BPM036948_Structured Cable and Wiring Materials Services - Inside Plant RFP_Final.pdf

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES (DGS)

REQUEST FOR PROPOSALS (RFP)

STRUCTURED CABLE AND WIRING MATERIALS &

SERVICES INSIDE PLANT

(MULTIPLE AWARDS)

RFP NUMBER BPM036948

ISSUE DATE: JULY 11, 2023

NOTICE

A Prospective Offeror that has received this document from a source other than eMarylandMarketplace

(eMMA) https://procurement.maryland.gov should register on eMMA. See Section 4.2.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Structured Cable & Wiring Materials & Services Inside Plant Solicitation #: BPM036948

RFP Document

RFP for Department of General Services Page ii of 92

VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key Information Summary Sheet below for contact information).

Title: Structured Cable and Wiring Materials and Services Inside Plant Solicitation No: BPM036948

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

� Other commitments preclude our participation at this time

� The subject of the solicitation is not something we ordinarily provide

� We are inexperienced in the work/commodities required

� Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

� The scope of work is beyond our present capacity

� Doing business with the State is simply too complicated. (Explain in REMARKS section)

� We cannot be competitive. (Explain in REMARKS section)

� Time allotted for completion of the Proposal is insufficient

� Start-up time is insufficient

� Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

� Proposal requirements (other than specifications) are unreasonable or too risky (Explain in REMARKS section)

� MBE or VSBE requirements (Explain in REMARKS section)

� Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

� Payment schedule too slow

� Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

Page iii of 92

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES (DGS)

KEY INFORMATION SUMMARY SHEET

Request for Proposals IT - Structured Cable and Wiring Materials and Services Inside Plant

Solicitation Number: BPM036948

RFP Issue Date: July 11, 2023

RFP Issuing Office: Department of General Services Office of State Procurement

(DGS-OSP)

Procurement Officer: Emmanuel Smith 301W. Preston Street, Mezzanine Baltimore, MD 21201 e-mail:

Office Phone:

emmanuel.smith1@maryland.gov 410-767-3977

Proposals are to be sent to: Proposals will be accepted through the State's eMaryland Marketplace Advantage (eMMA) e-Procurement system.

Instructions on how to submit proposals electronically can be found at:

https://procurement.maryland.gov/wp-content/uploads/sites/12/2019/08/5-eMMA-QRG-Responding-to- Solicitations-Double-Envelope-v2.pdf

Pre-Proposal Conference: Wednesday, July 19, 2023, at 1:00 PM Local Time Virtual Teleconference by Calendar Invitation from Procurement Officer Only See Attachment A for directions and instructions.

Questions Due Date and Time Friday, July 28, 2023, at 2:00 PM Local Time

Proposal Due (Closing) Date and Time:

September 12, 2023, at 2:00 PM Local Time Offerors are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page iv).

MBE Subcontracting Goal: 10% (See Exhibit 1 for more information)

VSBE Subcontracting Goal: 0% (See Exhibit 1 for more information)

Contract Type: Statewide Contract - Fixed Price with Indefinite Quantity The Statewide Contract shall be Indefinite Quantity with Fixed Unit Prices. The Purchase Order for Proposal (PORFP) will be issued under the Master Contract, as appropriate to the type of services being requested.

Contract Duration: Five (5) years base period with no options mailto:emmanuel.smith1@maryland.gov https://procurement.maryland.gov/wp-content/uploads/sites/12/2019/08/5-eMMA-QRG-Responding-to-Solicitations-Double-Envelope-v2.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2019/08/5-eMMA-QRG-Responding-to-Solicitations-Double-Envelope-v2.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2019/08/5-eMMA-QRG-Responding-to-Solicitations-Double-Envelope-v2.pdf

Page iv of 92

Primary Place of Performance:

Statewide as defined on the PORFP

SBR Designation: Determined at PORFP level: The State reserves the right to designate any qualifying PORFP issued pursuant to the Master Contract resulting from this RFP as a Small Business Reserve (SBR)-only PORFP. (See Exhibit 1 for more information)

Federal Funding: No

Page v of 92

TABLE OF CONTENTS – RFP

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background, Purpose, and Goals

2.3 General Responsibilities and Requirements

2.4 Functional Area Descriptions, Service Categories, and Examples

2.5 Service Categories

2.6 PORFP Process

2.7 Deliverables

2.8 Service Level Agreement (SLA)

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Disaster Recovery and Data

3.6 Insurance Requirements

3.7 Security Requirements

3.8 Problem Escalation Procedure

3.9 SOC 2 Type 2 Audit Report

3.10 Experience and Personnel

3.11 Substitution of Personnel

3.12 Minority Business Enterprise (MBE) Reports

3.13 Veteran Small Business Enterprise (VSBE) Reports

3.14 Work Orders

3.15 Additional Clauses

4 Procurement Instructions

4.1 Pre-Proposal Conference

4.2 eMaryland Marketplace Advantage (eMMA)

4.3 Questions

Page vi of 92

4.4 Procurement Method

4.5 Proposal Due (Closing) Date and Time

4.6 Multiple or Alternate Proposals

4.7 Economy of Preparation

4.8 Public Information Act Notice

4.9 Award Basis and Assignment of Work

4.10 Oral Presentation

4.11 Duration of Proposal

4.12 Revisions to the RFP

4.13 Cancellations

4.14 Incurred Expenses

4.15 Protest/Disputes

4.16 Offeror Responsibilities

4.17 Acceptance of Terms and Conditions

4.18 Proposal Affidavit

4.19 Contract Affidavit

4.20 Compliance with Laws/Arrearages

4.21 Verification of Registration and Tax Payment

4.22 False Statements

4.23 Payments by Electronic Funds Transfer

4.24 Prompt Payment Policy

4.25 Electronic Procurements Authorized

4.26 MBE Participation Goal

4.27 VSBE Participating Goal

4.28 Living Wage Requirements

4.29 Federal Funding Acknowledgement

4.30 Conflict of Interest Affidavit and Disclosure

4.31 Non-Disclosure Agreement

4.32 HIPAA - Business Associate Agreement

4.33 Nonvisual Access

4.34 Mercury and Products That Contain Mercury

4.35 Location of the Performance of Services Disclosure

4.36 Department of Human Services (DHS) Hiring Agreement

4.37 Small Business Reserve (SBR) Procurement

Page vii of 92

4.38 Maryland Healthy Working Families Act Requirements

5 Proposal Format

5.1 Two Part Submission

5.2 Proposal Delivery and Packaging

5.3 Volume I - Technical Proposal

5.4 Volume II – Financial Proposal

6 Evaluation and Selection Process

6.1 Evaluation Committee

6.2 Technical Proposal Evaluation Criteria

6.3 Financial Proposal Evaluation Criteria

6.4 Reciprocal Preference

6.5 Selection Procedures

6.6 Documents Required upon Notice of Recommendation for Contract Award

7 RFP ATTACHMENTS AND APPENDICES

Attachment A. - Pre-Proposal Conference Response Form

Attachment B. - Financial Proposal Instructions & Form

Attachment C. - Proposal Affidavit

Attachment D. - Minority Business Enterprise (MBE) Forms

Attachment E. - Veteran-Owned Small Business Enterprise (VSBE) Forms

Attachment F. - Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment G. - Federal Funds Attachments

Attachment H. - Conflict of Interest Affidavit and Disclosure

Attachment I. - Non-Disclosure Agreement (Contractor)

Attachment J. - HIPAA Business Associate Agreement

Attachment K. - Mercury Affidavit

Attachment L. - Location of the Performance of Services Disclosure

Attachment M. - Contract

Attachment N. – Contract Affidavit

Page viii of 92

Attachment O. - DHS Hiring Agreement

Appendix 1. – Abbreviations and Definitions

Appendix 2. – Offeror Information Sheet

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

There are no Offeror Minimum Qualifications for this procurement.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Department of General Services (DGS or the "Department") is issuing this Request for

Proposals (RFP) to procure structured cable and wiring Materials and Services Inside Plant for the State of Maryland. The Master Contracts resulting from this RFP will provide State agencies with the flexibility of obtaining cable and wiring products and/or services quickly and efficiently by issuing Purchase Order Request for Proposal (PORFP) specific to its needs.

2.1.2 The PORFP will be issued in accordance with COMAR 21.05.13.05(A) and COMAR 21.05.13.05(B) (2).

2.1.3 The scope of this solicitation encompasses two (2) functional areas as follows:

A. Functional Area I - Structured Cable and Wiring Materials and Services Inside Plant:

Structured cabling and wiring systems inside State premises and between adjacent buildings where existing pathways exist for communications cabling; and

B. Functional Area II – Site Survey and System Analysis Inside Plant: Include walkthrough and advisory/design services inside State premises and adjacent buildings.

(See additional details in Section 2.3).

2.1.4 It is the State’s intention to obtain goods and services, as specified in this RFP, from Master Contracts between the selected Offerors and the State. The anticipated duration of services to be provided under the Master Contracts is five years with no renewal options.

2.1.5 Throughout the term of the Master Contract, each request for materials and services, and/or manufacturer’s extended warranty will be issued and summarized by the Requesting Agency in a PORFP. All eligible Master Contractors will be invited to compete for the award and, and based on the responses received, a Master Contractor will be selected to provide the requested material/services. A Purchase Order (PO) will then be issued by the Requesting Agency to the selected Master Contractor, which will bind the Master Contractor to the terms of the PORFP response, including the price. Neither a PORFP, nor a PO, may, in any way, conflict with or supersede the Master Contract.

2.1.6 At specified intervals throughout the term of the Master Contract, DGS may issue updated contractual language to reflect changes in program procedures and applicable law. Master Contractors will be required to execute contract modifications that incorporate these changes in order to remain eligible to compete for PORFPs issued through the program.

2.1.7 The Department intends to make unlimited awards as a result of this RFP. See RFP Section 4.9 Award Basis for more Contract award information. Offerors may propose in one or both functional areas; However, Offerors must be able to supply all goods and services requested in this solicitation for the functional area(s) in which they propose.

2.1.8 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Offerors (the Contractors) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.1.9 The Contract applies exclusively to all entities to which Subtitle 3 of Title 3A of the State Finance and Procurement Article is applicable pursuant to Section 3A-302 of the State Finance and Procurement Article.

2.1.10 A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.1.11 Maryland State and local entities, and not-for-profit entities within the State of Maryland, as defined in State Finance and Procurement 13-110(a)(5) - (7), may purchase from the Contractor goods or services covered by the Contract at the same prices chargeable to the State. All such purchases by non-executive branch entities, non-State governments, government agencies or not-for-profit entities:

Shall constitute Contracts between the Contractor and that government, agency or not-for-profit entity;

Shall not constitute purchases by the State or State agencies under the Contract;

Shall not be binding or enforceable against the State; and

May be subject to other terms and conditions agreed to by the Contractor and the purchaser.

2.1.12 The Contractor bears the risk of determining whether or not a government, agency or organization with which the Contractor is dealing is a State entity.

2.2 Background, Purpose, and Goals

The Department of General Services will manage this Master Contract. This contract supports the entire State infrastructure for information technology and is critical to the support of the State missions and objectives in providing services to its citizens.

Structured cabling and wiring inside plant systems are required to support Voice, Data, network, and other applications within State-owned and leased office facilities. This document describes the Structured Cabling System requirements to be met in the proposals for communication cabling by Vendors and Contractors. These requirements encompass all materials, design, installation, site surveys and advisory services for a Structured Cabling System Inside Plant.

2.3 General Responsibilities and Requirements

2.3.1 General Responsibilities

A. Work contemplated by this Contract will be performed primarily but not exclusively on State property, inside State buildings.

B. Any changes or additions to Subcontractors shall be preapproved of by the Contract Manager.

C. All work performed under the resulting Master Contract shall be performed after an NTP is issued.

D. The Master Contractor’s work should be executed in such a manner that it minimizes disruption of day-to-day functions. Contractor(s) shall coordinate with the State agency to ensure access to a facility.

E. The Master Contractor will designate a Contractor Point of Contact (POC) for the State with regard to all provisions of the Master Contract and provide the Contractor POC’s contact information to the Contract Manager within five (5) days of Statewide Contract Effective Date. Changes will be reported to the Contract Manager on or before the effective date of the change.

F. All indoor cable installations shall be completed in a safe, neat, professional, structured manner and conform to Building Industry Consulting Service International (BICSI) standards for installation.

G. The Master Contractor shall be required to meet or exceed the applicable American National Standard Institute (ANSI) and Electronic Industries Association/Telecommunications Industry Association (EIA/TIA) 568 and 569 specifications as well as all local, County, State, and National (International Building Code (IBC)) building codes.

H. The Master Contractor shall adhere to all standards applicable by the Department of General Services, including, by way of example only, National, State, and local electrical codes, laws, and/or requirements for cable installation.

I. The Master Contractor shall ensure all fiber media and related connecting hardware, outlets, and other components shall be installed by qualified personnel.

J. Supplied materials, including but not limited to, any conduit, splice cases, fiber distribution panels, inner-duct, and fiber optic cable shall be new, unused and shall meet the latest design and fabrication standards of the Electronics Industry Association

(EIA).

K. All equipment (e.g., network electronics, fiber optic cable, fiber panels) and materials acquired and installed under this Statewide Contract are to be purchased on behalf of the State. Documents evidencing ownership of such equipment and materials by the State shall be delivered to the State prior to payment of a final invoice.

L. The Master Contractor shall state the specific brand and functional capability of the test equipment proposed for the Master Contractor acceptance testing.

M. The personnel provided under this RFP shall maintain any required professional certifications for the duration of the resulting Contract.

2.3.2 Requirements

A. Labeling Requirement All components of the structured cabling system require physical labeling. At a minimum, the following components shall be labeled:

1) Communication outlets

2) IDF/ MDF connecting hardware

3) Cables

4) Terminal/equipment ports

5) Patch panel

6) Racks and Cabinets

B. Cable Handling

All cable being installed shall be handled with care and protected from being kinked.

A kink is defined, for purposes herein, as violation of the manufacturer’s specified Minimum Bend Radius for each type of cable involved. Cable shall not be formed into a condition that causes the outside sheath to wrinkle.

Unsheathed cable shall not be left exposed to the elements. Cable will be unrolled from the shipping spool, and not allowed to spill from the side of the spool.

C. Pulling Cable in Conduit

When cable is being installed in conduit or innerduct, as the pull commences, the cable pulling lubricant shall be compatible with all cable jackets. The amount and procedural use of lubricant shall be in accordance with the manufacturer’s specifications, or a State approved equivalent is to be applied through the conduit opening to reduce tension on the pulling line.

D. Hanging and laying in Trays

Cable being installed in tunnels or above ceilings shall be pulled and supported periodically to prevent cable sheath damage. Horizontal and vertical cable runs shall be level and plumb. Feeder and distribution cables shall be paralleling power cables throughout the system.

Maximum separation shall always be maintained at ceiling levels between power and communication cables. Separation is necessary to provide maximum clearances for safety reasons and, to provide separation to minimize any undesirable effects in the communications resulting from impedance. Prior to placing communications cables, power cable impedance readings shall be taken to assure approved standards are being met. If a mismatch occurs between power cables, it shall not exceed national and/or local acceptable electrical standards.

E. Asbestos Training

Master Contractors shall ensure that only Contractor Personnel who have received current Environmental Protection Agency (EPA) approved asbestos awareness training are assigned to project, to allow asbestos to be recognized when encountered.

In circumstances where asbestos is found, the Contractor is to stop work and notify the State immediately. The State will notify the Contractor when authorized to resume work. See the standards referenced within the following Maryland Department of the Environment web page:

https://mde.maryland.gov/programs/air/asbestos/pages/index.aspx

F. Asbestos Related Installation

In circumstances where asbestos is found, the Contractor shall stop work and notify the Contract Manager, State Agency POC, and proper State authorities immediately.

The State will notify the Contractor when the Contractor is authorized to resume work.

G. The contractor shall test installed products to ensure they meet the standards and provide written certification test results of all cable installations, within seven (7) business days from job completion and prior to State acceptance.

H. Prior to State acceptance, the Contractor shall provide, on a per job basis, written certification that all cables and services supplied as a result of this solicitation meet all current applicable ANSI /TIA specifications. Cables, installation services, ancillary equipment shall adhere to the then current applicable ANSI EIA/TIA specifications when supplied.

I. The final acceptance test after installation and before State acceptance shall consist of a performance test, which will involve testing the installed cable plant using live data.

The final acceptance test after installation and before State acceptance shall consist of a continuity test. Obtaining satisfactory results from this test shall be a necessary https://mde.maryland.gov/programs/air/asbestos/pages/index.aspx condition to the acceptance of cabling project and subsequent payment, unless otherwise agreed to by the local on-site State agency contact or State agency POC or Contract Manager in writing.

J. Testing

The Master Contractor shall state the specific brand and functional capability of the test equipment proposed for the Master Contractor acceptance testing. As applicable for each project, Contractor shall:

1) Test each strand of fiber in both directions.

2) Test Cat 5e and Cat 6 ethernet cables.

3) Forward results to the Contract Manager prior to cutover.

4) Return to the work site to repair, at no additional cost, any cable that fails to forward any signal up to ninety (90) days from the date of final acceptance.

5) The cabling provided and installed by the Contractor shall be tested in accordance with the following criteria:

a) All cabling and related connected hardware, outlets, and other components installed shall be tested at the conclusion of the installation.

b) All cables and connectors shall be tested for continuity and polarity, including tests for open, short, split, and reversed circuits (pairs) by the installer prior to the performance of final acceptance tests.

c) The final acceptance test shall consist of a performance test, which shall involve testing the installed cable plant using live data. The final acceptance test after installation and before State acceptance shall consist of a continuity test. Obtaining satisfactory results from this test will be a necessary condition to the acceptance of cabling project and subsequent payment, unless otherwise agreed to by the local on-site State agency contact or State agency POC or Contract Manager in writing.

K. Warranty

1) All installation materials, network equipment, fiber optic cable, terminated panels, splices, and path restoration furnished by the Contractor shall be fully guaranteed against defects in materials and workmanship for a minimum period of one (1) year after installation and final acceptance.

2) A standard manufacturer’s warranty on parts and labor or one year warranty on parts and labor, whichever is greater, for new network equipment, fiber termination panels, and fiber optic cable work shall be included as part of these conditions.

3) All defective items must be replaced free of charge during the warranty period. All other terms and conditions of the warranty must be provided in the Technical Proposal.

4) The warranty period for materials and services will not commence until acceptance of the equipment or services by the Requesting Agency. All defective items must be replaced at no additional cost to the State. If the products were provided under the Installation terms, the contractor is responsible for the Installation of the replacement equipment as defined in the PORFP. If the products were provided without Installation, the Contractor, at its option and at no additional cost to the State, may provide on-site service or next-day drop ship replacements for the Requesting Agency to install.

L. Tool and Housekeeping

As applicable for each project, the Contractor 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, ladders, vacuum cleaners, extension cords, power tools, test equipment, etc. The State 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. Dumpsters are not available.

4) Color match walls, ceilings, floors, and trim when using any type of surface mount conduit, boxes, raceway, etc., except where explicitly identified herein. Color matching shall be approved by the Contract Manager prior to implementation.

5) Test equipment capable of measuring and certifying current standards for all cable categories, including Single and Multi Mode fiber, Category 3, Category 5e, Category 6 and 6a copper cables and provide printable test reports. When future Standards become available, equipment shall be able to be upgraded.

M. As-Built Drawing

As applicable for each project, Offeror shall:

1) Incorporate all drop moves, adds, and changes into the final as-built drawing set.

2) Submit As-Built Drawings to the Contract Manager/Designee after the completion of work, and the approval of test results.

3) Ensure the As-Built Drawings accurately depict the actual field conditions resulting from the completed and tested work.

4) As- Built Drawings will be reviewed for accuracy and completeness, and written approval of the Project Manager will be required for final acceptance of the work or portions of the work.

5) As-built Drawing set may be a layer overlay of fire escape plan if building drawing set is not available.

N. Final Walkthrough and Acceptance

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 and a review of ceiling tiles, surrounding walls, and site cleanup.

2) As applicable for each project, Master Contractor shall:

a) Attend a final walkthrough will be held at the completion of the work that may include using agency staff, building owner, Engineering, and the State.

b) Remain on site until successful completion of walkthrough.

c) Be prepared to test up to 10% of cables during the final walkthrough to demonstrate viability of work.

3) When the Contract 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 State, or an authorized designee, and resolve the issue at no additional cost to the State. All Punch list items must be completed to the Contract Manager’s satisfaction within one (1) week after walkthrough.

O. Schedule and Coordination

1) Working hours will be defined by the Contract Manager for each project, and are defined as regular business hours, after business hours (nights and weekends), and/or holiday hours as applicable per court schedule.

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

3) Accommodation shall be made by the Successful Contractor to move work windows around to avoid and/or minimize any disruption of day-to-day functions. Noisy or disruptive work shall take place prior to or after regular business hours.

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

2.3.3 Contractor-Supplied Hardware, and Materials

A. All materials must be new and unused and, if applicable, include all product information and manufacturer’s warranties.

B. Supplied materials, including but not limited to, any conduit, splice cases, fiber distribution panels, inner-duct, and fiber optic cable shall be new, unused and shall meet the latest design and fabrication standards of the Electronics Industry Association (EIA).

C. Any materials provided by the Offeror are provided only on a straight pass-through basis. The Contractor shall provide all invoices for materials. The State will not pay for unused materials and will not accept unused materials for delivery.

D. All equipment (e.g., network electronics, fiber optic cable, fiber panels) and materials acquired and installed under this Contract are to be purchased on behalf of the State. Documents evidencing ownership of such equipment and materials by the State shall be delivered to the State prior to payment of a final invoice for an applicable project.

E. The Contractor shall provide all bills of sale and warranties for the supplied materials to be turned over to the State prior to final invoicing. Titles, certificates of origin, or other documentation shall be supplied for all material provided, in form and content satisfactory to the State. The documentation shall indicate that the material is the property of the State, free and clear of liens or other security interests.

F. The Contractors are not eligible to purchase materials using the State’s exemption from sales and use tax.

G. The Offeror shall install and provide all documentation for the software furnished under the Contract, if any.

H. Material costs shall be passed through with no mark-up by the Contractor.

2.3.4 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. The offeror is required to review all applicable links provided below and state compliance in its response.

It is the responsibility of the Contractor to ensure adherence and to remain abreast of new or revised laws, regulations, policies, standards and guidelines affecting project execution. These include, but are not limited to:

A. The State of Maryland System Development Life Cycle (SDLC) methodology at:

http://doit.maryland.gov/SDLC/Pages/agile-sdlc.aspx ;;

B. The State of Maryland Information Technology Security Policy and Standards at:

http://www.DoIT.maryland.gov- keyword: Security Policy;

C. The State of Maryland Information Technology Non-Visual Standards at:

http://doit.maryland.gov/policies/Pages/ContractPolicies.aspx;

2.3.5 Product Requirements

THIS SECTION IS INAPPLICABLE TO THIS RFP.

2.3.6 Maintenance and Support

THIS SECTION IS INAPPLICABLE TO THIS RFP.

2.4 Functional Area Descriptions, Service Categories, and Examples The examples listed in this section are not all inclusive of the services that may be required under the Master Contract.

2.4.1 Functional Area I – Structured Cable and Wiring Inside Plant

Structured Cable & Wiring Systems inside the State premises and in between adjacent buildings in a Campus environment where existing pathways exist for communications cabling.

A. Description: Premises cable and wiring systems are comprised of six discrete components:

The Entrance Facility, the Main/Intermediate Cross Connect, the Backbone Distribution, the Horizontal Cross Connect, the Horizontal Distribution and the Work Area. These goods and/or services encompass the construction of Inside Plant wiring and cabling (both fiber optic and copper cables) for all the components described above.

http://www.doit.maryland.gov/ http://doit.maryland.gov/policies/Pages/ContractPolicies.aspx

B. The structured Cabling and Wiring Systems, material, and equipment may include, but are not limited to the following. These examples are not all inclusive of the goods and/or services that may be required under this RFP:

1) Fiber optic cabling (single and multimode)

2) Category 5e or 6 ethernet cabling

3) Conduit

4) Innerduct

5) Coaxial Cable

6) Low voltage cabling

7) Outside Plant enclosures

8) Indoor feeder solution, vertical and horizontal

9) Relay Racks

10) Backbone inside buildings

11) Patch panel

12) Splicing and termination equipment

13) Installation Hardware

2.4.2 Functional Area II – Site Survey and System Analysis Inside Plant:

Include walkthrough and advisory and design services inside State premises and adjacent buildings.

A. Description: Conduct a walkthrough inside State premises and adjacent building to gathering data, interpreting information, identifying issues, and using the results to recommend to the using agency the number of materials (example the number of drops) that will be needed or develop possible system improvements. This service may include producing detailed inside plant wiring diagrams and designs as required. During this stage, companies may also evaluate the future need for using agencies.

2.5 Service Categories

2.5.1 Installation Services – Functional Area I

Description: Purchase copper and fiber optic cable, as well as ancillary equipment used to support data, video, and voice applications and performs Installation, operation, maintenance, and repair of facilities, institutional equipment, and systems. Performs necessary tasks to access, install, remove, and/or test copper or fiber optic cable inside State premises, including services between adjacent buildings where existing pathways exist for communications cabling. This should include all associated overhead costs, including materials.

Education: Technician performing this service should have a high school diploma or equivalent required.

General Experience: Technician(s) performing this service is typically requires a minimum of two (2) years of experience in facilities work or in inside plant cabling work and must have Building Industry Consulting Service International (BICSI) certification(s).

2.5.2 System Analysis Services (Include Advisory Services) – Functional Area II

Description – Site survey/assessment and advisory services/design services: This should include site survey, looking around the premises to determine the extent of services needed (example how many drops are needed), provide plant wiring diagrams/design services and advice the using agency accordingly.

Education: Technician performing this service should have a high school diploma or equivalent required.

General Experience: Technician(s) performing this service is typically requires five (5) year of experience in facilities work or in inside plant cabling work and must have Building Industry Consulting Service International (BICSI) certification(s); and must have experience in proving detailed inside plant wiring diagrams and designs.

Note: Offerors shall provide prices for Contract years one through five on the Financial Proposal Sheet. (See Attachment B). These are the maximum prices the State will pay for all proposed Service categories. A Master Contractor will not be allowed to propose a service category to a PORFP for which prices were not provided in its Proposal.

2.6 PORFP Process

2.6.1 PORFP Content

The Requesting Agency will send out a PORFP to all Master Contractors (or certified Maryland SBE Master Contractors, if applicable) for the identified Functional Area (See COMAR 21.05.13.05(A) for guidance). As an example, each PORFP may contain the following information:

A. Requesting Agency

B. The Agency Point of Contact (POC)

C. Description of the Cable and Wiring materials and equipment to be provided.

D. Delivery requirement

E. Invoicing Instruction

F. Required date for submission of proposal.

G. Installation requirements, if applicable

H. Type of PORFP (Fixed Price)

I. Manufacturer ’s warranty service requirements, if applicable

J. Performance period

K. Warranty terms, if applicable

L. Security requirements, if applicable

M. MBE requirements, if applicable

N. SBR requirements, if applicable

O. Mercury Affidavit, if applicable

To be eligible for receipt of a PORFP, a Master Contractor must have accepted all contractual language updates promulgated by DGS and must have executed contract modifications evidencing the same. Master Contractors who have not accepted all applicable updates will not be eligible for receipt of subsequent PORFPs.

2.6.2 PORFP Submission Requirements

Upon receipt of the PORFP, each Master Contractor shall, no later than the PORFP due date and time, either prepare and submit a proposal, or provide a Cable and Wiring Materials and Services Master Contractor Feedback Form, explaining why it does not intend to submit a proposal. As an example, the proposal may provide the following:

A. Description of the Cable and Wiring materials and equipment to be provided and installed.

B. Transportation and delivery schedule

C. Warranty terms, if applicable

D. The Financial Proposal – the proposed price

E. Mercury Affidavit (Attachment K), if applicable

2.6.3 Procedure for Awarding PORFP

Evaluation criteria for award will be established at the PORFP level. The PO will be awarded to the Master Contractor whose Proposal is determined to be the most advantageous to the State, considering price and the evaluation factors set forth in the PORFP. The Requesting Agency POC will initiate and deliver a PO to the selected Master Contractor.

As part of the evaluation, the State will confirm the pricing is no greater than that permitted under the Master Contract.

The Purchase Order must be approved by the relevant delegated authority prior to services commencement.

2.7 Deliverables

THIS SECTION IS INAPPLICABLE TO THIS RFP.

2.8 Service Level Agreement (SLA)

THIS SECTION IS INAPPLICABLE TO THIS RFP.

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

The Procurement Officer will arrange and notify the Statewide Contractors of a Kick-Off Meeting at the outset of the Contract term. The purpose of the meeting is to establish good communications with the Master Contractors and relay the initial procedures and formats that will be utilized for the Contract process. The Contractors are required to attend and participate in the Kick-Off Meeting.

No compensation will be paid to Contractors for attendance at the Kick-Off Meeting.

3.2 End of Contract Transition

THIS SECTION IS INAPPLICABLE TO THIS RFP.

3.3 Invoicing

3.3.1 General

A. The Contractor shall send the original of each invoice and signed authorization to invoice as directed by the Contract Manager of the using agency.

B. All invoices for services shall be verified by the Contractor as accurate at the time of submission.

C. An invoice not satisfying the requirements of a Proper Invoice (as defined at COMAR

21.06.09.01 and .02) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1) Contractor name and address;

2) Remittance address;

3) Federal taxpayer identification (FEIN) number, social security number, as appropriate;

4) Invoice period (i.e. time period during which services covered by invoice were performed);

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

D. Invoices that contain both fixed price and time and material items shall clearly identify each item as either fixed price or time and material billing.

E. The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the State with all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the

Contract until such time as the Contractor brings itself into full compliance with the Contract.

F. Any action on the part of the State, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.04.

G. The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor; however, is not exempt from such sales and use taxes and may be liable for the same.

H. Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.3.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

A. For items of work for which there is one-time pricing (see Attachment B – Financial Proposal Form) those items shall be billed in the month following the acceptance of the work by the State.

B. For items of work for which there is annual pricing, see Attachment B– Financial Proposal Form, those items shall be billed in equal monthly installments for the applicable Contract year in the month following the performance of the services.

3.3.3 For the purposes of the Contract an amount will not be deemed due and payable if:

A. The amount invoiced is inconsistent with the Contract;

B. The proper invoice has not been received by the party or office specified in the Contract;

C. The invoice or performance is in dispute or the Contractor has failed to otherwise comply with the provisions of the Contract;

D. The item or services have not been accepted;

E. The quantity of items delivered is less than the quantity ordered;

F. The items or services do not meet the quality requirements of the Contract;

G. If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

H. If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

I. The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

3.3.4 Travel Reimbursement

Travel will not be reimbursed under this RFP.

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

MBE liquidated damages are identified in Attachment M.

3.4.2 Liquidated Damages other than MBE

THIS SECTION IS INAPPLICABLE TO THIS RFP.

3.5 Disaster Recovery and Data

THIS SECTION IS INAPPLICABLE TO THIS RFP.

3.6 Insurance Requirements

The Contractor shall maintain, at a minimum, the insurance coverages outlined below, or any minimum requirements established by law if higher, for the duration of the Contract, including option periods, if exercised:

3.6.1 The following type(s) of insurance and minimum amount(s) of coverage are required:

A. Commercial General Liability - of $1,000,000 combined single limit per occurrence for bodily injury, property damage, and personal and advertising injury and $3,000,000 annual aggregate. The minimum limits required herein may be satisfied through any combination of primary and umbrella/excess liability policies.

B. Errors and Omissions/Professional Liability - $1,000,000 per combined single limit per claim and $3,000,000 annual aggregate.

C. Crime Insurance/Employee Theft Insurance - to cover employee theft with a minimum single loss limit of $1,000,000 per loss, and a minimum single loss retention not to exceed $10,000. The State of Maryland and the Department should be added as a “loss payee.”

D. Worker’s Compensation - The Contractor shall maintain such insurance as necessary or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act, to not be less than one million dollars ($1,000,000) per occurrence (unless a state’s law requires a greater amount of coverage). Coverage must be valid in all states where work is performed.

E. Automobile or Commercial Truck Insurance - The Contractor shall maintain Automobile or Commercial Truck Insurance (including owned, leased, hired, and non-owned vehicles) as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

3.6.2 The State shall be listed as an additional insured on the faces of the certificates associated with the coverages listed above, including umbrella policies, excluding Workers’ Compensation Insurance and professional liability.

3.6.3 All insurance policies shall be endorsed to include a clause requiring the insurance carrier provide the Procurement Officer, by certified mail, not less than 30 days’ advance notice of any non-renewal, cancellation, or expiration. The Contractor shall notify the Procurement Officer in writing, if policies are cancelled or not renewed within five (5) days of learning of such cancellation or nonrenewal. The Contractor shall provide evidence of replacement insurance coverage to the Procurement Officer at least 15 days prior to the expiration of the insurance policy then in effect.

3.6.4 Any insurance furnished as a condition of the Contract shall be issued by a company authorized to do business in the State.

3.6.5 The recommended awardee must provide current certificate(s) of insurance with the prescribed coverages, limits and requirements set forth in this section within five (5) Business Days from notice of recommended award. During the period of performance for multi-year contracts, the Contractor shall provide certificates of insurance annually, or as otherwise directed by the Contract Manager.

3.6.6 Subcontractor Insurance

The Contractor shall require any subcontractors to obtain and maintain comparable levels of coverage and shall provide the Contract Manager with the same documentation as is required of the Contractor.

3.7 Security Requirements

The following requirements are applicable to the Contract:

3.7.1 Criminal Background Check

A. Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor Personnel shall provide additional photo identification.

B. Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

C. Contractor shall remove any Contractor Personnel from working on the Contract where the State determines, in its sole discretion, that Contractor Personnel has not adhered to the Security requirements specified herein.

D. The State reserves the right to request that the Contractor submit proof of employment authorization of non-United States Citizens, prior to commencement of work under the Contract.

3.7.2 Criminal Background Check

A. The Contractor shall obtain at its own expense a Criminal Justice Information System (CJIS) State and federal criminal background check, including fingerprinting, for all Contractor Personnel listed in sub-paragraph A. This check may be performed by a public or private entity. A CJIS State criminal background check shall be completed prior to any Contractor Personnel providing services on-site at any location identified in the Contract.

A CJIS federal background check is necessary for each Contractor Personnel assigned to work on the PORFP.

B. The Contractor shall provide certification to the Contract Manager or his/her designee that the Contractor has completed the required criminal background check described in this RFP for each required Contractor Personnel prior to assignment, and that the Contractor Personnel have successfully passed this check.

C. Persons with a criminal record may not perform services under the Contract unless prior written approval is obtained from the Contract Manager. The Contract Manager reserves the right to reject any individual based upon the results of the background check.

Decisions of the Contract Manager as to acceptability of a candidate are final. The State reserves the right to refuse any individual Contractor Personnel to work on State premises, based upon certain specified criminal convictions, as specified by the State.

D. The CJIS criminal record check of each Contractor Personnel who will work on State premises shall be reviewed by the Contractor for convictions of any of the following crimes described in the Annotated Code of Maryland, Criminal Law Article:

1) §§ 6-101 through 6-104, 6-201 through 6-205, 6-409 (various crimes against property);

2) any crime within Title 7, Subtitle 1 (various crimes involving theft);

3) §§ 7-301 through 7-303, 7-313 through 7-317 (various crimes involving telecommunications and electronics);

4) §§ 8-201 through 8-302, 8-501 through 8-523 (various crimes involving fraud);

5) §§9-101 through 9-417, 9-601 through 9-604, 9-701 through 9-706.1 (various crimes against public administration); or

6) a crime of violence as defined in CL § 14-101(a).

E. Contractor Personnel with access to systems supporting the State or to State data who have been convicted of a felony or of a crime involving telecommunications and electronics from the above list of crimes shall not be permitted to work on State premises under the Contract; Contractor Personnel who have been convicted within the past five

(5) years of a misdemeanor from the above list of crimes shall not be permitted to work on State premises.

F. A particular on-site location covered by the Contract may require more restrictive conditions regarding the nature of prior criminal convictions that would result in Contractor Personnel not being permitted to work on those premises. Upon receipt of a location’s more restrictive conditions regarding criminal convictions, the Contractor shall provide an updated certification regarding the Contractor Personnel working at or assigned to those premises.

3.7.3 On-Site Security Requirement(s)

G. For the conditions noted below, Contractor Personnel may be barred from entrance or leaving any site until such time that the State’s conditions and queries are satisfied.

1) Contractor Personnel may be subject to random security checks when entering and leaving State secured areas. The State reserves the right to require Contractor Personnel to be accompanied while in secured premises.

2) Some State sites, especially those premises of the Department of Public Safety and Correctional Services, require each person entering the…