PBX IV PORFP BPM044535 ITFY240101 - FINAL.pdf

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

Master Contract

Section 1 – General Information PORFP Number:

BPM044535

PORFP Type: Fixed Price

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: 20 % Minority Business Enterprise (VSBE) Goal for FA II & III Below: 2 %

PORFP Issue Date:

(mm/dd/yyyy)

06/01/2024 PROPOSAL DUE

DATE and TIME:

06/18/2024

Place of Performance: Various Locations – for complete list see Financial Proposal Form

Pre-Proposal Conference: Virtual Pre-Bid Conference:

ITFY240101 PBX Maintenance Services

Wednesday, June 5 · 12:30 – 1:30pm Time zone: America/New York Google Meet joining info Video call link: https://meet.google.com/gbe-dhqi-cfe Or dial: 2977-986-(US) +1 417 PIN: 981 479 139# More phone numbers: https://tel.meet/gbe-dhqi-cfe?pin=6671201237067Virtual Meeting information).

All prospective bidders are strongly encouraged to attend in order to facilitate better preparation of their Proposals.

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/proposal 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 at, under Vendor Instruction:

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

REQUIRED MBE/VSBE FORMS

When to Submit Attachment

With Bid MBE Forms D-1A (see LINK)

10 Business Days after recommended award

MBE Forms D-1B, D-1C,D-2, D-3A, D-3B (see LINK) Important: Attachment D-1C, if a waiver has been requested, is also required within 10 days of recommended award.

As directed in forms

MBE Forms D-4A, D-4B, D-5 (see

LINK)

With Bid

Veteran-Owned Small Business Enterprise (VSBE) Form E-1A (see

LINK)

5 Business Days after recommended award

VSBE Forms E-1B, E-2, E-3 (see

LINK)

Important: Attachment E-1B, if a waiver has been requested, is also required within 10 days of recommended award.

Questions Due (Closing) Date and Time:

06/11/2024 at 5:00 PM EDT Questions must be submitted in writing with the subject line, "Question for PORFP # BPM044535," 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 90 days after the set due date above.

https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/05/AttachmentDMBE-Forms-1.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/05/AttachmentDMBE-Forms-1.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/05/AttachmentDMBE-Forms-1.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2018/05/AttachmentDMBE-Forms-1.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/AttachmentE-VSBEForms.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/AttachmentE-VSBEForms.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/AttachmentE-VSBEForms.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/AttachmentE-VSBEForms.pdf

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. Once the inventory has been completed, the State will review the quantities and determine if the actual counts vary significantly enough to require reconciling the maintenance agreement post-award.

11. The winning vendor shall install any customer provided equipment, whether new, used or refurbished for any order requested.

12. The proposals shall be submitted in a format that provides a breakdown cost for each item, identified on a separate line, by location. The State reserves the right to select any or all of the items submitted for award.

13. Technical proposals should be provided in a Word document, and financial proposals should be provided in an Excel document. The vendor shall use the Excel Bid Form document provided.

14. The State will only pay for actual labor hours expended on installation, not on estimated hours.

Security Requirements: 1. Contractor must present a valid ID and sign-in at the front desk.

2. All vendors must meet state mandated Covid-19 requirements.

3. Master Contractor is subject to screening prior to entering DPSCS Correctional facilities.

4. Master Contractor shall provide an inventory of all equipment tools that they will have at each site and submit to Agency Point of Contact as specified in Section 3 of the PORFP at least five (5) days prior to the start of the project.

5. Each person who is an employee or agent of the Master Contractor or subcontractor (Master Contractor Personnel) shall display his or her company ID badge and any State-issued ID badge at all times while on State premises. Upon request of authorized State personnel, each such employee or agent shall provide additional photo identification.

6. At all times at any facility, the Master Contractor Personnel shall cooperate with State site requirements that include but are not limited to being prepared to be escorted at all times, providing information for badge issuance, and wearing the badge in a visual location at all times. The Master Contractor Personnel may be subject to physical search upon entering or exiting the Department’s facilities.

7. The Master Contractor and Master Contractor Personnel shall know and follow all security regulations of the Department and its facilities, including but not limited to Title 9, Subtitle 4 of the Criminal Law Article of the Annotated Code of Maryland, applicable provisions of COMAR, departmental directives and facility Post Orders.

Contractor’s personnel, agents and subcontractors shall be subject to the Department’s Employee Standards of Conduct set forth in Departmental Directive DCD 50-2, as revised.

8. The State may, at its sole discretion, remove from or refuse admittance to any facility any person providing services under this Contract without incurring penalty or cost for exercising this right. Such removal from or refusal of admittance does not excuse Master Contractor’s duty to timely perform the Contract.

Invoicing Instructions:

Send invoices via email 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 mailto:dpscs.accountspayable@maryland.gov 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: Department of Public Safety and Correctional Services (DPSCS) /

OSEC - Office of Procurement Services Agency POC Name: Michael Howard Agency POC

Phone Number:

410-236-8014

Agency POC Email Address:

michael.howard1@marylan d.gov

Agency POC Fax:

N/A

Agency POC Mailing Address:

6776 Reisterstown Road, Baltimore, MD 21215

Section 3 – Delivery Address / Work Site POC Information (if different from above) Agency On-site Contact Name:

Ray Lee

Edwin Winder

Agency On-site Phone Number:

O:410-585-2980 C:410-365-0283

O: 410-585-2958 C: 443-641-4732

Agency On-site Email Address:

ray.lee@maryland.gov edwin.winder@maryland.go v

Agency On-site Fax:

N/A

Agency On-site Address: Information Technology and Communications Division (ITCD) 1201 Reisterstown Road, Bldg. F, Pikesville, MD 21208

Section 4 – Scope of Work

FA I – Hardware, Associated Peripherals and Software:

List Required PBX IV- Telecommunications Equipment and Model Number/s

Quantity

1. N/A 1. N/A

FA II – Manufacturer’s Extended Warranty and Maintenance Services:

List Required Maintenance Services

List deliverables

1. Service level maintenance for and peripheral equipment (Voice Mail, and associated servers, etc.) as listed or per attached spreadsheet.

2. Service Level Agreement - Please see attachment.

3. The Master Contractor should provide repair updates to the agency POC within the specified timeframe as outlined in the attached Service Level Agreement and Statement of Work.

4. Perform recommended preventive maintenance per manufacturer specifications and per the Service Level Agreement.

1. A quote for service level maintenance for a 3-Year Term.

mailto:michael.howard1@maryland.gov mailto:michael.howard1@maryland.gov mailto:ray.lee@maryland.gov mailto:edwin.winder@maryland.gov mailto:edwin.winder@maryland.gov

5. The Master Contractor shall obtain approval from the agency POC prior to replacing system components.

6. Any equipment that is End of Life (EOL) or End of Support (EOS) must be bid as Best Effort. For this proposal, Best Effort is defined as:

The labor required to troubleshoot, identify and repair/replace affected systems, components or equipment, and materials that are available in the Master Contractor’s inventory, or available in either the primary or secondary market.

FA III – Time and Material Labor:

List Required Time and Material Labor List deliverables

1. MAC (move, add, change) activity for services that are not covered under the Service Level maintenance agreement.

Examples of this activity includes but is not limited to:

Replace broken jacks Relocate phones Changes to end-user voicemail assignments Install and program additional phones System shutdown/turn-up for scheduled building power outages.

Configuration changes to phone system or station equipment If necessary, Open Verizon ticket with necessary information and coordinate with Verizon tech.

Upgrades to the server operating systems

1. A quote for a certified technician per hour labor rate for MACs. The quote should include both a rate for normal hours and one for out of normal business hours.

2. The prices quoted in this Functional Area will be for the period of a 3-Year Term.

Est. Work Start Date:

(mm/dd/yyyy)

01/12/2025 or 01/01/2025

Est. Work End Date:

(mm/dd/yyyy)

01/11/2028 or 12/31/2027

Section 5 – Evaluation Criteria – Technical Proposal The evaluation criteria are based on the most advantageous PO Proposal considering both the technical and financial submissions shall be selected for PO award. In making this selection, price and technical merit have equal weight.

1. The vendor(s) selected must have experience in installing, maintaining, troubleshooting, and repairing the respective equipment listed in this PORFP.

2. Ability to respond to the bid in the specified timeframe.

3. How well the proposal aligns with the State’s listed requirements, for each of the Functional

Areas requested within this PORFP.

4. How well the proposal aligns with the Special Instructions identified within this PORFP.

5. Acknowledgement of the Special Invoicing Instructions identified within this PORFP.

6. Ability to meet the expected delivery dates.

7. Ability to perform some required work outside of normal business hours, as needed. Please confirm that you can meet this requirement.

8. Proximity of vendor offices to the office locations listed above. List all vendor offices that may service the location listed in the PORFP.

9. Quantity of technicians certified on all manufacturers’ equipment installed at each office location. List the names of all technicians certified on the existing systems from each of the above offices. List additional certifications for each technician.

10. Office spares inventory. List all offices that have stock of all the essential inventory parts to restore the system to active service in the event of a catastrophic failure.

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: PBX Maintenance Services Solicitation No: ITFY240101

PORFP: BPM044535

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: ____________________________________________________________

SERVICE LEVEL MAINTENANCE

The standard service levels are defined by the following parameters, measured on a monthly basis for each calendar month or partial calendar month for the period of performance:

Services Standard Enhanced Equipment Maintenance Included Included Software Maintenance Included Included Preventative Maintenance Included Included Service Desk Capabilities Email, Chat, and Toll-free phone Email, Chat, and Toll-free phone

Service Desk Hours 10 hours on State business days only

24 hours per day, 365 days per year

Average Speed of Answer

(ASA)

120 seconds 60 seconds

90th Percentile Speed of Answer 300 seconds 120 seconds First Call Resolution Percentage

50% 50%

Response Time to Site - Catastrophic

4 Hours 2 Hours

Response Time to Site – Major Next Business Day 6 hours Response Time to Site – Minor Next Business Day Next Business Day Mean Time to repair (MTTR) 2 business days 10 hours 90th Percentile MTTR 3 business days 24 hours Status Frequency - Catastrophic

4 Hours 1 Hour

Status Frequency – Major Next Business Day 4 Hour Status Frequency – Minor As needed Daily

Equipment Maintenance - The vendor shall ensure that the equipment remains compatible with the current and future Issuing Agency systems or any third party software used to perform Issuing Agency business functions.

Software Maintenance - The vendor shall ensure the software remains compatible with the current Issuing Agency systems or any third party software used to perform Issuing Agency

PBX Maintenance Services and PBX Time and Material (MAC – Move, Add, Change)

June 1, 2024

Background and Project Scope:

DPSCS is seeking a Master Contractor with expertise providing maintenance services and time & material (MAC – Move, Add, and Change) to phone systems throughout DPSCS.

Definitions:

Contractor (Successful Bidder)

Contact for SOW Questions: Should be procurement officer assigned to this procurement

Tasks and Responsibilities (General and Applicable to entire Contract):

1. Gold Service Level maintenance for the equipment listed on the attached spreadsheet. The maintenance shall include all PBX and peripheral equipment (Voice Mail, software, application and associated servers, etc.)

2. Perform recommended preventive maintenance per manufacturer specifications and per the Gold Level preventative maintenance section.

3. Any equipment that is End of Life (EOL) or End of Support (EOS) must be bid as Best Effort. Best Effort is defined as “the labor required troubleshooting, identifying and repair/replace affected systems, components or equipment, and materials that are available in the Master Contractor’s inventory, or available in either the primary or secondary market.”

4. Provide an update equipment inventory listing for each of the sites in the award. This list must include manufacturer, model number, number of ports and/or licenses, software revision (if applicable) for the PBX and all peripheral equipment.

5. Provide Visio diagrams showing the configuration of the PBX(s). The diagram shall include all networked PBXs (if applicable) and the peripheral equipment that is connected to it/them including vital information such as model number, current revision, point code number, trunk numbers, port numbers, and circuit IDs.

6. A cost for a general business pool technician per hour labor rate for MACs at the locations per the attached spreadsheet. The cost should include both a rate for normal business hours and one for out of normal business hours.

7. A cost for a remote technician per hour labor rate. Remote technician labor can be used to change name display or reset voice mailboxes.

8. Examples of this activity include, but is not limited to:

a. Replace broken jacks

b. Move phones

c. Changes to end-user voicemail assignments

d. Install additional phones

e. System shutdown/turn-up for scheduling building power outages.

f. Configuration changes to phone system or station equipment.

Change Order Request

Customer may request changes in or addition to. Requested changes will be facilitated to the extent feasible.

Required Skill Sets:

• Proof of Insurance and Bonding

• Vendor personnel shall be certified telephone systems technicians specifically trained for working on the installed systems through a program of instruction approved per manufactured before they can work on any hardware or software.

• Vendor must have experience in installing, troubleshooting and repairing respective equipment listed on the attached.

• Ability to perform required work outside of normal business hours as needed.

Assigned Work Location The Services shall be performed at various locations throughout DPSCS (see attached list)