PORFP-PBXIV -Revised2 - NEC_Legacy_PBX_Removal_Services - OTHS-OTHS-26-039-S.pdf

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

Master Contract

Section 1 – General Information PORFP Number: OTHS/OTHS-26-039-S (ADPICS PO Number) PORFP Type: Fixed Price

(Select one category from drop down list) Functional Area/s (FA) for this PORFP:

FA I (Hardware, Associated Peripherals and Software) FA II (Manufacturer’s Extended Warranty and Maintenance

Services) (Check all that apply) Manufacturer Name:

FA III (Time and Material Labor)

NEC

Designated Small Business

No

Reserve?(SBR):

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

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)

10/21/2025 PROPOSAL DUE

DATE and TIME:

10/30/2025

Place of Performance: Maryland Department of Human Services (DHS)/OTHS (Fifteen (15) Locations) - See Scope of Work

Special Instructions:

1. The contractor shall provide an itemized quote for services at each of the 15 locations listed in the Scope of Work.

2. The State reserves the right to adjust the scope (e.g., reduce number of locations) and negotiate pricing accordingly.

3 . The State reserves the right to select any or all site services 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 . Equipment must be delivered to:

N/A

PBX IV- Telecommunications Equipment and Services

Master Contract

Security Requirements (if applicable):

Invoicing Instructions:

Contractor must show a valid ID at the security desk.

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

. 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 or Service.

. Email invoice to:

OTHS.EPMO@Maryland.gov or send to this link:

https://tinyurl.com/MDDHSInvoice

Section 2 – Agency Point of Contact (POC) Information Agency / Division Name: Maryland Dept. of Human Services (DHS) - OTHS Agency POC Name: Samanta Clarke Agency POC

Phone 410-767-7365

Number:

Agency POC Email Address:

Samanta.clarke@maryland.gov Agency POC Fax:

Agency POC Mailing Address:

25 South Charles Street Baltimore, MD 21201

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

Agency On-site Contact Name:

Lou Cammarata Agency On-site Phone Number:

410-767-7610

Agency On-site Email Address:

Lou.cammarata@maryland.gov Agency On-site Fax:

410-333-0029

Agency On-site Address: 25 South Charles Street Baltimore, MD 21201

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 Enter product name, Enter product description and/or model number

Quantity

Enter Quantity i.e. Alphanumeric (numeric)

A. Agency is requesting a quote for:

Master Contract

1 . 1.

. 2

5 .

5.

6.

7.

8 .

Due Date for Delivery:

(mm/dd/yyyy)

05/31/2026

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

Enter a detailed description of the required manufacturer's extended warranty and maintenance services to be purchased. Add or delete bullets as appropriate.

Describe the quote and length of the manufacturer's warranty and/or maintenance services. Add or delete bullets as appropriate.

Manufacturer's Extended Warranty: Manufacturer's Extended Warranty:

1 .

Maintenance: Specify the terms and conditions for maintenance service:

Maintenance:

Example: A quote for hourly rate or flat rate (# of months) Month maintenance with the option to renew for (# of months), at the sole discretion of the State.

request for per hour rate maintenance coverage hours (business hours, 24 hours, etc)

• days of maintenance coverage (Monday - Friday, 7 days a week)

Master Contract

• response times for normal, minor, major and catastrophic.

software assurance terms for support of end-of-life-equipment add/delete bullets

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

Enter a detailed description of the required installation of equipment specified in FA I or maintenance services.

Describe any required deliverables associated with the Time and Material Labor for installation of equipment specified in FA I or not covered by FA II.

A. A quote for:

1 . A quote for a fixed rate per site.

• Disassembly, removal, and responsible disposal of NEC legacy PBX systems and associated telecommunications equipment from 15 DHS locations across Maryland.

2 . Provide an estimated number of hours per site

Includes all associated hardware: CSUs, racks, cabling, batteries, NEC NEAX 2400 IPX units, electrical whips, and 25-pair switch tails.

3 . Timeline for disassembly and removal per site.

All work must be done professionally, with proper handling of hazardous materials (e.g., 12v batteries).

Est. Work Start Date:

(mm/dd/yyyy)

Enter Start Date 12/03/2025

Est. Work End Date:

(mm/dd/yyyy)

Enter End Date 05/31/2026

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

Master Contract

1 . Demonstrated experience in decommissioning NEC legacy PBX systems.

2 . Ability to safely remove and responsibly dispose of telecommunications equipment, batteries, and related materials.

. Price 3

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.