PORFP_FC0002215_POLY_PHONES.docx

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

Section 1 – General Information

PORFP Number:

(ADPICS PO Number)

FC0002215

PORFP Type:

(Select one category from drop down list) Fixed

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)

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”):

N/A

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)

DATE and TIME:

05/1/2026

1:00 PM

100 Community Place Crownsville, MD 21032

Special Instructions:

LIMITED TO MASTER CONTRACTORS

Only Master Contractors that are awarded a contract under the PBX IV Telecommunications Equipment and Services BPO # 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.

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: https://procurement.maryland.gov/emma-qrgs/ under Vendor Instruction.

Questions Due (Closing) Date and Time:

4/28/2026 at 10:00 AM EST. Questions must be submitted in writing with the subject line, “Question for PORFP # “FC0002215” 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. Charges that are multiple years shall be provided at a per-year price.

2. Purchase new and unused software.

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 POLY. 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. Master Contractors must ensure that the proposed COTS 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. Software must be delivered to:

Maryland Department of Information Technology 100 Community Place Crownsville, MD 21032

Security Requirements (if applicable):

N/A

Invoicing Instructions:

1. Email invoices to: doitfiscal.invoiceservice@maryland.gov.

2. Invoice(s) shall be submitted within 10 days of delivering the equipment and shall include at a minimum the following:

· Name and address of the Agency being billed Reference the States assigned PORFP number.

· Contractor name, mailing address, social security number or Federal Tax ID number, and phone number.

· Reference the States assigned PORFP number.

· Contractor name, mailing address, social security number or Federal Tax ID number, and phone number.

· Date, invoice number, and amount due.

· Signed and dated

1. The Master Contractor must submit proof of delivery including packing slip or delivery confirmation, and equipment serial numbers.

Section 2 – Agency Point of Contact (POC) Information

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

Crownsville, MD 21032

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):

A quote for pricing for per unit pricing:

1. POLY CCX350 Desk Phone

2. POLY Trio C60

A. State will purchase the first 50 B. Option to purchase up to an additional 200 Poly CCX350 for 12 months from date of PO issuance A. State will purchase the first 20 B. Option to purchase up to an additional 50 Poly Trio C60 for 12 months from date of PO issuance

Due Date for Delivery:

(mm/dd/yyyy) Must be delivered by May 15,2026

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

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.)

Est. Work Start Date:

(mm/dd/yyyy) N/A

Est. Work End Date:

(mm/dd/yyyy) N/A

Section 5 – Evaluation Criteria – Technical Proposal (Provide a list of evaluation criteria in descending order of importance)

The evaluation criteria is based on:

1. Price

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.