PORFP W00P6601086 PBXIV MCAC NEC 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)

W00P6601086

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”):

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)

01/07/2026 PROPOSAL DUE

DATE and TIME:

01/14/2026 @2:00P

Place of Performance: MCAC 7125 Ambassador Road, Suite #130 Woodlawn, MD 21244

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

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://mdprocurement.freshdesk.com/support/solutions under Vendor Instruction.

Questions Due (Closing) Date and Time:

1/14/26 at 1:00 PM EDT Questions must be submitted in writing with the subject line, “Question for PORFP # W00P6601086

,” 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.

1. Please submit any documents that require a signature with your bid in a word document (software agreement, professional 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:

Heather.Stark@maryland.gov Agency Procurement Specialist Quartermaster Division Maryland State Police 7745 Washington Blvd Jessup, MD 20794

Phone: (410) 379-9079

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.

4. Send invoice to:

Maryland State Police 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: Heather Stark Agency POC Phone Number:

410-379-9079

Agency POC Email Address:

Heather.Stark@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:

Brendan Gill Agency On-site Phone Number:

410-281-2325

Agency On-site Email Address:

brendan.gill@mcac.maryland.gov Agency On-site Fax:

Agency On-site Address: MCAC 7125 Ambassador Road, Suite 130 Woodlawn, MD 21244

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

See Attached

See Attached

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. Encore Software (1) Year Warranty and Maintenance Services per attached PBX IV FA II Attachment, to be included in the price of the equipment.

1. One year

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 See below

List deliverables

1. A quote to:

CT Integration – NEC SV8100-SV9100 (Part# 40-539-033-01)

● Migrate current SV93 to SV91.

● Like for Like on the TDM, add 100 IP users.

● The telephone has 8-line keys, can be upgraded to 16 or 32-line keys

(licenses) for an additional cost.

● These are equipped with the Gigabit license.

● Migrate the DVS from the SV93 Integration & DB to the SV91 Integration

& database.

● The parts listed below are current blades that will be reused.

(1) BE113435 GCD-8LCF / (1) BE113437 GPZ-8LCF / (2) BE113037 GCD-PRTA / (1)

BE119150 GCD-4COTB-A / (1)

BE119153 GPZ-4COTF-A

1. Provide an estimated number of hours required to complete

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

Est. Work Start Date:

(mm/dd/yyyy)

XX/XX/2026

Brendan Gill will set

Est. Work End Date:

(mm/dd/yyyy)

XX/XX/2026

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.

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: Desktop, PBX IV- Telecommunications Equipment and Services Solicitation No: 001B0600162

PORFP: W00P6601086

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:____________________________________________________________