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

Master Contract

Section 1 – General Information PORFP Number: (ADPICS PO Number)

Q00B6600125

PORFP Type:

(Select one category from drop down list)

Fixed Price

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:

Designated Small Business Reserve?(SBR): (Select “Yes” or “No” from drop down list)

Yes

Minority Business Enterprise (MBE) Goal for FA II & III Below (See “PBX IV- Telecommunications Equipment and Services Master

Contract MBE Participation Worksheet”):

0 %

Minority Business Enterprise (VSBE) Goal for FA II & III Below (See “PBX IV- Telecommunications Equipment and Services Master

Contract VSBE Participation Worksheet”):

0 %

PORFP Issue Date: (mm/dd/yyyy) 5/28/2026 PROPOSAL DUE DATE and TIME:

6/17/2026 at 2:00 pm EST

Place of Performance: Police and Correctional Training Center 100 Community Place Crownsville, MD 21032

Special Instructions: LIMITED TO MASTER CONTRACTORS Only Master Contractors that are awarded a contract under the Phone Branch Exchange (PBX) IV Master Contract 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:

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

SITE VISIT

6/9/2026 at 11:00 AM EDT Please notify the Procurement Officer in writing by 6/8/2026 to register to attend.

QUESTIONS DUE (CLOSING) DATE AND TIME:

6/12/2026 at 5:00 PM EDT Questions must be submitted in writing with the subject line, "Question for PORFP # Q00B6600125," and be submitted in writing via e-mail to https://mdprocurement.freshdesk.com/support/solutions

Master Contract 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. All equipment, software and materials are 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 FA I - Equipment.

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's products being presented. 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. All proposed software is virus free.

11. Master Contractors shall furnish all agreements and terms and conditions the Master Contractor expects the State to sign or to be subject to in connection with or in order to use the products or to be provided under this PORFP. This includes physical copies of all agreements referenced and incorporated in primary documents, including but not limited to any software licensing agreement for any software proposed to be licensed to the State (e.g., EULA, Enterprise License Agreements, Professional Service agreement, Master Agreement) and any Acceptable Use Policy (AUP). The State is not bound to an agreement or any terms and conditions not provided in a Master Contractor’s Proposal and no action of the State, including but not limited to the use of any such software, shall be deemed to constitute acceptance of any such agreements or terms and conditions and any such agreement, terms or conditions are void ab initio and unenforceable against the State.

12. Attachment D – This procurement is subject to the requirements of the states Electronic and IT Products Green requirements.

13. Attachment E – This procurement is subject to the requirements of the states Electronic Product Disposal Specification.

14. Exhibit 1 – Floor Plans is provided to give the bidder a floor plan of the work site.

15. Exhibit 2 – Approximate placement is provided to give the bidder an understanding of where the equipment is to be installed.

Security Requirements (if applicable):

Contractor must show a valid ID at the security desk.

Invoicing Instructions: Email invoice to dpscs.accountspayable@maryland.gov with a copy to Isaac.marshall@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 Agency / Division Name: Department of Public Safety and Correctional Services Agency POC Name: Glen Hubbard Agency POC Phone

Number:

443-846-6149

Agency POC Email Address: glent.hubbard@maryland.gov Section 3 – Delivery Address / Work Site POC Information (if different from above)

Agency On-site Contact Name: Isaac Marshall Agency On-site Phone Number:

410-875-3439

Agency On-site Email Address: Isaac.marshall@maryland.gov Agency On-site Address: 6852 4th St

Sykesville, MD 21784 Section 4 – Scope of Work

FA I – Hardware, Associated Peripherals and Software (Provide an itemized list of required equipment and model number/s. If the type of equipment is unknown, describe the required functionality):

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

Quantity mailto:dpscs.accountspayable@maryland.gov mailto:Isaac.marshall@maryland.gov mailto:glent.hubbard@maryland.gov mailto:Isaac.marshall@maryland.gov

See External Document: Attachment A FA I – Equipment

Due Date for Delivery: (mm/dd/yyyy) 06/30/2026

FA II – Manufacturer’s Extended Warranty and Maintenance Services (Provide itemized list of required services and deliverables and include MBE and VSBE goals listed above. MBE and VSBE goals should be calculated only on FA II & III value.)

List Required Maintenance Services List deliverables

See External Document: Attachment B FA II - Warranty

FA III – Time and Material Labor

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

List Required Time and Material Labor List deliverables

See External Document: Attachment C FA III - Installation

Est. Work Start Date: (mm/dd/yyyy) 7/1/2026

Est. Work End Date: (mm/dd/yyyy) 6/30/2029

Section 5 – Evaluation Criteria (Provide a list of evaluation criteria in descending order of importance) Conformance to the requested equipment list and minimum specifications

Price Basis for Award Recommendation

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.

FA I – Hardware, Associated Peripherals, and Software

General Requirements

All equipment proposed shall:

• Be new, unused, and current production models

• Be manufacturer-authorized under the PBX IV Master Contract

• Include all required components, licenses, accessories, and interconnects for full operation

• Be fully interoperable and function as a unified AV-over-IP system

• Be supported by the manufacturer for a minimum of five (5) years

• Include a minimum three (3) year warranty

“Or Equal” Standard Where a manufacturer/model is referenced, proposed alternatives shall:

• Meet or exceed all stated specifications

• Provide equivalent interoperability with AVoIP, Dante audio, and control systems

• Not introduce proprietary limitations requiring additional systems not included

• Be subject to final approval by the State

1. Displays and Mounts

1.1 75” Commercial Displays (Qty: 2)

• Minimum 75” diagonal

• 4K UHD (3840x2160)

• Minimum 400 nits brightness

• Minimum 16/7 duty cycle (24/7 preferred)

• Minimum (2) HDMI inputs

• RS-232 or IP control capability

• Commercial-grade display (not consumer TV)

• Minimum 3-year commercial warranty (onsite preferred)

• VESA compatible

1.2 65” Commercial Displays (Qty: 2)

• Same requirements as 75” displays

• Shall be from the same manufacturer and product series

1.3 Articulating Mounts (Qty: 2)

• Compatible with 75” displays

• Minimum 45° swivel and 10° tilt

• Weight capacity ≥ 125% of display weight

• UL listed

• Wall construction type: Drywall

1.4 Tilt Mounts (Qty: 2)

• Compatible with 65” displays

• Minimum 10° tilt

• UL listed

2. Presentation & AVoIP System

2.1 Wireless Presentation System (Qty: 1)

Reference: Barco ClickShare CX-50 Gen 2 or equal Or Equal Must:

• Minimum 2 simultaneous presenters

• Native wireless sharing (USB-C and HDMI supported)

• Support Windows, macOS, iOS, Android

• Enterprise security (WPA2/WPA3 encryption)

• VLAN capable

• Output resolution minimum 4K

• Maximum latency ≤ 100 ms

• Admin management interface

2.2 AVoIP Core Controller (Qty: 1)

Reference: Extron NAVigator or equal Or Equal Must:

• Support minimum 20 endpoints

• Centralized system management

• Web-based configuration interface

• Multicast AV distribution

3.3 AVoIP Decoders (Qty: 5)

Reference: Extron NAV SD 121 or equal Or Equal Must:

• 4K60 video support

• Latency ≤ 1 frame

• HDCP compliant

• Audio de-embedding capability

• PoE or external power

• Multicast capable

3.4 AVoIP Encoders (Qty: 4)

Reference: Extron NAV E 121 or equal Or Equal Must:

• 4K60 input

• HDMI input

• Audio embedding

• Latency ≤ 1 frame

• HDCP compliant

3.5 AVoIP System Requirements (Applies to All AVoIP Components)

● Visually lossless or equivalent compression

● Multicast distribution required

● Support simultaneous routing to multiple endpoints

● Compatible with 1Gb network infrastructure

4. Control System

4.1 Control Processor (Qty: 1)

● Centralized AV control processor or embedded equivalent

● Capable of controlling:

o Displays o Cameras o AVoIP switching o Audio DSP

● Network-based control

4.2 Touchscreen Control Panels (Qty: 2)

Reference: Extron TouchLink 7” or equal Or Equal Must:

● Minimum 7” touchscreen

● PoE powered

● Compatible with control processor

● Support custom UI programming

4.3 Hardware Video Switcher (Qty: 1)

Reference: Blackmagic ATEM or equal Or Equal Must:

• Minimum 4 HDMI inputs

• Minimum 1 program output

• Support source switching

• Minimum 1080p output

• Streaming and recording capability required

5. Camera System

5.1 PTZ Cameras (Qty: 2)

Reference: AVer TR315 or equal Or Equal Must:

• 4K resolution

• Minimum 10x optical zoom

• Auto-tracking capability

• HDMI and 3G-SDI outputs

• IP control support

• Preset functionality

5.2 PTZ Ceiling Mounts (Qty: 2)

• Compatible with cameras

• Secure mounting

• Cable management

• Ceiling mix of drop tiles and drywall. Mount at ~8’

5.3 PTZ Controller (Qty: 1)

• Joystick-based control

• Control minimum 2 cameras

• Preset recall capability

6. Audio System (Dante-Based)

6.1 Soundbars (Qty: 4)

Reference: Dante-enabled soundbar or equal Or Equal Must:

● Dante audio input

● PoE powered

● Integrated amplification

● Suitable for room coverage o Non-uniform shaped room.

o Lobby 900+ Sqft and main room 1200+ Sqft.

o Target 60-70dB SPL at farthest listener, ~25’ from audio source.

6.2 Digital Signal Processor (Qty: 1)

Reference: Biamp TesiraFORTE or equal Or Equal Must:

● Minimum 8x8 audio channels

● Dante compatibility

● Acoustic Echo Cancellation (AEC)

● Programmable DSP

● Preset recall capability

7. Conference / Voting System

7.1 Discussion Units – With Voting License (Qty: 20)

● Wireless operation

● Integrated microphone and speaker

● Voting capability (Yes / No / Abstain minimum)

● Ability to export both individual and aggregate voting results

● Encrypted communications

● Minimum 8-hour battery life

● Licensing shall be:

o Individually priced per unit o Perpetual unless otherwise specified

7.2 Discussion Units – Standard (Qty: 5)

● Same functionality without voting

● Fully interoperable with licensed units

7.3 Discussion System Access Point (Qty: 1)

● Support minimum 25 units simultaneously

● Dante compatible

● Secure wireless communication

7.4 Audio Recording Engine (Qty: 1)

● Multi-channel audio recording

● Export to standard formats

● Dante compatible

● Minimum 8GB internal storage with expandable storage up to minimum 500GB

7.5 Gooseneck Microphones (Qty: 25)

● Cardioid pickup pattern

● Integrated mute button and LED indicator

7.6 Charging Stations (Qty: 3)

● Compatible with discussion units

● Multi-unit charging capability

8. Infrastructure

8.1 AV Rack (Qty: 1)

● Sized to accommodate all rack-mounted equipment

● Minimum 4 RU spare capacity

● Lockable

● Ventilated

8.2 Managed Network Switch (Qty: 1)

Reference: Netgear AV or equal Or Equal Must:

● Minimum 24 PoE+ ports

● Minimum 1 × 10G uplink

● VLAN and QoS support

● IGMP snooping

● Dante-compatible

● Minimum 500W PoE power budget

8.3 Monitors (Qty: 2)

● 24”–27”

● Minimum 1440p resolution

● HDMI and DisplayPort inputs

9. Power and Electrical Requirements

● All required power supplies, adapters, and injectors shall be included

● All rack-mounted equipment shall include appropriate surge protection and/or power conditioning

● Rack-mounted power distribution units (PDUs) shall be provided

● All PoE-powered devices shall be supported by sufficient switch capacity or injectors

● All required cabling and interconnect components (Cat6A, HDMI, patch cables, connectors) shall be included

● Uninterruptible Power Supply (UPS) capable of running the system at full load for 3 minutes, 20 minutes at half load, and minimum 2000VA.

FA II – Manufacturers Extended Warranty and Maintenance Services

1. Manufacturer Warranty (3 Years)

The Bidder shall provide:

• A firm fixed price for three (3) total years of combined manufacturer warranty and extended warranty coverage for all equipment proposed under FA I Coverage shall include:

• Parts replacement

• Manufacturer-certified repairs

• Technical support

The Bidder shall clearly identify:

• Covered equipment

• Warranty provider (manufacturer or third-party)

• Any exclusions or limitations

2. Televic Service Level Agreement (3 Years)

• A firm fixed price for three (3) years of Televic Service Level Agreement (SLA) The SLA shall include, at minimum:

• Software updates and firmware support

• Technical support access

• System diagnostics and troubleshooting support

• Coverage for all Televic discussion system components

The Bidder shall clearly define:

• Response time

• Support hours (business hours vs 24/7)

• Remote vs onsite support availability

• Escalation procedures

3. Maintenance and Support Services (Up to 3 Years)

The Bidder shall provide 2 options for Maintenance and Support:

• Fully burdened standard business hours, hourly labor rates for each year for:

o Technician support o Engineering/programming support; or

• A fixed-price (flat rate) for a maintenance agreement for up to three (3) years

3.1 Flat Rate Maintenance Requirements

The flat-rate maintenance agreement shall include:

• Troubleshooting and repair services

• Remote (preferred) and/or onsite support

• Labor required for maintenance activities The Bidder shall clearly define:

• What is included vs excluded

• Whether parts are included or billed separately

• Any limits on service calls or hours

3.2 Scope of Maintenance Services

Maintenance services shall apply to:

• All equipment provided under FA I

• All system components required for system operation The Bidder shall clearly define any exclusions.

3.3 Service Level Requirements

The Bidder shall define:

• Response time for service requests

• Availability (business hours vs 24/7)

• Escalation procedures

3.4 Transition from Warranty to Maintenance

The Bidder shall clearly define when maintenance coverage begins.

FA III – Installation, Integration, and Commissioning

1. GENERAL REQUIREMENTS

The Bidder shall provide all labor, materials, programming, configuration, coordination, and testing required to deliver a complete, fully functional, and integrated Audio/Visual (A/V) system.

The system shall support:

• In-person meetings

• Hybrid meetings (e.g., Google Meet or equivalent)

• Presentations from multiple source types

• Recording and livestreaming

• Public and closed session operations

The system shall be delivered as a turnkey solution, fully-operational upon completion and acceptance.

2. SYSTEM FUNCTIONAL REQUIREMENTS

2.1 Conferencing Room

The system shall:

• Display content clearly visible from all seating positions

• Support input from:

- User-provided devices

- Fixed podium connections

- Internal system sources (cameras, virtual meetings)

• Utilize AVoIP architecture for routing and distribution

• Provide simple user controls in the room and advanced controls in the control room

2.2 Display and Presentation System

• Use AVoIP for video transport, routing, and control

• Provide a basic control panel located in:

- The front pillar, near the entryway, or;

- Within the presentation podium

• Provide advanced controls for the system in the designated control room

2.3 Camera System

• Capture all meeting participants and the podium area

• Capture the full commissioner's table and presenter podium when necessary

• Support automatic tracking and manual control

• Provide feeds for display, recording, and livestreaming

• Be able to display the camera feed to any of the planned display systems.

2.4 Audio System

• Provide audio for all presented content and virtual meetings.

• Provide clear speech reinforcement

• Support multimedia playback

• Utilize DSP for:

- Echo cancellation

- Noise reduction

- Feedback suppression

• Operate over Dante or equivalent networked audio

2.5 Delegate System

• Support microphone use for participants and guests

• Support 20 main commission members with voting licenses

• Consist of wired units for the 20 main commission members

• Consist of 5 wireless units, without voting licenses, for podium presentations, guest speakers, and administrative tasks

• Enable voting and meeting management

• Support recording and integration with Televic PLIXUS Audio Engine, installed in either:

- Control room

- Commission room table

• Utilize the Televic CoCon, Confero, or equal software to record votes, meeting agendas, speaking rules, and automations.

2.6 Lobby / Overflow

The system shall allow the Lobby area to:

• Provide overflow viewing

• Operate as a separate zone

• Support immediate shutoff or content replacement for closed sessions

• Utilize 2 - 65” wall mounted televisions, equipped with an AVoIP decoder.

• Provide sound reinforcement through minimal footprint

2.6.1 Closed Sessions

The system shall

• Provide complete control of the lobby audio and video feeds

• Be integrated for audio and video as a separate zone in each system

• Cut off the lobby displays and audio devices through a one step switch indicated as “Open” and “Closed”

2.7 Control Room

The system shall have a control room where the following will be installed:

• Equipment rack

• All managed switches and networking equipment

• All hardware required to support the A/V system

• State-provided workstation

2.8 Livestreaming

• Use Open Broadcaster Software (OBS) on the control room workstation to manage and control livestreaming

• Video streams supplied to the control room workstation via the AVoIP system

• Pass all video through a hardware video switcher

• Utilize 2 monitors in the control room to display the program feed

2.9 Power

• Include all required power supplies, adapters, and injectors

• Include power surge protection on all system components

• Install rack-mounted power distribution units

• Provide an Uninterruptible Power Supply (UPS) capable of running at full load for 3 minutes, with 2000VA minimum

3. NETWORK ARCHITECTURE

The system shall:

• Operate on segmented networks:

- AVoIP VLAN

- Dante VLAN

• Prevent unnecessary network convergence

• Coordinate with State IT for all configurations

4. CENTRALIZED MANAGEMENT

The system shall:

• Be fully manageable from a State-provided workstation

• Allow:

- Configuration

- Monitoring

- Troubleshooting

- Firmware/software updates

• Not require routine physical device access

5. INSTALLATION

The Bidder shall:

• Install all cabling and equipment

• Utilize purple jacketed (or otherwise approved) network cabling for cable runs through walls and overhead spaces

• Conceal cabling where feasible

• Label all cables and components

• Comply with all codes and standards

6. INTEGRATION

The Bidder shall:

• Integrate all systems into a cohesive solution

• Ensure interoperability and functionality

7. TESTING AND COMMISSIONING

• Test all system functions

• Verify performance

• Correct deficiencies prior to acceptance

8. TRAINING

• One on-site training to the Contract Manager during normal business hours

• Operational instruction

• Basic troubleshooting guidance

10. DOCUMENTATION

• As-built diagrams

• System documentation

• Operating instructions

• Warranty documentation

11. CLOSEOUT

• Perform final walkthrough

• Demonstrate full functionality

• Complete acceptance documentation