PORFP W00P4600410 9100 UG BA_Cent_GB_V2 (1).pdf

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

Master Contract

Section 1 – General Information

PORFP Number:

(ADPICS PO Number)

W00P4600410

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: 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”):

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)

09/27/2023 PROPOSAL DUE

DATE and TIME:

10/11/2023

@2:00P

Place of Performance: Three (3) locations throughout the State of Maryland. See

Agency On-site Address section below.

Special Instructions:

ONLY Master Contractors that are awarded a contract under the

PBX IV Telecommunications Equipment and Services Master

Contract, 001B0600162 (NEC) Functional Areas I, II, and III are eligible to submit a Proposal for this secondary competition

Purchase Order

Request for Proposal.

Proposals 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/

Refer to Vendor QRG 4 – eMMA QRG Responding to

Solicitations (IFB)

1. Please submit any documents that require a signature with your bid in a word document (software agreement, professional https://procurement.maryland.gov/emma-qrgs/ service agreement, terms/conditions, etc.). Failure to do so may result in rejection of your bid. (If applicable)

2. Please submit warranty terms with your bid. Failure to do so may result in rejection of your bid. (If applicable)

3. Bids must be received by the procurement officer by the due date in the solicitation. Bids that are not received by the due date will not be accepted.

4. MSRP must be included with all bid(s).

5. You must fill out a no bid form if your firm elects not to bid https://www.google.com/url?client=internal-element-cse&cx=007821330218074952993:oxoporrrqzi&q=https://doit.m aryland.gov/contracts/Documents/catsPlus_torfp_status/J02B940

0034-Vendor-Feedback-Form.docx&sa=U&ved=2ahUKEwi-ur-wzsiBAxXeEVkFHWCDBscQFnoECAYQAQ&usg=AOvVaw1vz54u7Ur uCXjHIWt5eZ95

6. The Master Contractor must provide a Mercury Affidavit http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-

MercuryAffidavit.pdf

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

8. The Department reserves the right to purchase more or less than the specified quantity to the extent limited by funding.

9. Purchase new and unused equipment.

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

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

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

12. 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.

Additional Submission Instructions

1. The winning vendor shall provide an updated equipment inventory listing for the sites in the award. The list is to include: Manufacturer, Model #, Number of ports and/or licenses, Software Revision (if applicable) for the PBX and all peripheral equipment. This is due 60 days after award.

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 item, identified on a separate line, by location.

DIRECT ALL QUESTIONS OR INQUIRES TO:

https://www.google.com/url?client=internal-element-cse&cx=007821330218074952993:oxoporrrqzi&q=https://doit.maryland.gov/contracts/Documents/catsPlus_torfp_status/J02B9400034-Vendor-Feedback-Form.docx&sa=U&ved=2ahUKEwi-ur-wzsiBAxXeEVkFHWCDBscQFnoECAYQAQ&usg=AOvVaw1vz54u7UruCXjHIWt5eZ95 https://www.google.com/url?client=internal-element-cse&cx=007821330218074952993:oxoporrrqzi&q=https://doit.maryland.gov/contracts/Documents/catsPlus_torfp_status/J02B9400034-Vendor-Feedback-Form.docx&sa=U&ved=2ahUKEwi-ur-wzsiBAxXeEVkFHWCDBscQFnoECAYQAQ&usg=AOvVaw1vz54u7UruCXjHIWt5eZ95 https://www.google.com/url?client=internal-element-cse&cx=007821330218074952993:oxoporrrqzi&q=https://doit.maryland.gov/contracts/Documents/catsPlus_torfp_status/J02B9400034-Vendor-Feedback-Form.docx&sa=U&ved=2ahUKEwi-ur-wzsiBAxXeEVkFHWCDBscQFnoECAYQAQ&usg=AOvVaw1vz54u7UruCXjHIWt5eZ95 https://www.google.com/url?client=internal-element-cse&cx=007821330218074952993:oxoporrrqzi&q=https://doit.maryland.gov/contracts/Documents/catsPlus_torfp_status/J02B9400034-Vendor-Feedback-Form.docx&sa=U&ved=2ahUKEwi-ur-wzsiBAxXeEVkFHWCDBscQFnoECAYQAQ&usg=AOvVaw1vz54u7UruCXjHIWt5eZ95 https://www.google.com/url?client=internal-element-cse&cx=007821330218074952993:oxoporrrqzi&q=https://doit.maryland.gov/contracts/Documents/catsPlus_torfp_status/J02B9400034-Vendor-Feedback-Form.docx&sa=U&ved=2ahUKEwi-ur-wzsiBAxXeEVkFHWCDBscQFnoECAYQAQ&usg=AOvVaw1vz54u7UruCXjHIWt5eZ95 https://www.google.com/url?client=internal-element-cse&cx=007821330218074952993:oxoporrrqzi&q=https://doit.maryland.gov/contracts/Documents/catsPlus_torfp_status/J02B9400034-Vendor-Feedback-Form.docx&sa=U&ved=2ahUKEwi-ur-wzsiBAxXeEVkFHWCDBscQFnoECAYQAQ&usg=AOvVaw1vz54u7UruCXjHIWt5eZ95 http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf http://procurement.maryland.gov/wp-content/uploads/sites/12/2018/04/Attachment-K-MercuryAffidavit.pdf

Gregory.chason@maryland.gov

Agency Procurement Specialist

Quartermaster Division

Maryland State Police

7745 Washington Blvd

Jessup, MD 20794

Phone: (410) 379-9410

4. Equipment must be delivered to:

Each respective MD State Police Site for upgrade.

Security Requirements

(if applicable):

Contractor must have a valid ID, sign-in at the front desk and conform to the security requirements set forth at each State

Police facility. Contractor must adhere to any State of Maryland

Covid-19 restrictions implemented per site.

Invoicing Instructions:

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

2. 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.

3. Send invoice to:

Maryland State Police

Attn: Tom Bonin

1201 Reisterstown Road

Pikesville, MD 21208

Section 2 – Agency Point of Contact (POC) Information

Agency / Division Name: Maryland State Police, Quartermaster Division

Agency POC Name: Gregory Chason Agency POC

Phone

Number:

410-379-9410

Agency POC Email

Address:

gregory.chason@maryland.gov

Agency POC

Fax:

410-799-0076

Agency POC Mailing

Address:

Maryland State Police

Quartermaster Division

7745 Washington Blvd

Jessup, MD 20794

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

Agency On-site Contact

Name:

Thomas Bonin Agency On-site Phone

Number:

410-653-4301

Agency On-site Email

Address:

Thomas.Bonin@maryland.gov Agency On-site Fax:

Agency On-site Address: Maryland State Police

1401 BelAir Road

BelAir, MD 21014

Glen Burnie Barrack

6800 Aviation Blvd.

Glen Burnie, MD 21061

Centreville Barrack

311 Safety Drive

Centreville, MD 21617

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 the migration to three (3) NEC Univerge

SV9100 from three (3) existing SV8300 system, see the attached System Reports. Incorporate any hardware or licenses from SV8300 to SV9100 systems that the manufacture offers. The system should include the addition of one (1) PRI card, contain a 10-minute internal battery backup. The system will be installed on a single day with minimal down time. Additional preparation and cleanup days are acceptable.

Reuse the following Blades:

One (1) 8 Port CO Trunk Blade

One (1) 16 Port Digital Station Blade

One (1) 16 Port Analog Station Blade

One (1) Paging Adapter - PGD

2. One (1) SV9100 HW Migration License

3. One (1) Rack Mount Kit

4. One (1) Internal Battery Kit

5. Fifty (50) SV91 Resource Licenses

6. Thirty-five (35) Essential User Licenses

7. Sixty-Eight (68) Productivity Licenses

8. Four (4) SV9100 Networking Licenses for K-CCIS

9. One (1) ISDN PRI Blade

10. Thirty-five (35) ITK-24CG-1(BK) IP Telephones

11. Fifteen (15) DTK-24D-1(BK) Digital Telephones

12. Four (4) ADA Adapters for recording interface

13. Three (3) Desi Packages for Phones (PKG 25)

14. Two (2) Years of Software Assurance for the SV9100 priced as a separate line item.

15. Provide all necessary equipment and cabling for systems to be fully functional.

1. One (1) SV9100E

Productivity Package including:

- SV9100 CPU

- Chassis

- InMail

- 6 SIP Trunk Lic.

- 24 Resource Lic.

- 12 Productivity Lic.

- VoIP Board

2. One (1)

3. One (1)

4. One (1)

5. Fifty (50)

6. Thirty-five (35)

7. Sixty-Eight (68)

8. Four (4)

9. One (1)

10. Thirty-five (35)

11. Fifteen (15)

12. Four (4)

13. Three (3)

14. Two (2)

Due Date for Delivery:

(mm/dd/yyyy)

N/A

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. Two (2) Year Warranty and Maintenance Services per attached PBX IV FA II Attachment, to be included in the price of the equipment.

1. Two years

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. A quote to:

● Provide Project Manager/POC to the agency.

● Migrate three (3) existing NEC Univerge SV8300 systems for BelAir, Centreville, and Glen Burnie

Barrack’s, System Check and Reports attached. The migration should be with minimal down time, each to be scheduled independently.

● Confirm existing features are operation after install:

a. Test CCIS links and call routing.

b. Test telephones.

c. Test software to InMail Voicemail system to include auto attendant and voicemail trees.

d. Test analog devices attached to the system.

e. Test paging system.

● Provide service manual.

● 30 Day Acceptance after cutover.

1. A quote for hourly rate to complete the design, configuration, installation and programming of the

SV9100 migration from the existing SV8300 system.

2. Provide an estimated number of hours required to complete the design, configuration and installation of the SV9100, InMail, K-CCIS, and configuration of the MSP

WAN.

3. Brief description of the tasks quoted with estimated time for each task.

Est. Work Start Date:

(mm/dd/yyyy)

XX/XX/2023

Est. Work End Date:

(mm/dd/yyyy)

XX/XX/2023

Section 5 – Evaluation Criteria – Technical Proposal

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

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

1. The vendor(s) selected must have experience in installing, maintaining, troubleshooting, and repairing the respective equipment listed in this PORFP; including the knowledge and experience installing, maintaining and troubleshooting the proprietary CCIS network between

MDSP sites.

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

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

Areas requested within this PORFP.

4. Acknowledgement of the Special Invoicing Instructions identified within this PORFP.

5. Quantity of technicians certified on the equipment installed at locations specified in the

PORFP. List the names and locations of all technicians certified on the proposed system(s) that will install and/or service the systems. List additional certifications that may be relevant to these systems for each technician.

6. Ability to meet the expected delivery dates.

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

8. 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.

9. Must be able to meet all PBX IV Master Contract Service level requirements for the

Department of Maryland State Police which is attached, Appendix A, especially response times for service calls during warranty period.

Basis for Award Recommendation

Evaluation criteria for the award will be established at the PORFP level. The agency POC will recommend the 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.