Purchase Order Request for Proposals (PORFP) PBX IV- Telecommunications Equipment and Services

Master Contract

Section 1 – General Information

PORFP Number:

(ADPICS PO Number)

M00B6600427

PORFP Type:

Fixed Price with Time and Materials

Functional Area/s (FA) for this PORFP:

FA I (Hardware, Associated Peripherals and Software)

FA II (Manufacturer’s Extended Warranty and Maintenance

Services)

FA III (Time and Material Labor)

Manufacturer Name: NEC

Designated Small

Business Reserve?(SBR):

No

Minority Business Enterprise (MBE) Goal for FA II & III Below

(See “PBX IV- Telecommunications Equipment and Services Master

Contract MBE Participation Worksheet”):

25 %

Minority Business Enterprise (VSBE) Goal for FA II & III Below

(See “PBX IV- Telecommunications Equipment and Services Master

Contract VSBE Participation Worksheet”):

2 %

PORFP Issue Date:

(mm/dd/yyyy)

01/20/2026 PROPOSAL DUE

DATE and TIME:

01/29/2026 by 2:00 pm local time

Place of Performance: See Attached M00B6600427 MDH PBX PORFP Site List for locations

Special Instructions:

LIMITED TO MASTER CONTRACTORS

Only Master Contractors that are awarded a contract under the

PBX IV – Telecommunications Equipment and Services

Master Contract 001B0600162, are eligible to submit a bid in response to this secondary competition Purchase Order Request for Proposal (PORFP).

BID SUBMISSION INSTRUCTIONS

Purchase Order Request for Proposal (PORFP) responses will only be accepted through password protected e-mail.

1. All bids must be password protected by the bidder prior to submission.

2. Bidders must e-mail the password-protected bid to the

Procurement Officer listed below.

3. DO NOT SEND PASSWORDS WITH BID E-MAIL.

4. The password must be e-mailed separately from the bid after the proposal due date.

5. Password must be received by the Procurement Officer no later than 4:00 P.M. EST on the proposal due date.

PROCUREMENT OFFICER

The Procurement Officer for this PORFP will be

Name: Jessica Clansy

E-mail: mdh.oetprocurement@maryland.gov

Phone: 443-509-0868

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. Charges that are listed as monthly shall be provided at a per-month price.

2. Purchase new and unused equipment and software. Master

Contractors must ensure that any proposed software is virus free.

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

10. The Master Contractor must provide a Mercury Affidavit (if applicable) http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-

MercuryAffidavit.pdf.

11. The base period of the contract shall be four (4) months from the NTP date. There shall be one (1) four (4) month option period that may be executed at the discretion of the

Department.

Security Requirements

(if applicable):

Contractors are required to show/wear valid ID and must sign in once on-site.

http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf

The Contractor shall comply with and adhere to Maryland State

Information Technology Security Policies, Standards and

Requirements as stated on the PBX IV Master Contract

Invoicing Instructions:

Send invoice by e-mail to mdh.oetnminvoices@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 (PORFP 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 monthly pricing, items shall be billed monthly. The first month's invoice shall be billed within

30 days of contract start. Each additional month shall be billed on the monthiversary of the first month's invoice.

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.

All maintenance invoices shall include the following:

• Name and address of MDH location

• Invoice Date

• Invoice Number

• MDH work ticket number.

• Brief description of work performed.

• Equipment cost (If any)

• Overtime cost (If any)

• Issuing Purchase Order number

Section 2 – Agency Point of Contact (POC) Information

Agency / Division Name: MDH Office of Enterprise Technology – Telecommunications mailto:mdh.oetnminvoices@maryland.gov

Agency POC Name: Brian Jones Agency POC

Phone Number:

410-409-8215

Agency POC Email

Address:

Brianl.jones@maryland.gov Agency POC

Fax:

N/A

Agency POC Mailing

Address:

201 West Preston Street, Room SS-1

Baltimore, MD 21201

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

Agency On-site Contact

Name:

See M00B6600427 MDH

PBX PORFP Site List

Agency On-site

Phone Number:

See

M00B6600427

MDH PBX

PORFP Site List

Agency On-site Email

Address:

See M00B6600427 MDH

PBX PORFP Site List

Agency On-site

Fax:

See

M00B6600427

MDH PBX

PORFP Site List

Agency On-site Address: See M00B6600427 MDH PBX PORFP Site List

Section 4 – Scope of Work

FA I – Hardware, Associated Peripherals and Software

(Provide itemized list of required equipment and model number/s. If type of equipment is unknown, describe required functionality):

List Required PBX IV- Telecommunications

Equipment and Model Number/s

Quantity

1. See Attached M00B6600427 MDH PBX PORFP Site List for FA Details

Due Date for Delivery:

(mm/dd/yyyy)

30 days following NTP

FA II – Manufacturer’s Extended Warranty and Maintenance Services

(Provide itemized list of required services and deliverables and include MBE goal listed above. MBE goal should be calculated only on FA II & III value.)

List Required Maintenance Services

List deliverables

1. The Contractor shall provide a monthly maintenance cost by site location. Sites with existing warranty maintenance shall be included upon termination of the warranty period. All maintenance costs shall be billed monthly.

2. The Contractor must comply with all requirements under the PBX IV Master Contract and the Platinum

Level Service Agreement.

3. The Contractor shall provide technical support.

1. See Attached M00B6600427

MDH PBX PORFP Site List for site locations to be serviced.

2. See PBX IV Master Contract

3. Including, but not limited to, troubleshooting, engineering, helpdesk, hardware, network connectivity (where applicable), system functionality, and software related problems. If the

Contractor cannot correct a PBX system and related peripheral mailto:Brianl.jones@maryland.gov

4. The Contractor shall perform a full system and database back up, including peripherals, once every three (3) months and every time there is a programming change by the Contractor.

5. Contractor shall provide a Customer Support Center that is available 24 hours a day, 7 days a week, 365 days a year with a toll-free number for emergency services and a web-based reporting and problem tracking system.

components, the Contractor must secure OEM support at no cost to MDH. If the Contractor determines that there is a connectivity issue, the

Contractor shall work with the

State’s local and long-distance carriers to correct the issue.

4. This back up will include system defrags, anti-virus and malware software with upgrades supplied and maintained by the

Contractor. Two copies of the backup shall be created on separate flash drives (supplied by POC), one for the PBX location and one to be stored by the POC on location. A full system and database back up shall be completed prior to making any changes to the PBX or any other peripheral being maintained by the Contractor. All actions taken by the Contractor shall be communicated to the

POC and report through oet.telecom@maryland.gov.

5. This shall include:

A. A separate tracking number and Contractor single point of contact for each emergency reported.

B. Field technicians must be capable of covering the entire

State on a 24/7/365 basis.

C. The Customer Support Center shall contact the MDH

Telecommunications Unit at oet.telecom@maryland.gov as soon as practical, but no later than 1 business day, following the reported emergency.

FA III – Time and Material Labor

(Provide itemized list of required services and deliverables and include MBE goal listed above. MBE goal should be calculated only on FA II & III value.)

List Required Time and Material Labor List deliverables mailto:oet.telecom@maryland.gov

1. Hourly labor rate to perform any and all necessary repairs and/or modifications to the existing systems and peripherals. Normal business hours are Monday –

Friday 8:00 A.M. to 5:00 P.M. Eastern Standard Time

(EST), not including State of Maryland Holidays.

2. Proposals for repairs/enhancements outside of the

Platinum Level Service Agreement.

1. A quote for a general business pool technician per hour labor rate. The quote should include a rate for normal business hours and one for outside of normal business hours.

2. All proposals for repairs/enhancements must be sent to oet.telecom@maryland.gov for review. Once approved, a MDH work ticket number will be issued to initiate the work order.

Est. Work Start Date:

(mm/dd/yyyy)

2/1/2026

Est. Work End Date:

(mm/dd/yyyy)

5/31/2026

Section 5 – Evaluation Criteria – Technical Proposal

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

1. Conformance to Specifications.

Basis for Award Recommendation

Evaluation criteria for award will be established at the PORFP level. The agency POC will recommend award 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 agency POC will initiate and deliver a PO to the selected Master Contractor.