BPM056072 – Surface Pro (7 Units) - PORFP.pdf

Purchase Order Request for Proposals (PORFP) Desktop, Laptop, and Tablet 2015 Master Contract

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Section 1 –General Information

PORFP Number:

(ADPICS PO Number or eMMA BPM Number)

BPM056072 – Microsoft Surface Pro Purchase (7 Units)

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 (Desktop/Laptops/Ruggedized/Laptops/Associated Peripherals) ☒ FA II (Tablets/Ruggedized Tablets/Associated Peripherals) ☐ FA III (Installation) + FA I ☐ FA III (Installation) + FA II ☐ FA IV (Manufacturer’s Extended Warranty)

Note: FA III may not be purchased alone and may not exceed 49% of the PORFP value.

Manufacturer Name

Microsoft

Agencies must enter only one manufacturer when the manufacturer is known and direct the PORFP only to those Desktop, Laptop, and Tablet 2015 Master Contractors authorized for that manufacturer. If the PORFP is generic or manufacturer(s) are unknown, agencies must direct the PORFP to all Desktop, Laptop, and Tablet Master Contractors.

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 III Below (See “DESKTOP, LAPTOP, AND TABLET 2015 Master Contract MBE Participation Worksheet”):

0 %

PORFP Issue Date:

mm/dd/yyyy 03/25/2026 PROPOSAL DUE

DATE and TIME:

04/08/2026 at 12:00 PM

ET

Place of Performance:

Maryland Department of Housing and Community Development (DHCD) 7800 Harkins Road Lanham, MD 20706 https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/SBR-Registration.aspx https://gomdsmallbiz.maryland.gov/Pages/SBR-Registration.aspx

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Special Instructions:

LIMITED TO MASTER CONTRACTORS

Only Master Contractors that are awarded a contract under the Desktop, Laptop, and Tablet 2015 Master Contract, 060B5400007, are eligible to submit a bid in response to this secondary competition Purchase Order Request for Proposal (PORFP). 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.

BID SUBMISSION INSTRUCTIONS

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 at https://mdprocurement.freshdesk.com/support/solutions under Vendor Instruction.

Questions Due (Closing) Date and Time:

04/01/2026 at 12:00 PM ET Questions must be submitted in writing with the subject line, “BPM056072 – Microsoft Surface Pro Purchase (7 Units)” 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, subject to the availability of funding.

2. All equipment provided under this PORFP must be new and unused.

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. Pricing provided in response to this PORFP must remain valid for at least ninety (90) calendar days after the proposal due date.

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 may be requested to provide 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 https://mdprocurement.freshdesk.com/support/solutions

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9. If applicable, the Master Contractor must provide a Mercury Affidavit:

https://doit.maryland.gov/contracts/Documents/DesktopLaptop2015/m ercury_affidavit.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.

11.Procurement conducted via Statewide Master Contract, which incorporates applicable environmental and sustainability considerations.

Security Requirements (if applicable): N/A

Invoicing Instructions:

Invoices shall be submitted electronically to termia.jones@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. 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: Office of Procurement

Agency POC Name: Amanda Sadler Agency POC Phone Number: (301) 429-7780 https://doit.maryland.gov/contracts/Documents/DesktopLaptop2015/mercury_affidavit.pdf https://doit.maryland.gov/contracts/Documents/DesktopLaptop2015/mercury_affidavit.pdf mailto:termia.jones@maryland.gov

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Agency POC E-mail Address: Amanda.sadler@maryland.gov Agency POC Fax: N/A

Agency POC Mailing Address: 7800 Harkins Road Lanham, MD 20706

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

Agency On-site Contact Name: Termia Jones Agency On-site Phone Number: (443) 795-8200

Agency On-site E-mail Address: termia.jones@maryland.gov Agency On-site

Fax: N/A

Agency On-site Address: 7800 Harkins Road Lanham, MD 20706

Section 4 – Scope of Work

FA I – Desktop, Laptops and Ruggedized Laptops 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 This Functional Area is not included in this PORFP.

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

This Functional Area is not included in this PORFP.

FA II – Tablets, Ruggedized Tablets 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

DHCD requires the purchase of Microsoft Surface Pro 2-in-1 tablet/laptop devices to support agency staff operations and program administration, including standard business productivity and remote work capabilities.

Product Name Product Description Model # Qty

Due Date mm/dd/yyyy

Tablet/Laptop Device

13-inch Microsoft Surface Pro (Copilot+ PC), 2-in-1 device with touchscreen display.

Must include:

• Processor: Snapdragon X Plus or X Elite

• Memory: 16 GB RAM

• Storage: 512 GB SSD

• Connectivity: Wi-Fi or Wi-Fi + 5G

• Form factor: Detachable 2-in-1

• Condition: New, manufacturer-certified

Surface Pro, Copilot+ PC, 13-inch

ASAP

(estimated delivery within 30 days of award)

FA III – Installation Services (Provide a detailed description of required services and deliverables and include MBE goal listed above.

MBE goal should be calculated only on FA III value.

mailto:Amanda.sadler@maryland.gov https://mddhcd.sharepoint.com/sites/Procurement2/Shared%20Documents/Amanda%20-%20OIT/Dell/Dell%20Desktops%20%26%20Laptops/FY26%20-%20Dell%20Laptops%20x%2075%20-%20BPM054234%20%26%20BPM055334/termia.jones@maryland.gov

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Installation / Training Services

Deliverables Start Date

End Date mm/dd/yyyy

This Functional Area is not included in this PORFP.

FA IV - Manufacturer’s Extended Warranty

(Provide a detailed description of warranty requirements and deliverables)

Warranty Requirements

Deliverables Start Date

End Date mm/dd/yyyy

This Functional Area is not included in this PORFP.

Section 5 – Evaluation Criteria

1. Compliance with PORFP requirements

2. Manufacturer authorization to resell Microsoft equipment

3. Delivery timeframe

4. Price Basis for Award Recommendation The Procurement Officer will recommend award to the responsible Offeror whose proposal is determined to be the most advantageous to the State.

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.

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: Desktop, Laptop, and Tablet 2015 Master Contract Solicitation No: 060B5400007 PORFP: BPM056072 – Microsoft Surface Pro Purchase (7 Units)

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)

� The time allotted for the 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: ____________________________________________________________