In the event of a security incident or suspected security incident, the Successful Offeror personnel shall immediately notify the Director of District Court Engineering and Central Services Department.

11. The Successful Offeror personnel shall cooperate fully in all security incident investigations.

12. During the contract, if necessary, for the delivery of goods and services, the Successful Offeror may be provided an AOC asset in the form of a cell phone, laptop, or other electronic device. All AOC devices are the property of the AOC and must be returned in working, acceptable condition at the contract’s conclusion. If said devices are not in working acceptable conditions, Successful Offeror may be responsible for the cost of said device(s). All devices must be regularly updated as specified by the manufacturer and JIS and must adhere to all confidentiality guidelines as provided by JIS and the AOC.

13. If the District Court determines that there is cause for the Successful Offeror’s work to be suspended, the Successful Offeror shall take the following steps:

a. Immediately cease to represent itself as providing services to the District Court.

b. Deliver to the District Court: (a) a report describing the current state of the Deliverables provided by the Successful Offeror under this Agreement and any applicable Statements of

Work outstanding as of the date of termination; (b) all District Court Confidential information in its possession or, at District Court’s option, destroy all such District Court

Confidential information; and (c) all work product to the District Court within seven (7) business days as of the date of termination. Work product includes, but is not limited to, works for hire and materials as described in §29.3.

c. The Successful Offeror is responsible for all District Court assets (including but not limited to, laptops, tablets, computers, cell phones, other portable electronic devices, accessories, and peripherals, etc.), that have been provided to the Successful Offeror at the District

Court’s cost. All District Court issued assets are required to be surrendered to the District

Court within five (5) business days of the termination of services. Assets will be subject to evaluation and can include normal and expected wear and tear but must be functional and operable. Assets that do not meet this condition may be subject to additional charge to the

Successful Offeror. Successful Offeror shall be liable to the District Court for all assets not surrendered.

END OF SECTION II.

SECTION III. SCOPE OF WORK

A. SUMMARY

The AOC is seeking proposals from prospective Offerors to (add language to fit your procurement) including all labor and materials.

B. SCOPE OF WORK

C. SCHEDULING & STAFFING

1. Working hours are defined as - regular business hours, after business hours (nights and weekends), and/or holiday hours as applicable per court schedule.

a. If regular and after business hours are available, please provide the amount of work/nature of work that will need to be completed outside of regular business hours.

b. Forward schedule on a bi-weekly basis to Contract Manager. The schedule shall be created using an excel spreadsheet or MS project schedule. Work schedules for next day shall be approved by the Court Administrator no less than 24 hours in advance.

c. Regular business hours for the courthouse are 8:30 am to 4:30 pm.

d. Arrive 7:00-8:00 am, finish 4:30-5:00pm.

2. Soft cutover shall take place after hours, per the Contract Manager’s determination.

3. Accommodations shall be made by the Successful Offeror to move work windows around courts in session per the Court Administrator’s and/or Contract Manager’s request, and for avoiding and/or minimizing any disruption of day-to-day functions.

a. Under no circumstances shall Judicial Proceedings be interrupted by the effects of any scheduled work.

b. The Successful Offeror may be instructed to stop work at any time by an officer of the court.

In such an event the work shall either be rescheduled or recommence upon instruction by the

Officer of the Court.

c. Noisy or disruptive work shall take place prior to or after regular business hours.

4. Successful Offeror shall be available to coordinate with other contractors on site (as applicable).

5. For work that must be performed and completed in a single weekend. The Courtroom(s) must be returned to its original order prior to court proceedings on the Monday after weekend work (as applicable).

6. All work shall be completed no later than X weeks after receipt of Purchase Order.

D. TOOLS & HOUSEKEEPING

The Successful Offeror shall:

1. Maintain the integrity of all existing conduits, cabling, and infrastructure in the building throughout the duration of the installation.

2. Supply their own tools including, but not limited to, dollies, hand trucks, ladders, vacuum cleaners, extension cords, power tools, test equipment, etc. The AOC will not provide any tools or supplies.

3. Remove all trash, boxes, and other items related to the installation, and provide overall clean-up of the work area.

a. Dumpsters are not available.

b. The work area shall be clean and restored to a normal operating condition to allow court activities the next business day.

4. The Successful Offeror is responsible for the moving and returning furniture and other items to their original location, and the replacement of any furniture, office machines or other goods, flooring or carpeting or anything else that may be damaged as a result of their work. The Successful Offeror shall not move PCs, monitors, and printers unless directed by the Contract Manager.

5. Color match walls, ceilings, floors, and trim when using any type of surface mount conduit, boxes, raceway, etc., except where explicitly identified herein (as applicable).

6. If furniture, walls, trim, floors, or ceilings are damaged as a result of the work done by the Successful

Offeror, the Successor Offeror will be held responsible for any needed patching, repairing, and/or painting

E. TESTING

1. The Successful Offeror shall test all items (e.g., switches, receptables, wiring) to ensure proper working condition.

2. The Contract Manager will verify items are in proper working conditions during the final walkthrough.

F. WARRANTY

The Successful Offeror shall provide a one-year warranty from the date of acceptance. The warranty shall include all labor and materials required to fix any non-working items.

G. FINAL WALKTHROUGH

A final walkthrough will be held at the completion of the work and may include the Contract Manager, local staff, building owner, Engineering, JIS, and Central Services staff. The Successful Offeror shall:

1. Remain on site until successful completion of walkthrough.

2. All Punch list items must be completed to the Contract Manager’s satisfaction within five (5) to ten

(10) business days after walkthrough.

3. Final acceptance of the service shall occur upon satisfactory completion of all punch list items.

END OF SECTION III.

SECTION IV. PROPOSAL FORMAT

A. PROPOSAL SUBMISSION

Offerors shall submit their proposal in accordance with the required and optional submittals as defined in

Section IV.B of this PORFP, and the Procurement Portal. By submitting a response in the Procurement Portal, the submitting individual certifies they are authorized to bind the Offeror to the requirements of this

Solicitation, including all addenda.

B. PROPOSAL SUBMITTALS

1. Addenda Acknowledgement: Offeror shall acknowledge receipt of any addenda on the Procurement

Portal. Failure to acknowledge addenda may result in your proposal being found not reasonably susceptible of being selected for award.

2. Offeror’s Technical Response to PORFP Requirements & Proposed Work Plan:

a. Offerors shall address each PORFP requirement (Section III) in the proposal and describe how its proposed services will meet or exceed those requirements.

b. Offeror shall provide a work plan including the following information:

(1) Performance schedule;

(2) Number of personnel;

(3) Number of hours to complete the project;

(4) Number of days to complete the project; and

(5) Subcontractors and their role relative to the proposal, if any.

3. Minority Business Enterprise Documentation

a. MBE Attachment 1A – Part 2 through 4.

b. For Prime Contractors only, proof of certification from MDOT.

4. Veteran-owned Small Business Enterprise Documentation (as applicable)

a. VSBE Attachment 1A.

b. For Prime Contractors only, proof of certification from eMMA.

5. Price:

a. Offerors shall complete the Bid/Price Proposal Form and/or the requested total price in the format specified on the Bid/Price Proposal Form and/or the Procurement Portal. Offerors shall not amend, alter, or leave blank (as applicable) any items on the Bid/Price Proposal

Form, or include any clarifying or contingent language on or attached to the Bid/Price

Proposal Form. Failure to adhere to any of these instructions may result in the proposal being determined to be not reasonably susceptible of being selected for award.

b. The Offeror will not be reimbursed for any travel expenses including but not limited to transportation, meals, and hotel accommodations, except as approved in advance by the

Contract Manager.

END OF SECTION IV.

SECTION V. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

1. Evaluation of the proposals will be performed by a committee, of one (1) or more than one (1) individuals, established for the purpose of analyzing the proposals based on the evaluation criteria set forth below. The Evaluation Committee will provide input to the Procurement Officer after reviewing proposals, participating in oral presentations and discussions, and any other activities relative to this PORFP.

2. The AOC reserves the right to utilize the services of individuals outside of the established Evaluation

Committee for advice and assistance, as deemed appropriate by the Procurement Officer.

B. PROPOSAL CRITERIA

The criteria to be applied to each proposal are listed in descending order of importance. Unless stated otherwise, any sub-criteria within each criterion have equal weight.

1. Price

2. Extent to which the Offeror’s proposal and work plan meets the requirements of the PORFP (Section

III)

C. SELECTION PROCEDURES

1. The Procurement Officer shall initially review for compliance with the PORFP requirements. Failure to comply with PORFP requirements may result in a proposal being classified as not reasonably susceptible of being selected for award. Minor irregularities in proposals that are immaterial or inconsequential in nature may be cured or waived whenever it is determined to be in the AOC’s best interest.

2. Selection Procedures:

a. Proposals are evaluated for technical and financial merit and ranked. During this review discussions may be held. The purpose of such discussions shall be to assure a full understanding of the AOCs requirements and the Offeror’s ability to perform, and to facilitate understanding of the Purchase Order that shall be most advantageous to the AOC.

b. When in the best interest of the AOC, the Procurement Officer may permit Offerors to revise their initial proposals and submit, in writing, Best and Final Offers (BAFOs). The AOC may make award without issuing a request for a BAFO.

3. Recommendation for Award

a. Upon completion of the Proposal evaluations and rankings, an overall ranking will be designated to each Offeror.

b. The Procurement Officer will recommend award of the Contract to the Offeror that submitted the proposal determined to be the most advantageous to the AOC.

END OF SECTION V.