J01P4600090 - SR#2026686 - HPE CAREPAQ SUPPORT ANNUAL RENEWAL - FY26.docx

Purchase Order Request for Proposals (PORFP) Hardware Master Contract

Section 1 –General Information

PORFP Number:

(eMMA BPM Number)

J01P4600090 (SR#2026686 - MDOT USE ONLY)

PORFP Type:

(Select one category from the drop-down list)

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

X FA V

|_| FA VI (Security / Cameras / Associated Peripherals)

Manufacturer Name

HEWLET PACKARD ENTERPRISE (HPE)

Designated Certified Small Business?(CSB):

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

This is a Certified Small Business 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 CSB program is available on the following website:

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

Information on the CSB Vendor Registration processes is available on the following website: https://gomdsmallbiz.maryland.gov/Pages/SBR-Registration.aspx

PORFP Issue Date:

mm/dd/yyyy

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 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:

3/04/2026 at 5:00 PM Local Time Questions must be submitted in writing with the subject line, "Question for PORFP # J01P4600090," 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.

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.

11. This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that are registered in eMMA as Small Businesses are eligible for award of a contract

1. EPEAT-Registered Silver or Gold or TCO Certified products are mandatory for the following categories: Computers and Displays, Imaging Equipment, Headsets, Mobile Phones, and TVs. Products in these categories must be rated EPEAT Silver or Gold or must be TCO certified, at the time of bid submission and at the time of award.

a. The EPEAT Registry can be accessed at: https://epeat.net/.

b. The TCO certified product finder can be accessed at: https://tcocertified.com/product-finder/.

2. At the time of bid submission and at the time of award, servers must be EPEAT-Registered Bronze or higher or TCO certified.

a. The EPEAT Registry can be accessed at: https://epeat.net/.

b. The TCO certified product finder can be accessed at: https://tcocertified.com/product-finder/.

3. If a product category is not covered by the EPEAT Registry or the TCO Registry, pursuant to Executive Order 01.01.2001.02, then a product that is ENERGY STAR-certified both at the time of bid/proposal submission and at the time of award must be provided.

a. The ENERGY STAR® Program certification list can be accessed at: https://www.energystar.gov/products?s=mega.

B. PRODUCT RECOMMENDATIONS

1. Contractors are encouraged to provide products registered as EPEAT Climate+ for the following categories: Computers & Displays, Imaging Equipment, Mobile Phones, Servers, and Televisions.

C. PRODUCTS COVERED UNDER THIS SPECIFICATION

1. Audio/Video Electronics

a. Home-Theater-in-a-Box Systems

b. Soundbars

c. MP3 Speaker Docks

d. Audio Amplifiers

e. AV Receivers

f. Shelf Systems

g. Blu-Ray Disc Players

h. DVD Players

i. Headsets

j. Projectors

2. Digital Media Players

3. Imaging Equipment

a. Copiers

b. Digital Duplicator

c. Multi-Function Devices

d. Printers

e. Professional Imaging Products

f. Scanners

4. Signage Displays

5. Servers

6. Set-Top Boxes

7. Televisions

D. PROHIBITED PRODUCTS

1. Based, in part, on Md. Code Ann., State Fin. & Proc.("SF&P") §14-414 and Executive Order 01.01.2001.02, electronic and IT products as defined in this specification (excluding servers) that are not EPEAT-Registered Silver or Gold or are not ENERGY STAR-certified are prohibited. TCO Certified products are exempted from this prohibition.

2. Pursuant to COMAR 21.11.07.07, products that contain mercury are prohibited, unless there are no commercially available mercury-free products for a specific application. In such cases, products containing the least amount of mercury necessary to meet performance requirements must be proposed. All products that contain mercury must be clearly labeled in bids/proposals.

Invoicing Instructions:

Send invoice to: tsoapinvoices@mdot.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

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

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*)

mm/dd/yyyy

3.

(insert additional rows as needed)

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*)

Due Date mm/dd/yyyy

1.

2.

3.

(insert additional rows as needed)

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*)

mm/dd/yyyy

3.

(insert additional rows as needed)

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 mm/dd/yyyy

End Date mm/dd/yyyy

1.

2.

3.

(insert additional rows as needed)

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

Warranty Requirements

Deliverables

Start Date mm/dd/yyyy

End Date mm/dd/yyyy

1. HPE HARDWARE MAINTENANCE RENEWAL – (SEE SPECIFICATIONS ATTACHED)

2.

3.

(insert additional rows as needed)

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*)

mm/dd/yyyy

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. The award will be made to a responsible and responsive vendor whose bid is determined to be the most favorable bid price or evaluated bid price to the State.

2. Adherence to the Specifications

3. Special Instruction #1-11

4.Green Purchasing Requirements

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.

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:

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:____________________________________________________________

Revised 051623