PORFP J05P7600020 - BPM059532 IVR MAINTENANCE.pdf

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

Master Contract

Section 1 – General Information PORFP Number:

(ADPICS PO Number)

J05P7600020 / eMMA#BPM059532

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: MS Technologies

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)

10/28/2026 PROPOSAL DUE

DATE and TIME:

11/12/26 @ 9:00am ET

Place of Performance: MTA sites throughout the State of Maryland; See attached spreadsheet

Special Instructions:

LIMITED TO MASTER CONTRACTORS

Only Master Contractors that are awarded a contract under the PBX IV Telecommunications Equipment and Services, 001B0600162, are eligible to submit a 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.

PROPOSAL SUBMISSION INSTRUCTIONS

Purchase Order Request for Proposal (PORFP) responses will be accepted through e-mail to the Agency Point of Contact listed in Section 2.

1. All proposals must be password protected by the offeror prior to submission.

2. Offerors must e-mail the password-protected proposal to the Agency Point of Contact listed in Section 2.

3. DO NOT SEND PASSWORDS WITH PROPOSAL

E-MAIL.

4. The password must be e-mailed separately from the proposal after the proposal due date.

5. A Public Bid Opening will be held on 11/12/2026 @ 11:00am ET. Passwords for proposals should be sent to the Agency Point of Contact / Procurement Officer at least 1 hour prior to Public Bid Opening.

6. Call-in information for Public Bid Opening: Phone number: 667-262-2962 Call-in ID: 101 648 717#

Questions Due (Closing) Date and Time:

11/02/2026 at 5:00 PM EDT Questions must be submitted in writing with the subject line, "Question for PORFP # J05P76200020," 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. A Public Notice has been posted to eMMA, Project ID is

BPM059532

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

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

4. 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

5. 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.

6. 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 IVR. This is due 60 days after award.

7. The winning vendor shall provide Visio diagrams, showing the configuration of the IVR. The diagram shall include IVR and the peripheral equipment that is connected to it (them) including vital information such as: Model Number, Current Revision, and Point Code Number, trunk Numbers, port numbers, and circuit IDs. All diagrams are due 3 months after award.

8. IVR upgrades and additions shall include capabilities for 25% growth for management and administrative functions, IVR ports, system networking as well as other requirements of this solicitation.

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

10. 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.

11. 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.

12. The Master Contractor must include a screenshot of the

Manufacturer's Suggested Retail Price (MSRP) with the Proposal.

13. Master Contractors must ensure that the proposed software is virus-free.

14. 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.

15. Please allow for pricing provided in response to this PORFP to be valid for at least 90 days after the set due date above.

16. The Master Contractor shall not impose a restocking fee if an item is returned due to damage or incorrect product shipped.

17. 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.

18. Proposals 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.

19. A "No Bid" form must be completed and submitted by the bid due date and time if your firm elects not to bid.

20. Software-as-a-Service (SaaS) Products and contracts are subject to the Additional Terms and Conditions specified in Attachment Y - Data Use Agreement.

Security Requirements (if applicable):

1. Contractor must contact the Agency’s On-site contact before delivery of equipment or performing maintenance services.

2. Contractor must wear valid State ID while on-site.

3. The winning vendor shall comply with and adhere to Maryland State Information Technology Security Policies, Standards and Requirements as stated in the PBXIV Master Contract.

Invoicing Instructions:

Send invoice to:

Maryland Transit Administration Accounts Payable 6 Saint Paul St., 8th FL Baltimore, MD 21202

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.

Invoices submitted without the required information will not be processed for payment until the Contractor provides the required information listed above.

Section 2 – Agency Point of Contact (POC) Information Agency / Division Name: Maryland Transit Administration (MTA), Office of Procurement

Agency POC Name: Akia Wheeler Agency POC

Phone Number:

410-856-5501

Agency POC Email Address:

Awheeler3@mdot.maryland .gov2

Agency POC Fax:

Agency POC Mailing Address:

MTA, 6 St. Paul Street., 7th Floor, Baltimore, Md. 21202

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

Martina Commander Agency On-site Phone Number:

410-767-0764

Agency On-site Email Address:

mcommander@mdot.maryl and.gov

Agency On-site Fax:

410-333-0773

Agency On-site Address: 1515 Washington Blvd., Bldg. #1, Baltimore, MD 21230

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

1. A quote for Software Assurance on Manufactured supported equipment as specified on attached spreadsheet.

1. The prices quoted in this Functional Area will be for the period of February 23, 2027 through December 31, 2030.

Due Date for Delivery:

(mm/dd/yyyy)

2/23/2027

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

Maintenance for IVRs and peripheral equipment (Software, application, and associated servers, etc.).

(see attached spreadsheet)

The IVR integrates to the SV9500 PBX communications servers.

The prices quoted in this functional area will be for the period of February 23, 2027, through December 31, 2030, per attached spreadsheet.

mailto:Awheeler3@mdot.maryland.gov mailto:Awheeler3@mdot.maryland.gov mailto:mcommander@mdot.maryland.gov mailto:mcommander@mdot.maryland.gov

Provide continuous system and/or maintenance coverage provided on a monthly fixed fee basis for equipment and services.

Provide technical support, including, but not limited to, troubleshooting, help desk, hardware, network, and vendor-provided third-party software-related services

Provide an emergency call procedure to accommodate emergency maintenance.

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

A. IVR (Interactive Voice Response) System- MAC

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

Examples of this activity includes but is not limited to:

• System shutdown/turn-up for scheduled building power outages.

• Configuration changes to IVR Software or equipment.

• Scheduled maintenance excluding preventative

• Out-of-hours IVR programming changes

• Change of end-user access

• Installation of additional IVR features

• Installation and repair of IVR equipment

• Ongoing enhancements/modifications to the system as technology, hardware, and/or software become End-of-Life (EOL)

B. End-user training to be provided by the

Contractor to Agency personnel identified by the Agency Telecommunications Coordinator/Project Manager.

• Contractor will provide end-user training documentation.

• Contractor will provide System Administrator

Training (agency designated employees) on the applicable equipment and software.

• Contractor will provide System Administrator documentation.

• The Agency Telecommunications Coordinator/Project Manager will schedule all training sessions with the Contractor.

A quote for assuming MS Technologies Corporation services.

The prices quoted will be for the period of February 23, 2027, through December 31, 2030.

Est. Work Start Date:

(mm/dd/yyyy)

2/23/2027

Est. Work End Date:

(mm/dd/yyyy)

12/31/2030

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

The evaluation criteria is based on the most advantageous PO Proposal considering both the technical and financial submissions shall be selected for PO award. In making this selection, technical merit has greater weight.

1. Proposal must demonstrate understanding and availability to fulfill requirements in Function

Areas I, II, and III.

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

Areas requested within the PORFP.

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

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

5. 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.

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

7. 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.

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 IV Telecommunications Equipment and Services Solicitation No: 001B0600162

PORFP: J05P7600020

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:____________________________________________________________