PBX__PORFP_BWI26026TC__BPM056388_.pdf

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

Master Contract

Section 1 – General Information

PORFP Number:

(ADPICS PO Number)

BWI26026TC (BPM056388)

PORFP Type:

(Select one category from drop down list)

Both

Functional Area/s (FA) for this PORFP:

(Check all that apply)

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 Corporation of America / Forerunner Technologies, Inc.

Designated Small

Business Reserve? (SBR):

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

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)

04/09/2026 PROPOSAL DUE

DATE and TIME:

04/30/2026

10:00:00 AM

Place of Performance: BWI Marshall Airport

Special Instructions:

LIMITED TO MASTER CONTRACTORS

Only Master Contractors that are awarded a contract under the PBX IV Telecommunications Equipment and Service, 001B0600162 are eligible to submit a bid in response to this secondary competition Purchase Order Request for Proposal (PORFP).

1. The winning vendor shall provide an updated equipment inventory listing for each of the sites in the award. The list is to include: Manufacturer, Model #, Number of ports and/or licenses, Software Revision (if applicable) for the PBX and all peripheral equipment. This is due 60 days after award.

2. 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.

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

4. All questions and responses will be submitted in writing (e-mail) to the Agency Point of Contact (POC):

Phoebe Yost Purchasing & Materials Management Section pyost@bwiairport.com

5. The proposals shall be submitted in a format that provides a breakdown cost for each item, identified on a separate line. The

State reserves the right to select any or all the items submitted for award

6. The Proposals should be emailed to the POC with separate technical and financial proposals. Technical proposals should be provided in a Word document, and financial proposals should be provided in an Excel document.

7. The maintenance contract will be effective with the issuance of the Agency’s Purchase Order (PO) to the contractor for the term as specified on the PO.

Security Requirements

(if applicable):

1. Prime contractor and all Subcontractors shall be BWI (Red)

Badged. Training required for all Red badge holders and

Authorized Signers are provided by MAA Security Division.

Invoicing Instructions:

All invoices shall be submitted within 30 days after project acceptance by the MAA. Recurring services shall be billed according to the terms of the Master Contract. Invoicing shall be made 30 days after work is completed and accepted.

1. All invoices shall include the following information:

• Invoice Date

• Invoice Number

• Brief Description and amount due per line and total

• Issuing Purchase order number

2. Invoices submitted without the required information will not be processed for payment until the Contractor provides the required information listed above. All invoices shall be submitted no later than 30 days after receipt of product.

3. All Maintenance shall be invoiced quarterly starting

05/06/2026

4. Send invoice to:

Via Email - maaacctpayable@bwiairport.com and maaacctpayable@bwiairport.com

Via Mail -

Maryland Aviation Administration

Accounts Payable

P.O. Box 8789

BWI Airport, MD 21240-0766 mailto:pyost@bwiairport.com about:blank

Section 2 – Agency Point of Contact (POC) Information

Agency / Division Name: Maryland Aviation Administration (MAA)

Agency POC Name: Phoebe Yost Agency POC

Phone Number:

410-859-7666

Agency POC Email

Address:

pyost@bwiairport.com Agency POC

Fax:

Agency POC Mailing

Address:

Maryland Aviation Administration

PO Box 8766

BWI Airport, MD 21240-0766

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

Agency On-site Contact

Name:

Weryonwon Gongar Agency On-site

Phone Number:

410 859-7239

Agency On-site Email

Address:

wgongar@bwiairport.com

Agency On-site

Fax:

410-859-7000

Agency On-site Address: Maryland Aviation Administration

MAC Building

7005 Aviation Blvd

Glen Burnie, MD 21061

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

Due Date for Delivery:

(mm/dd/yyyy) mm/dd/yyyy

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

Required Service Level maintenance per SOW for one (1)

SV9500 PBX, Seven (7) UG 50, One (1) UM8700 voice mail system, One (1) OW5000, MA 4000 and other peripheral equipment (software, application, and associated servers, etc.).

The Service Level Agreement is for 24 hours per day, 365 days per year.

Catastrophic Incidents:

• The loss of 25% or more of stations providing services to any MAA Life Safety or “mission critical” operational entity.

• The loss of any Life Safety trunking component or functionality. This shall include trunking with CAMA gateways, components that support communications

1. A quote for the maintenance per

SOW from 05/06/2026 –

05/05/2028 with Anne Arundel County Public Safety Answering

Point (PSAP), etc.

• The loss of multiple elements of major redundant systems, sub systems, cards, etc.

Restoration Requirement: In the event that the

Contractor’s monitoring systems notices a catastrophic failure, the Contractor shall notify the MAA by telephone or e-mail. Within one hour, the vendor shall provide a corrective action plan to resolve the failure. The vendor shall restore the system to full operational capabilities in no more than four (4) hours from the time of notification by the MAA or detection by the contractor, whichever occurs first. If after consultation with the MAA, the Contractor determines that corrections to the problem cannot be completed within four hours, the system shall be restored to some functional capabilities until full restoration can be completed. The

Contractor shall notify the MAA in writing, and the parties shall agree on a target date for completion of the corrections. Restoration shall include operability of sub systems, configuration integrity, and functionality.

Major Incidents:

• The loss of 10% or more of stations providing services to any MAA Life Safety or “mission critical” operational entity.

• The loss of a single element of major redundant system, sub system, card, etc.

Restoration Requirement: In the event that the

Contractor’s monitoring systems notice a major failure, the

Contractor shall notify the MAA by telephone or e-mail.

Within two hours, the vendor shall provide a corrective action plan to resolve the failure. The vendor shall restore the system to full operational capabilities in no more than six (6) hours from the time of notification by the MAA or detection by the contractor, whichever occurs first. If after consultation with the MAA, the Contractor determines that corrections to the problem cannot be completed within six hours, the system shall be restored to some functional capabilities until full restoration can be completed. the

Contractor shall notify the MAA in writing, and the parties shall agree on a target date for completion of the corrections. Restoration shall include operability of sub systems, configuration integrity, and functionality.

Minor Incidents:

• Any minor system alarms.

Restoration Requirement: In the event that the

Contractor’s monitoring systems notices a minor failure, the

Contractor shall notify the MAA by telephone or e-mail.

Within twenty-four hours, the contractor shall provide a corrective action plan to resolve the issue. The vendor shall restore the system to full operational capabilities in no more than two (2) days from the time of notification by the MAA or detection by the contractor, whichever occurs first.

Restoration shall include operability of sub systems, configuration integrity, and functionality.

Perform recommended preventive maintenance per manufacturer specifications per PBX IV RFP section 2.2.2, Contractor to provide pricing for Software Assurance for service levels requested per SOW.

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.

NOTE: See attached MAA documents for specific

Service Level Requirements

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

A. MAC (move, add, change) activity for services that are not covered under the Silver Service

Level maintenance agreement.

Examples of this activity include but are 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

• Updates to PS ALI records

• Database updates and adds to MA4000 and other ancillary systems.

• LEC Billing assistance

The prices quoted in this Functional

Area will be for the period as described in bid tabs, at the sole discretion of the State.

1. A quote for 400 hours annually of a certified SV9500 switch engineer as defined in the SOW.

The quote should provide per hour labor rate, per day and per week rates and a per hour rate for out of normal business hours.

2. A quote for 1,000 hours annually of a certified SV9500 technician as defined in the SOW. The quote should provide per hour labor rate, per day and per week rates and a per hour rate for out of normal business hours.

3. A quote for 2,000 hours of a field technician as defined in the

SOW. The quote should provide per hour labor rate, per day and per week rates and a per hour rate for out of normal business hours.

4. A quote for 500 hours for a Data

Entry tech as defined in the

SOW. Quote to include a per hour rate, per day and per week rates for normal business hours only.

Est. Work Start Date:

(mm/dd/yyyy)

05/06/2026

Est. Work End Date:

(mm/dd/yyyy)

05/05/2028

Section 5 – Evaluation Criteria – Technical Proposal

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

The evaluation criteria are based on:

1. How well does the vendor align with MAA SLA/SOW requirements.

2. How well does the proposal meet the mandatory requirements of MAA SLA/SOW.

3. The vendor(s) selected must have experience in installing, maintaining, troubleshooting, and repairing the respective equipment listed in this MAA System Information PORFP spreadsheet and all attached peripheral equipment.

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

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

Functional Areas requested within this PORFP and SOW.

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

SOW.

7. Acknowledgement of the Special Invoicing Instructions identified within this PORFP and

SOW.

8. Ability to meet the expected delivery dates.

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

10. Proximity of vendor offices to the MAA locations in the MAA System Information PORFP spreadsheet. List all vendor offices that shall service the location listed in the PORFP.

11. Quantity of experienced technicians certified on all manufacturers’ equipment installed as specified in SOW and all attached peripheral equipment at each office location. List the names and office location of all technicians certified on the system that live within sixty miles of BWI. List all certifications that each technician has been qualified for along with any expiration dates of said certifications.

12. 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

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.