PORFP_DJS_Phone_Migration.pdf

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

Master Contract

Section 1 – General Information

PORFP Number:

(ADPICS PO Number)

V00P5600599 / BPM049010

PORFP Type:

(Select one category from drop down list)

Fixed Price, Time & Material

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

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”):

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)

04/25/2025 PROPOSAL DUE

DATE and TIME:

05/05/2025

2:00 PM

Place of Performance:

Department Juvenile Services Locations

Cheltenham

11003 Frank Tippett Rd, MD 20623

Bel Air

2 S. Bond St, Bel Air MD 21014

Glen Burnie

7500 Ritchie Hwy, Ste 306, Glen Burnie 21061

Leonardtown

23110 Leonard Hall Drive, Leonardtown MD, 26050

Salisbury

201 Baptist Street. Suite 21. Salisbury, MD 21801

Westminster

101.N Court St, Westminster, MD 21157

Elkton

106 E Main St #102, Elkton, MD 21921

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). A current Master Contractor under the named contract may submit an LOA with their bid to be considered for the award.

ID 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: https://procurement.maryland.gov/emma-qrgs/

Questions Due (Closing) Date and Time:

04/30/2025 at 5:00 PM EDT

Questions must be submitted in writing with the subject line, “Question for PORFP # V00P5600599”, and be submitted in writing via e-mail to the Procurement Officer 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.

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. Master Contractors must provide the estimated ship date/lead time for each item listed in the PORFP.

https://procurement.maryland.gov/emma-qrgs/

5. The Master Contractor must provide the estimated ship date/lead time for each item listed in the PORFP

6. Please allow proposals/quotes provided in response to this

PORFP to be valid for at least 90 days after the set due date above.

7. The Master Contractor must be an authorized reseller for

NEC. The state reserves the right to request a Letter of

Authorization (LOA) from the Manufacturer or Distributor.

8. The Master Contractor must include a screenshot of the

Manufacturer’s Suggested Retail Price (MSRP) with the bid.

Security Requirements

(if applicable):

Contractors must sign-in at the security office/desk at each DJS facility and must display their ID at all times.

Invoicing Instructions:

Send to: Department of Juvenile Services, Accounts Payable

Suite 2000, 217 E. Redwood St., Baltimore, Maryland 21202 or email to djs.hqap@maryland.gov (email preferred)

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 djs.hqap@maryland.gov%20 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 Juvenile Services

Agency POC Name: Carlos Fulgencio Agency POC

Phone

Number:

410-230-3227

Agency POC Email

Address:

Carlos.fulgencio1@maryland.g ov

Agency POC

Fax:

410.230.3212

Agency POC Mailing

Address:

Department of Juvenile Services

217 E. Redwood Street

Baltimore, MD 21202

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

Agency On-site Contact

Name:

David Ordanza Agency On-site Phone

Number:

443.794.8556

Agency On-site Email

Address:

David.Ordanza@maryland.gov Agency On-site Fax:

NA

Agency On-site Address: Department of Juvenile Services

217 E. Redwood Street

Suite 1400

Baltimore, MD 21202

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

Part # | Model # Product Description Qty.

Manufacturer Configuration ID

NEC

BE120882

(Please see Bid Form Appendix A for price by location)

ITK-8LCX-2(BK)TEL 12

NEC

Q24-UW000000107956

(Please see Bid Form Appendix A for price by location)

SV93 BASIC USER-1 LIC 18

mailto:Carlos.fulgencio1@maryland.gov mailto:Carlos.fulgencio1@maryland.gov

NEC

BE119540

(Please see Bid Form Appendix A for price by location)

TEL GIGABIT ETHERNET LIC 12

NEC

Q24-DN000000119323

(Please see Bid Form Appendix A for price by location)

SV9X UM-VM ONLY

SUBSCRIBER (1)

NEC

Q24-UW000000107832

(Please see Bid Form Appendix A for price by location)

SV93 SIP REMOTE (64) PLUS

PKG

NEC

BE119150

(Please see Bid Form Appendix A for price by location)

GCD-4COTB-A 6

NEC

BE114022

(Please see Bid Form Appendix A for price by location)

SV93 REMOTE UNIT 1 LIC 6

NEC

Q24 DN0000000117327

(Please see Bid Form Appendix A for price by location)

6 MOD RJ61’S TO 25 PR

PIGTAIL

NEC

BE11507

(Please see Bid Form Appendix A for price by location)

SWA PSA SV9300 UNIT (24

MONTHS)

NEC

Q24-DN000000106630

(Please see Bid Form Appendix A for price by location)

SWA PSA UM UNIT (24

MONTHS)

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. NA 1. NA

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

1. Installation / Labors – See Bid Form Appendix B for more details and Scope of Work (SOW)

1. See Bid Form Appendix B

Est. Work End Date:

(mm/dd/yyyy)

06/30/2025

Section 5 – Evaluation Criteria – Technical Proposal

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

1. The PO award will be based on the most advantageous to the State, considering both technical and financial submissions, with greater weight on technical merit.

2. Ability to perform some required work outside of normal business hours, as needed.

Please confirm that you can meet this requirement.

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

4. Provide the number of technicians certified on all installed manufacturers' equipment at each office. Include their names, certifications on existing systems, and any additional certifications.

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

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

7. The proposal's alignment with the State's requirements for each requested Functional

Area within the PORFP.

8. The proposal's alignment and acknowledgement with the Special Instructions identified in the PORFP.

9. Ability to meet the expected delivery dates.

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

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.