BPM055131-PORFP- High Speed Scanners.pdf

Purchase Order Request for Proposals (PORFP)

Hardware Master Contract

Revised 051623 1

Section 1 –General Information

PORFP Number:

(eMMA BPM Number)

BPM055131

PORFP Type:

(Select one category from the drop-down list)

Fixed Price

Functional Area/s (FA) for this PORFP:

(Check all that apply)

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

FA VI (Security / Cameras / Associated Peripherals)

Manufacturer Name

IBML

Designated Small

Business Reserve?(SBR):

(Select "Yes" or "No" from the drop-down list)

No

Minority Business Enterprise (MBE) Goal for FA IV Below

(See "Hardware Master Contract MBE Participation Worksheet"):

13.51%

PORFP Issue Date:

mm/dd/yyyy

01/29/2026 PROPOSAL DUE

DATE and TIME:

02/09/2026-5:00 PM

Place of Performance: 350 Rowe Boulevard, Annapolis, MD 21401

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

Purchase Order Request for Proposal (PORFP) responses will only be accepted through eMaryland Marketplace Advantage (eMMA).

SPECIAL REQUIREMENTS

Revised 051623 2

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 90 days after the set due date above.

6. The Master Contractor must be an authorized reseller for

IBML. The state reserves the right to request a Letter of

Authorization (LOA) from the Manufacturer or Distributor.

7. 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.

8. 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

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

Security Requirements (if applicable):

Personnel must show ID and obtain a visitor’s pass at the front security desk. The POC will escort personnel inside the building.

Invoicing Instructions:

Submit all invoices electronically to dlfiscal_msa@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 https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf mailto:dlfiscal_msa@maryland.gov

Revised 051623 3

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: Maryland State Archives (MSA)

Agency POC Name: Toni Latimore Agency POC

Phone Number:

410-260-6406

Agency POC E-mail

Address:

Toni.Latimore1@maryland.gov Agency POC

Fax:

Agency POC Mailing

Address:

350 Rowe Boulevard, Annapolis, MD 21401

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

Agency On-site Contact

Name:

Toni Latimore Agency On-site

Phone Number:

410-260-6406

Agency On-site E-mail

Address:

Toni.Latimore1@maryland.gov Agency On-site

Fax:

Agency On-site Address: 350 Rowe Boulevard, Annapolis, Maryland 21401

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

The agency requires modern computing hardware and specialized peripherals to support high-volume document processing, data capture, and workflow automation. The Dell Embedded

Application Controller, ibml FUSiON 8300 scanner, power accessories, and document jogger are essential to maintaining a reliable, efficient, and scalable scanning environment. These components ensure the agency can process large volumes of documents with accuracy, minimize downtime, and maintain continuity of operations for mission-critical programs.

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

1. IBML Power Option-120VAC

50/60Hz 15A Max

277-00001 2 03/20/26

Revised 051623 4

2. IBML Fusion Speed Upgrage83ips 207-00015 2 03/20/26

3. IBML ibml FUSiON 8300 Three

Frame 2 Dec 1 Full Size Pkt w/Runout

608-31011 2 03/20/26

4. IBML Document Jogger, 115VAC, 6oHz 2 Pocket Tilt Rack

800-00086 3 03/20/26

5.DELL Computers, Dell 7960XL-

5418Y Embedded Application

Controller

180-00048 2 03/20/26

6. IBML SoftTrac Validation 250-00096 2 03/20/26

7.IBML iCS Sacn Standard for ibml

Scanner

250-00075 2 03/20/26

8. IBML SoftTrac Quality Control 250-00070 2 03/20/26

9.IBML PostScan w/Searchable PDF

DR

250-00065-S-

DR

1 03/20/26

10.IBML PostScan w/Searchable PDF 250-00065-S 2 03/20/26

11.IBML FADGI Scan/QC for FUSiON for DS

250-00075-

FADGI-DS

2 03/20/26

12.IBML FADGI Scan for FUSiON 250-00075-

FADGI

2 03/20/26

13.IBML Data & Image Retention

Utility

250-00037 1 03/20/26

14.IBML DocNetics Barcode 1D 250-00017 2 03/20/26

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 /

Required Functionality

Product Name Product Description Model # Qty

Due Date mm/dd/yyyy

1.

2.

3.

(insert additional rows as needed)

FA III - Network Communication Equipment

Master Contractors may propose products based on a detailed description in the

Business Need / Required Functionality field*)

Product Name Product Description Model # Qty Due Date

1.

2.

Revised 051623 5

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.

Installation / Training Services

Deliverables

Start Date

End Date

1. Project Management/Hourly

SKU Number: 500-00002

40 Hours

PM plan, status reports, risk log, closeout report

03/20/26 03/19/27

2. Integration Services

SKU Number:

500-00006

80 Hours

Integration plan, logs, testing, completion report

03/20/26 03/19/27

3. Software Configuration/Hourly

SKU Number:

500-00005

100 Hours

Software configuration, documentation, testing

03/20/26 03/19/27

4. Scanner Hardware Installation

SKU Number:

501-00007

Qty: 2

Scanner installation, calibration, verification

03/20/26 03/19/27

5. Travel & Living Fixed Amount

SKU Number:

501-00014

Qty: 2

Travel summary and documentation

03/20/26 03/19/27

6. Shipping/Handling Charges

SKU Number: 3400

Qty: 2

Shipping documentation and delivery confirmation

03/20/26 03/19/27

7.SoftTrac Job Development Class

SKU Number:

501-00003

Qty: 2

Training session, materials, attendance, completion report

03/20/26 03/19/27

FA V - Manufacturer's Extended Warranty

(Provide a detailed description of warranty requirements and deliverables)

Warranty Requirements

Deliverables

Start Date

End Date

1. Full 8x5xNBD-Software

Full 8x5xNBD-

Software

2. Full 8x5xNBD -Hardware

Full 8x5xNBD -

Hardware

FA VI – Security, Cameras and Associated Peripherals

Master Contractors may propose products based on a detailed description in the

Business Need / Required Functionality field*)

Product Name Product Description Model # Qty Due Date

Revised 051623 6

1.

2.

3.

(insert additional rows as needed)

Section 5 – Evaluation Criteria – Technical Proposal

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

Evaluation Criteria

1. Price.

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.

Revised 051623 7

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: High Speed Scanners For Large Scale Archival Digitazation

Solicitation No: 060B2490022

PORFP: BPM055131

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:____________________________________________________________