BPM050284_-_Video_Conferencing_Equipment_PORFP.pdf

Purchase Order Request for Proposals (PORFP) Hardware Master Contract

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Section 1 –General Information

PORFP Number: BPM050284 PORFP Type: Fixed Price

Functional Area/s (FA) for this PORFP:

FA I (Microcomputers / PCs / Servers / Associated Peripherals) FA II (Printers / Associated Peripherals) FA III (Network Communication Equipment) FA IV (Installation / Training) + FA I FA VI (Security / Cameras / Associated Peripherals)

FA IV + FA II

FA IV + FA III

FA IV + FA V (Manufacturer's Extended Warranty)

FA IV + FA VI

FA V (Manufacturer’s Extended Warranty) FA VI (Security / Cameras / Associated Peripherals)

Manufacturer Name

CISCO

Designated Small Business Reserve?(SBR):

Yes

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by GOSBA Small Business Reserve Program are eligible for the award of a contract.

Information on eligibility for the SBR program is available on the following website:

https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

Information on the SBR Vendor Registration processes is available on the following website:

https://gomdsmallbiz.maryland.gov/Pages/SBR-Registration.aspx

Minority Business Enterprise (MBE) Goal for FA IV Below (See "Hardware Master Contract MBE Participation Worksheet"):

N/A

PORFP Issue Date:

mm/dd/yyyy

04/23/2025 PROPOSAL DUE

DATE and TIME:

05/05/2025 10:00 a.m. EST

Place of Performance: DPSCS – 7122 Ambassador Road, Woodlawn, MD 21244 Special Instructions:

LIMITED TO MASTER CONTRACTORS

Only Master Contractors that are awarded a contract under the Hardware and Associated Equipment and Services 2012, 060B2490022, are eligible to submit a bid in response to this secondary competition Purchase Order Request for Proposal (PORFP). A current Master Contractor under the named Contract may submit an LOA with their bid to be considered for the award.

BID SUBMISSION INSTRUCTIONS

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Purchase Order Request for Proposal (PORFP) responses will only be accepted through the State's eMaryland Marketplace Advantage (eMMA) e-Procurement system.

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

https://mdprocurement.freshdesk.com/support/solutions

Questions Due (Closing) Date and Time:

04/29/2025 at 5:00 PM EST Questions must be submitted in writing with the subject line, "Question for PORFP #BPM047850," and be submitted in writing via e-mail to the Agency Point of Contact listed in Section 2 no later than the date and time specified.

SPECIAL REQUIREMENTS

1. The Department reserves the right to purchase more or less than the specified quantity to the extent limited by funding.

Charges that are multiple years shall be provided at a per-year price.

2. Purchase new and unused equipment.

3. The Master Contractor shall not impose a restocking fee if an item is returned due to damage or incorrect product shipped.

4. The Master Contractor must provide the estimated ship date/lead time for each item listed in the PORFP.

5. Please allow for pricing provided in response to this PORFP to be valid for at least 120 days after the set due date above.

And pricing must be fully loaded.

6. The Master Contractor must be an authorized reseller for the Manufacturer named in Section 1. The state reserves the right to request a Letter of Authorization (LOA) from the Manufacturer or Distributor.

7. The Master Contractor must include a screenshot of the Manufacturer's Suggested Retail Price (MSRP) with the bid.

8. Bids must be received by the due date and time listed in the solicitation. Bids that are not received by the due date and time will not be accepted.

9. If applicable, the Master Contractor must provide a Mercury Affidavit: https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K- MercuryAffidavit.pdf

10. A "No Bid" form must be completed and submitted by the bid due date and time if your firm elects not to bid.

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11. Description: 50 Cisco Desk Pro devices will be utilized in small huddle rooms. The capacity of these rooms will not exceed a few people. 50 Cisco Room Bar Pros and Cisco Room Bars will be utilized in small to medium sized conference rooms. Most conference rooms seat a maximum of 10 people. Approximately 10 conference rooms seat 20- 30 people.

Security Requirements (if applicable):

None

Invoicing Instructions:

Send invoice by e-mail to dpscs.accountspayable@maryland.gov

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., the 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.

For items of work for which there is one-time pricing, those items shall be billed within 30 days of acceptance.

For items of work for which there is annual pricing, items shall be billed annually. The first year's invoice shall be billed within 30 days of contract start. Each additional year shall be billed on the anniversary of the first year's invoice.

Section 2 – Agency Point of Contact (POC) Information

Agency / Division Name: DPSCS – Office of Procurement

Agency POC Name: Karen Leatherwood Agency POC Phone

Number:

443- 500-

Agency POC E-mail Address:

KarenR.Leatherwood@ Maryland.gov

Agency POC Fax: N/A

Agency POC Mailing Address:

6776 Reisterstown Road, Baltimore, MD 21215

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Section 3 – Delivery Address / Work Site POC Information (if different from above)

Agency On-site Contact Name:

Bill Crippen Agency On-site Phone Number:

443- 790-

Agency On-site E-mail Address:

Bill.Crippen@Maryland.gov Agency On-site Fax: N/A

Agency On-site Address: 1201 Reisterstown Road, Pikesville, MD 21208

Section 4 – Scope of Work

FA I – Microcomputers, PCs, Servers, and Associated Peripherals

(Provide product specifications below. If some or all specifications are unknown, Master Contractors may propose products based on a detailed description in the

Business Need / Required Functionality field*) *Business Need / Required Functionality

N/A

Product Name Product Description Model # Qty Due Date mm/dd/yyyy

1. N/A

FA II - Printers and Associated Peripherals (Provide product specifications below. If some or all specifications are unknown, Master Contractors may propose products based on a detailed description in the

Business Need / Required Functionality field*) *Business Need /

N/A

Product Name Product Description Model # Qty

Due Date

1. N/A FA III - Network Communication Equipment

(Provide product specifications below. If some or all specifications are unknown, Master Contractors may propose products based on a detailed description in the

Business Need / Required Functionality field*) *Business Need /

Video Conferencing Equipment

1. Cisco Room Bar Pro (First Light Grey)

Mediabar Device CS-BARPRO-K9 25

1a. Cisco Room Bar Pro Multi-Line Bundle

CS-BARPRO

1b. Power cord for USA 4.5m10A

PWR-CORD-

USA-F

1c. Ethernet CAT5E Round Cable – 8 meter- Grey

CAB-CAT5E-8M

1d. Cisco Room Navigator- Table stand, First Light (White)

CS-T10-TS-L

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1e. 1.5m GREY HDMI 2.0

CAB-2HDMI-

1.5M-GR

1f. CAB (16,4 feet / 5m) GREY ETHERNET

CAB-ETH-5M-

GR-

1g. Mounting Kit for Cisco Room Bar Pro

CS-BARPRO-

MOUNT-

2. Cisco Ceiling Microphone Gen 2

Cisco Ceiling Microphone Gen 2 stand alone kit

CTS-MIC-

CLNG-G2=

2a. Ceiling Mic.

dongles, RJ45- Euroblock and RJ45-MiniJack

CTS-MIC-

CLNG-DNG-

2b. Microphone element for Ceiling Microphone

CLNG-ELM-

2c. Ceiling Microphone parts - Top and Back plates

CLNG-PLT-

2d. Ceiling Microphone parts - Ceiling mounting wire kit

CLNG-WRK-

2e. Cisco Ceiling Microphone unit BOM

CLNG2

3. Cisco Room Bar w/Navigator (First Light Grey)

Cisco Webex Room Bar Collaboration EndPoint

CS-BAR-T-K9 25

3a. Power Cord for United States of America 2m 10A

USA-B

3b. 1.5m GREY HDMI 2.0

1.5M-GR-

3c. CAB (16,4 feet / 5m) GREY ETHERNET

CAB-ETH-5M-

3d. Powersupply -

AC/DC, 12.3V, 86W,

7A, Gray

PSU-12VDC-

86W-

3e. Camera Cover for Room Bar & Room Kit Mini

CS-KITMIN-

CAM-COV-

3f. Mounting Kit for Cisco Room Bar

CS-BAR-

MOUNT-KIT-

3g. 8 meter flat grey Ethernet cable for Touch 10

CAB-DV10-8M-

3h. Cisco Room Navigator-Table Stand, First Light (White)

CS-T10-TS-L-

4. Cisco Desk Pro Webex Desk Pro Collaboration Device

CS-DESKPRO-

K9

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4a. Power Cord for USA 2m 10A

USA-B

4b. Power Supply for Desk Pro Series

CS-PWR-CUBE-

7-

4c. SB-C 3.1 Cable, 1.8M length

CAB-USBC-

1.8M-

4d. 1.5m GREY HDMI 2.0

1.5M-GR-

4e. Stylus Pen for Cisco Desk Pro

CS-DESKPRO-

STYLUS-

4f. CAB 3m GREY

ETHERNET

CAB-ETH-3M-

4g. Table Stand & Connector Cover for Desk Pro Series

STAND-

4h. Fabric Speaker Grille for Desk Pro Series

FG-

FA IV – Installation and Training Services (Provide a detailed description of required services and deliverables and include MBE goal listed above. MBE goal should be calculated only on FA IV value.

Configuration and Training

Deliverables Start Date

End Date

1. Register all 100 devices to the DPSCS Webex Control Hub instance.

2. Complete Directory Integration

3. Integrate with Google Calendar for room resource scheduling. (This may require authorization and coordination with DPSCS IT.)

4. Setup one button to push for Google Meet

5. Configure macros for Desk and Room devices to display icons for joining Zoom, Google Meet and MS Teams meetings.

6. Perform User Acceptance Testing. Overall Control Hug integration and configuration should be tested. Testing will include at least one Desk Pro unit, one conference room with a Room Bar that seats at least 10 people and no less than ten conference rooms that seat 20-30 people.

7. Provide 40 hours of remote support for the entire project to be used withing 6 months of acceptance testing completion.

8. Provide training for administrators (less than 10) of WebEx Control Hub and include training for operation of the large conference room video systems.

FA V - Manufacturer's Extended Warranty (Provide a detailed description of warranty requirements and deliverables)

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Warranty Requirements

Deliverables

Start Date

End Date

1. N/A

FA VI – Security, Cameras and Associated Peripherals

(Provide product specifications below. If some or all specifications are unknown, Master Contractors may propose products based on a detailed description in the

Business Need / Required Functionality field*) *Business Need /

1. N/A

Section 5 – Evaluation Criteria – Technical Proposal

(Provide a list of evaluation criteria in descending order of importance)

Evaluation Criteria

1. Lowest bid price.

2. Conformance to scope of work.

Basis for Award Recommendation The agency Point of Contact listed in Section 2 will recommend the award to a responsive and responsible Master Contractor that provides the most advantageous offer considering the price and evaluation factors above. The agency Point of Contact will initiate and deliver a PO to the selected Master Contractor.

All awards from this PORFP shall comply with the requirements of COMAR 21.05.13.06.

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NO BID NOTICE/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 e-mail or fax this completed form to the attention of the Agency Point of Contact listed in Section 2.

Title: Hardware Solicitation No: 060B2490022

PORFP: BPM050284

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 Bid is insufficient.

Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section)

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.

REMARKS: _________________________________________________________________

Offeror Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - ________

Address: _________________________________________________________________

E-mail Address:____________________________________________________________