RFP__V-HQ-25033-CSE_Mobile_Service_Unit.pdf

STATE OF MARYLAND

MOTOR VEHICLE ADMINISTRATION

(MVA), GLEN BURNIE

REQUEST FOR PROPOSALS (RFP)

MOBILE SERVICE UNIT

RFP NUMBER: V-HQ-25089-CSE

ISSUE DATE: APRIL 23, 2025

NOTICE

A Prospective Offeror that has received this document from a source other than eMarylandMarketplace

(eMMA) https://procurement.maryland.gov should register on Emma https://emma.maryland.gov/

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

https://emma.maryland.gov/

Mobile Service Unit Solicitation #: V-HQ-25089-CSE RFP Document

RFP for Motor Vehicle Administration Page ii of 85

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 email or fax this completed form to the attention of the Procurement Officer (see Key Information Summary Sheet below for contact information).

Title: Mobile Service Unit Solicitation No: V-HQ-25089-CSE

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)

� Time allotted for completion of the Proposal is insufficient

� Start-up time is insufficient

� Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

� Proposal requirements (other than specifications) are unreasonable or too risky (Explain in REMARKS section)

� MBE or VSBE requirements (Explain in REMARKS section)

� Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

� Payment schedule too slow

� 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. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

RFP for Motor Vehicle Administration Page iii of 85

STATE OF MARYLAND

MOTOR VEHICLE ADMINISTRATION (MVA)

KEY INFORMATION SUMMARY SHEET

Request for Proposals Equipment – Mobile Service Unit

Solicitation Number: V-HQ-25089-CSE

RFP Issue Date: April 23, 2025

RFP Issuing Office: Motor Vehicle Administration (MVA)

Procurement Officer: Ms. Lee S. Sanchez 6601 Ritchie Highway, Building A, Glen Burnie, Maryland 21062 e-mail:

Office Phone:

lsanchez@mdot.maryland.gov 410.768.7184

Proposals are to be sent to: Procurement Officer at lsanchez@mdot.maryland.gov

No Bid/Proposal Notice Feedback Form

If you are not submitting a proposal for this solicitation, submit Feedback Form on page ii, with your reasons why.

Pre-Proposal Conference: May 1, 2025, Thursday at 10:00 am (ET) via Microsoft Teams See Section 4.1 for additional details.

See Attachment A for instructions.

Questions Due Date and Time May 5, 2025, Monday at 12:00 Noon (ET) All questions must be submitted via email to the Procurement Officer referenced above.

VIRTUAL Mandatory Presentation/Demonstration Date /Time

Monday and Thursday, May 19 and May 22, 2025 Time: TBD (ET)

Technical Proposal Due (Closing) Date and Time:

June 2, 2025, Monday at 12:00 Noon (ET) Offerors are reminded that a completed Feedback Form is requested if a no-proposal decision is made (see page ii)

MBE Subcontracting Goal: _29 % Total MBE Participation Goal with no subgoals:

VSBE Subcontracting Goal: 3 % Veteran-Owned Small Business Enterprise goal

Procurement Method: A Contract will be awarded in accordance with the Competitive Sealed Proposals method under COMAR 21.05.03.

Multiple or Alternate Proposals

Multiple or alternate proposal will not be accepted

Contract Type: Firm Fixed Price mailto:lsanchez@mdot.maryland.gov mailto:lsanchez@mdot.maryland.gov

RFP for Motor Vehicle Administration Page iv of 85

Contract Duration: The estimated period of performance for this effort, barring excusable delays, is 365 calendar days after Notice to Proceed (NTP)

Primary Place of Performance:

Motor Vehicle Administration 6601 Ritchie Highway, N. E.

Glen Burnie, Maryland 21062

SBR Designation No

Federal Funding: No

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TABLE OF CONTENTS – RFP

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

1.2 Offeror’s Personnel

1.3 Contractor’s Capability

1.4 Mandatory Presentation/Demonstration

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background, Purpose, and Goals

2.3 Responsibilities, Tasks and General System Requirements ..................................................... m6

2.4 Deliverables

2.5 Optional Features or Services, Future Work

2.6 Service Level Agreement (SLA)

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 Invoicing

3.3 Liquidated Damages

3.4 Problem Escalation Procedure

3.5 Experience and Personnel

3.6 Substitution of Personnel

3.7 Minority Business Enterprise (MBE) Reports

3.8 Veteran Small Business Enterprise (VSBE) Reports

3.9 Work Orders

3.10 Green Purchasing

3.11 Insurance Requirements

4 Procurement Instructions

4.1 Pre-Proposal Conference

4.2 eMaryland Marketplace Advantage (eMMA)

4.3 Questions

4.4 Procurement Method

4.5 Proposal Due (Closing) Date and Time

4.6 Multiple or Alternate Proposals

4.7 Economy of Preparation

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4.8 Public Information Act Notice

4.9 Award Basis

4.10 Oral Presentation

4.11 Duration of Proposal

4.12 Revisions to the RFP

4.13 Cancellations

4.14 Incurred Expenses

4.15 Protest/Disputes

4.16 Offeror Responsibilities

4.17 Acceptance of Terms and Conditions

4.18 Proposal Affidavit

4.19 Contract Affidavit

4.20 Compliance with Laws/Arrearages

4.21 Verification of Registration and Tax Payment

4.22 False Statements

4.23 Payments by Electronic Funds Transfer

4.24 Prompt Payment Policy

4.25 Electronic Procurements Authorized

4.26 MBE Participation Goal

4.27 VSBE Goal

4.28 Living Wage Requirements

4.29 Federal Funding Acknowledgement

4.30 Conflict of Interest Affidavit and Disclosure

4.31 Non-Disclosure Agreement

4.32 HIPAA - Business Associate Agreement

4.33 Nonvisual Access

4.34 Mercury and Products That Contain Mercury

4.35 Location of the Performance of Services Disclosure

4.36 Department of Human Services (DHS) Hiring Agreement

4.37 Small Business Reserve (SBR) Procurement

4.38 Bonds

4.39 Maryland Healthy Working Families Act Requirements

5 Proposal Format

5.1 Two Part Submission

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5.2 Proposal Delivery and Packaging

5.3 Volume I - Technical Proposal

5.4 Volume II – Financial Proposal

6 Evaluation and Selection Process

6.1 Evaluation Committee

6.2 Technical Proposal Evaluation Criteria

6.3 Financial Proposal Evaluation Criteria

6.4 Past Performance Evaluation Criteria

6.5 Reciprocal Preference

6.6 Selection Procedures

6.7 Documents Required upon Notice of Recommendation for Contract Award

7 RFP ATTACHMENTS, APPENDICES, AND EXHIBITS

Attachment A. Pre-Proposal Conference Response Form

Attachment B. Financial Proposal Instructions & Form

Attachment C. Proposal Affidavit

Attachment D. Minority Business Enterprise (MBE) Forms A, B, C, D, E

Attachment E. Veteran-Owned Small Business Enterprise (VSBE) Forms

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment G. Federal Funds Attachments

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment I. Non-Disclosure Agreement (Contractor)

Attachment J. HIPAA Business Associate Agreement

Attachment K. Mercury Affidavit

Attachment L. Location of the Performance of Services Disclosure

Attachment M. Sample Contract

Attachment N. Contract Affidavit

Attachment O. DHS Hiring Agreement

Appendix 1. – Abbreviations and Definitions

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Appendix 2. – Offeror Information Sheet

Appendix 3. – Proposal Bond

Appendix 4. – Performance Bond

Appendix 5. – Payment Bond

Exhibit A – MBE, VSBE, and SBR Reearch Factors

Exhibit B – Firm Experience Form

Exhibit C – Key Personnel Form

Exhibit D – Company Profile Form

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1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

The Offeror must document in its Proposal that it satisfies the following Minimum Qualifications:

1.1.1 As part of the determination to be considered reasonably susceptible of being selected for award, the Offeror must document in its Proposal that it has completed work of similar size and scope as described in this RFP, within the last ten (10) years.

A minimum of three (3) projects shall be included on the Firm Experience Form. This includes dates of the service provided, type of customized/retrofitted vehicle, reachable phone numbers, and current email addresses.

1.1.2 The Offeror is to be authorized and certified by the manufacturer to fabricate, configure, and/or built/customize mobile service unit/vehicle meeting the specification specified in this RFP.

1.1.3 The manufacturer must have a minimum of five (5) years prior assembly, maintenance, and technical support experience within the United States. The unit manufacturer and/or manufacturer(s) of the equipment specified within this RFP shall employ a staff based within the United States directly responsible for providing after-the-sale technical support. The Unit shall include all standard equipment, whether or not specifically called for herein, including the manufacturer’s standard warranties as a minimum.

1.1.4 To demonstrate compliance with this requirement, the Offeror must submit three (3) references from the past five (5) years. These references should collectively verify the Offeror's experience in providing customized mobile service units or vehicles.

1.2 Offeror’s Key Personnel

The Offeror is to provide a full-time Project Manager (PM) who will serve as the primary point of contact for the MVA on a day-to-day basis. The PM will be responsible for managing the project from inception to completion.

The PM must be a direct employee of the Offeror firm and is required to organize and coordinate the team's activities to retrofit or customize the solution.

The Offeror is to complete the Key Personnel form for the PM and or any appropriate personnel utilized to accomplish the project. Key Personnel are required to demonstrate relevant project experience over a minimum of five (5) years.

Offerors shall provide, in addition to the full-time Project Manager, names of the key personnel who are expected to be available as of the start date specified in the Notice to Proceed (NTP) in the Key Personnel Form for each, inclusive of the following:

- Educational background for each of the key personnel,

- Work experience with prior employers, durations (by dates) of employment and positions(s) held for the past five (5) years.

Offerors shall describe in a Staffing Plan how additional resources shall be acquired to meet the needs of the MVA. Offerors may generally describe planned positions in a Staffing Plan. Such planned positions may not be used as evidence of fulfilling personnel minimum qualifications.

Any Contractor Personnel provided under this RFP shall maintain in good standing any required professional certifications for the duration of the Contract.

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1.3 Contractor’s Capability

The Offeror should warrant that its work shall be of professional quality and performed consistently with the contract specifications and all other related documents.

1.4 Mandatory Presentation/Demonstration

This RFP requires your participation in a mandatory VIRTUAL presentation/demonstration to showcase your innovative solutions. It is important to understand that responding to this requirement does not guarantee your firm will be awarded a contract, nor will any expense incurred for this process be reimbursed. This is an opportunity to highlight your expertise.

To schedule your presentation, please notify the Procurement Officer by May 12, 2025, at

4:00 PM (ET).

Only Offerors who participate in this mandatory presentation or demonstration will be considered for an award.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Maryland Motor Vehicle Administration (MVA or the “Administration”) is issuing this

Request for Proposals (RFP) to procure a customized or retrofitted mobile service unit, complete with all required components, accessories, and/or equipment meeting the requirement specified herein to replace the existing mobile service unit.

2.1.2 It is the State’s intention to obtain goods and services, as specified in this RFP, from a contract between the selected Offeror and the State.

2.1.3 The Administration intends to make a single award as a result of this RFP. See RFP Section 4.9 Award Basis for more Contract award information.

2.1.4 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.1.5 A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background, Purpose, and Goals

2.2.1 MVA is utilizing a specialty 2009 40’ transit coach as a mobile service center (MSC). The bus is currently used to service populations including rural areas, large federal government campuses, and elderly communities. The purpose of the MSC is to ensure access to MVA services for targeted populations that have limited access to MVA facilities, more vulnerable populations that have difficulty obtaining access to MVA services, and for special initiatives (state fair, MACO conference, outreach events, etc.)

The MVA provides on-site customer services associated with the renewal of driver’s licenses, vehicle registration, license plate replacement and the issuance of identification cards. During emergency situations, the vehicle can be used as a mobile command center.

The MSC is housed at the MVA headquarters where it is connected to shore power to control temperature and to power on-board equipment. On a pre-announced weekday schedule, the MSC is relocated from its home-site to a variety of locations that can extend throughout the state. Once the coach has been placed at its scheduled location, the engine is shut off and receives power (120/240V) from either on-board generators or from shore power, as is available. Wireless Servers and other information technology are used for communication.

The coach is outfitted with three (3) built-in customer service workstations that each utilize a PC, camera, and credit/debit card reader. Shared printers are securely located in lower cabinets compartments under the counter tops. The workstations have drawers and shelves to hold a number of required forms, and additional cabinets have been installed to contain electrical boxes, electronic equipment, supplies, and personal effects. Two-way communication between the MVA central computer system and the MSC is currently accomplished via data equipment and the Customer Connect platform.

The MSC is nearing its useful life and must be supplemented with one that is more modern, reliable, maneuverable, and appropriate to the services that are provided now and into the future.

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2.2.2 The MVA is a transactional-based transportation business unit within the Maryland Department of Transportation (MDOT), providing a variety of services related to driver licensing and vehicle registration and titling, including but not limited to:

A. Licensing all commercial and non-commercial drivers, B. Registering and titling vehicles, C. Issuing photo identification for non-drivers, D. Administering driver enforcement activities – license suspensions and revocation, Ignition Interlock, etc.

E. Conducting driver and motorcycle safety programs.

F. Protecting the integrity and security of personal licensing data, driver, and vehicle records.

G. Administering the mandatory insurance compliance program.

H. Inspecting Maryland’s school buses.

I. Regulating driver schools, motor vehicle dealers and sales.

J. Ensuring air quality through the vehicle emissions inspection program.

K. Reducing and preventing motor vehicle-related crashes, injuries, and fatalities through education, enforcement, and engineering countermeasures.

2.2.3 The MVA maintains a significant physical presence across the State of Maryland to serve customers. This is done through a network of service center offices known as branches. There are 24 branches, including the headquarters in Glen Burnie, Maryland, as well as full service, limited service, and express service locations.

2.2.4 Project Overview and Goals

The MVA is an agency dedicated to providing premier customer service and is soliciting proposals for the design and build of a self-contained vehicle capable of serving as a mobile agency unit.

The MVA is requesting proposals from qualified vendors to design and build an additional Mobile Service Center (MSC). This solution may consist of a unit/vehicle(s) that meets the requirements detailed in this RFP. The MSC currently serves large events, underserved communities, and areas without close access to an MVA branch.

The desired solution will enable the MVA to reach and serve customers in large or smaller settings and a variety of locations, will be versatile, easily maneuverable, and operable on a wide variety of roads (highways, state roads, narrow and rural streets). The desired solution must have automatic transmission that can be driven to designated sites by a non-CDL driver. The solution may be double-unit vehicle(s) (trailer with a pulling vehicle) or single-unit vehicle(s) (van, truck, etc.). The solution must not require a CDL license to operate.

As defined herein, the Solution refers to the vehicles, including all related integral and peripheral component equipment or accessory products associated with such vehicles (collectively referred to as Vehicles or Product); together with available maintenance and technical warranties, and maintenance support services necessary to preserve peak operational performance, safety, and technical integrity of all vehicles in accordance with all original equipment manufacturer (OEM) performance, safety, and technical specifications.

All vehicles offered by any prospective contractor must meet the requirements and as delineated herein and the following:

1. All MVA required specifications and requirements,

2. U.S. Federal Transit Administration (FTA) Current requirements, RFP for Motor Vehicle Administration Page 5 of 85

3. Technical Specifications for Construction and Management of Sensitive Compartmented Information Facilities, Intelligence Community Technical Specification for ICD/ICS705,

4. All wiring must comply with CNSSAM TEMPEST 1-13 AND CNSSI No. 4009 [Committee on National Security Systems Advisory Memorandum (CNSSAM);

Committee on National Security Systems Instruction (CNSSI)],

5. The vehicle shall have a Final Stage Vehicle Certification and Altered Vehicle Certification as required by Federal Motor Vehicle Safety Standards (FMVSS) 49 CFR Part 567.5 and 567.7.

The MVA encourages offerors to think beyond the existing “mobile office on a bus” model and to submit proposed solutions that provide greater functionality or offer other advantages while still meeting all of the requirements in this RFP. Examples of ways in which offerors might exceed these requirements may include, but are not limited to:

• Innovative solutions for mobile service delivery (Trailer, multi-vehicle setup, or another format the MVA has not considered)

• Power train capable of running on a low carbon, low-GHG emission fuel source, or using other alternative fuel sources

• Hybrid electric generator solution

• Space for a built-in automatic service kiosk in addition to employee workstations

• Any other innovations the offeror might suggest based on their expertise and research.

2.2.5 Customer Experience

The proposed solution is to allow a customer to enter the service area and interact with a customer agent opposite a counter. The customer agent will use a workstation (provided by MVA) to process the customer’s transaction(s). The proposed solution shall have at least two such workstations, at least one of which is ADA-compliant. The proposed solution shall have room to allow customer traffic flow, without being impeded by customers being serviced at a counter, from the entrance of the service area to the workstations and to the exit of the service area. Workstation requirements are specified in section 2.3.

2.2.6 State Staff and Roles

A. In addition to the Procurement Officer and Contract Manager, the State will provide a State Project Manager.

1) The State will provide a State Project Manager responsible for reviewing, overseeing, and approving project-related activities, including acceptance of deliverables, plan development, and change management processes.

B. Other State Activities will include but may not be limited to:

1) Project management and oversight of contractor activities

2) Management of State staff

3) Technical and architectural oversight guidance and approval

4) Providing subject matter expertise

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5) Guidance on definition and interpretation of requirements

6) MVA Project Management Office recommendations and support

2.2.7 Other State Responsibilities

A. If necessary, the State will provide normal office working facilities and equipment reasonably necessary for Contractor performance under the Contract. Any special requirements (e.g., reprographic services, computer time, key data entry) will be identified.

B. If necessary, the State is responsible for providing the required information, data, documentation, and test data to facilitate the Contractor’s performance of the work and will provide such additional assistance and services as is specifically set forth.

2.3 Responsibilities, Tasks and General System Requirements

1. The solution shall be based on a new, current production vehicle. The vehicle must

MEET OR EXCEED all industry production standards (i.e. SAE) and all federal and state motor vehicle requirements pertaining to safety, health, lighting, noise, emissions, and any other applicable vehicle regulations and standards in effect at the time of delivery.

2. The proposed layout of the vehicle interior shall be submitted for the State’s review and approval in writing by the State Contract Manager prior to any equipment installation.

3. The manufacturer of the unit/vehicle shall have a full parts inventory and a well-established record of equipment support based in the United States. The manufacturer must have a minimum of five (5) years prior assembly, maintenance, and technical support experience within the United States. The Unit manufacturer, and manufacturer(s) of the equipment specified within this RFP shall employ a staff based within the United States directly responsible for providing after-the-sale technical support. The Unit shall include all standard equipment, whether or not specifically called for herein, including the manufacturer's standard warranties as a minimum.

NOTE: The contractor shall provide a copy of its dealer / distributor/ reseller authorization letter (“Authorization Letter") from the unit chassis manufacturer and/or OEM or aftermarket equipment manufacturer for each vehicle ordered by the MVA. The contractor must provide its Authorization Letter to the MVA upon award of a contract resulting from this RFP, and/or upon request from the MVA, in advance of any post-contract award, pre-build conference.

1. The solution shall not require a Commercial Driver License (CDL) to operate.

2. The solution shall be compliant with ADA Accessibility.

3. At least one (1) workstation shall be ADA-compliant, to accommodate wheelchair-using customers.

4. The solution shall have sufficient internal space to accommodate two (2) workstations, and easy and safe customer traffic flow.

5. The solution shall be capable of supporting internet connectivity through multiple providers.

6. The solution shall be able to navigate tight corners for small community events and shall be easily maneuverable through narrow streets.

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7. Each workstation is to be hard-wired to the patch panel in the network cabinet.

8. The solution is to be retrofitted for a minimum of two (2) workstations. Each workstation will require space and secure mounting for:

a. 2 LED Monitors

b. 1 Computer

c. 1 Credit Card Reader

d. 1 USB Digital Camera

e. Backdrop

f. 1 USB Thermal Printer

g. 1 USB Laser Printer

h. 1 USB Document Scanner

i. Vision Test Equipment

9. The solution is to have an independent power source to support equipment.

10. The solution is to provide space for informational literature supporting partner organizations.

11. The solution shall have protection from the elements for waiting customers and the service area.

12. The solution exterior base paint is to be white.

13. The offeror shall collaborate with MVA to create a wrap incorporating MVA branding.

14. The offeror shall wrap the exterior with the approved branding.

15. The solution shall incorporate a heating, ventilation, and air conditioning (HVAC) system capable of providing comfortable and effective system-wide climate control.

2.3.1 Specialty Products and Accountability

The contractor is solely responsible for providing an operational mobile unit as specified herein at the time of delivery. Aftermarket installation of specialized components and equipment is permitted where necessary to meet the requirements of this RFP. The contractor shall identify each aftermarket installer utilized and each functional role/purpose described in a separate document titled "Aftermarket Installers". All equipment and associated warranty, supplier, installer, and personnel designated to support each item is to be clearly specified in writing.

The contractor shall notify the MVA of the status of the contractor's manufacturer's authorization and any changes which may occur within the term of a contract resulting from this RFP.

The contractor is responsible for assuring its aftermarket installer(s)' compliance with all terms and conditions of this RFP. The contractor shall assume sole responsibility for any payments due to the aftermarket installer(s). Nothing contained in the RFP shall be construed as creating any contractual relationship between any aftermarket installer(s) and the MVA.

The MVA reserves the right to approve the use of aftermarket installer(s) and all contractual agreements between the contractor and the aftermarket installer(s). If a contractor desires to substitute any aftermarket installer(s) listed in the submission, the contractor shall notify the MVA and provide all required information on the proposed aftermarket installer(s).

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2.3.2 Deviations and Substitutions

The contractor must provide complete and accurate information as required on each price line in a prescribed manner, which is to include make, model, model year and, if required, manufacturer's and dealer's options, and installer information.

Any substitution to this requirement shall be clearly noted in the Offeror’s technical proposals.

In the event deviations/substitutions are necessary to comply with industry standard, and/or where the contractor can provide a more cost effective, durable, or higher quality equivalent or better upgrade without additional cost to the State, then modifications to the descriptive literature shall be fully listed and detailed to the MVA Project Manager in writing, and the contractor shall address each deviation from the originally proposed design item. All deviations and substitutions are subject to the approval of the MVA representatives.

2.3.3 Materials and Workmanship

Materials used in the manufacturing of the equipment is to be of the best commercially reasonable quality available and typically used for the specified purpose in commercial practice. No used or refurbished parts shall be allowed. All workmanship, welding, and construction are to be of the highest grade possible throughout and in accordance with the best standard practice for the trade.

2.3.4 Mobile Unit General Description

The solution must be compatible with the operation and requirements of a mobile service unit, and provide a safe, comfortable environment for at least three (3) MVA or MVA-designated personnel, in addition to customers at two (2) workstations. The vehicle must be a wheelchair accessible.

A. Chassis and Exterior Components

1. The solution’s chassis must support the mobile unit as described herein and maintain functionality and maneuverability.

2. The solution’s drive unit should have an automatic transmission.

3. The fuel tank must have a capacity that guarantees a minimum operating range of 350 miles without refueling.

4. The solution is to incorporate a stabilizing industry-standard leveling system.

5. The solution’s external shell is to be constructed of the highest industry-standard material and welded or chemically bonded to the interior wall frame structure.

6. Two (2) entrance/exit doors are preferred on the passenger side of the vehicle body.

The doors for ingress and egress should be designed to facilitate safe and easy flow of customer traffic both inside and outside the vehicle.

7. Steps must be included to provide easy customer access to the Mobile Unit interior.

Secure handrails should be included on both sides of the stairs when fully deployed.

Tread depth and riser height must comply with Maryland Uniform Construction Code requirements and must include non-slip treads.

8. The solution is to incorporate an ADA-compliant wheelchair-accessible entrance to the vehicle.

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9. The Mobile Unit body is to incorporate a ladder and roof access for maintenance.

10. The vehicle must be thoroughly sanded on all exterior surfaces to remove imperfections on the metal surface. All metal/aluminum is to be primed prior to painting. The final finish must meet commercial truck standards.

11. The contractor shall submit an exterior vehicle wrap design for MVA review and approval prior to application. This includes, but not limited, to the wrap works and all relevant materials for the job. Review and approval shall be coordinated through the MVA Project Manager.

12. All ingress and egress points shall be keyed alike, tied into a central alarm system, and equipped with a light that comes activates on when the door is opened.

13. The Unit is to incorporate an audible back-up alarm

14. The Unit is to incorporate an electric horn.

15. The Unit is to incorporate the following exterior lighting (LED/Energy Saving where applicable):

a) High visibility taillights,

b) Step well lights,

c) Docking lights (left, right, and rear); and

d) Exterior scene lighting.

16. The solution is to incorporate powered motorized awning(s) to shield from the elements. Each awning must also have a manual operation option/override.

17. The vehicle is to include air ride suspension, as well as front and rear sway bars.

B. Interior Components

General

1. All electronic components shall be UL listed.

2. All interior lights shall be LEDs.

3. Interior Lighting – The unit is to be fitted with strip LED lighting on steps, doors, workstation, cabinets and under cabinets, and all storage compartments. All strip LED lighting should be easily replaceable/plugged in.

4. Insulation

a) Flooring is to be insulated below sub-floor with the most effective industry-standard insulation

b) Insulated flooring finish/top material should be used

c) Walls and ceiling are to be insulated between framing with the most effective industry-standard insulation

d) Walls and ceiling sound dampening top material like carpet should be used

5. The flooring is to be seamless, non-slip, commercial-grade material.

6. The solution must include an area to install and secure a safe. The safe cabinet is to accommodate a safe of 24”H x 24”W x 24”D.

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7. The solution must have a storage compartment for tags for every workstation. The interior dimensions of the cabinet should be 36”H x 6-1/2”W x 24”D.

8. The solution must have video cameras to provide complete coverage of the interior and exterior, as well as full coverage of both workstations for security purposes.

9. Depending on the type of the proposed solution if applicable, the driver's area must contain the latest industry standard driver’s seat functionalities and comfort; cruise control; heated remote mirrors; dash-mounted commercial global positioning satellite (GPS) system; and dash-mounted back-up camera.

10. The entire cab must be insulated, and the surface finishes must be in materials that are highly resistant to wear and tears, corrosion, fading, and chipping.

The ceiling is to incorporate a modular panel design to allow for future repairs and/or additions.

C. Workstations

1. The solution is to have space for workstations to facilitate a comfortable working set-up for the MVA agents.

2. The solution should have an easy access to employee work areas.

3. The countertop for the workstations is to be comparable to the size of the vehicle.

4. The countertop is to be constructed of a durable, commercial grade material that is easy to clean and maintain.

5. The solution should have countertops, cabinets and/or shelving (where applicable) capable of supporting necessary workstation equipment needs. All shelving is to be adjustable with lock-down capabilities.

6. Each workstation is to include space for a cash drawer. The drawer cabinet is to accommodate a drawer of 19”L x 16”W x 5”H.

D. Electrical and Communication Components

7. The solution should include two minimum 15,000-watt generators (one on board and one back-up, which may be on-board or user-connectable) per vehicle. The on-board generators would preferably be housed in ventilated cabinet space away from the service area.

NOTE: Generator fuel source must be independent from the chassis fuel supply.

8. The generator and back-up generator must have electric recharge capability, secure remote start option, single-side service, with air bag mounts installed in custom fabricated compartments with sound barrier interior lining.

9. The solution shall include batteries, and battery chargers capable of powering all necessary functions. The contractor must provide and specify generator make/model/size/type, and quantities/sizes for batteries and battery chargers.

10. The solution shall have 4G and 5G connectivity to AT&T, Verizon, and T-Mobile

11. The solution shall have a twenty-four port CAT 6 patch cabinet.

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12. The contractor is to install two (2) separate and lockable 12U server racks to hold industry standard equipment, (one (1) for the Security system and one (1) for other IT equipment)

13. The equipment racks should ideally be situated near the safe area. The racks:

a) Must lock in a secure and stationary position with no movement while the unit is in motion;

b) Should be situated to allow access to at least two (2) sides of the cabinet, i.e., front and back;

c) Should be situated to allow doors to fully open to allow for the insertion and removal of equipment; and

d) Should be located in such a way as to not impede airflow through the cabinet.

Only a cabinet with ventilation will be acceptable.

14. The solution is to have a touch screen control panel with locking cover to manage and regulate the Unit's generator, battery systems, HVAC and 12V/120V equipment circuits.

15. The solution is to have at minimum two (2) 80A-120/240Vac control panels with a generator and shore power main breaker.

16. The solution is to have at minimum: one (1) 100A-125/250Vac waterproof shore power inlet, 50-ft. 100A-125/250Vac shore power cable and shoreline reel, and 6-ft.

100A-125/250Vac pigtail.

17. All external-facing control panels, power lines and outlets must be sealed and protected from rain, ice, wind, and other natural elements.

2.3.5 Warranties

1. All warranties and maintenance are to be managed by the offeror.

2. The warranties are to commence at MVA's in service date. Warranties provided shall be at a minimum of five (5) year or as specified below:

a. Engine: 3 years, 150,000 miles

b. Drive Train: 2 years, unlimited miles

c. Emissions: 5 years, 50,000 miles (if applicable)

d. Suspension: 2 years, unlimited miles.

3. Corrosion Protection - Manufacturer corrosion protection warranty shall be for a minimum of 5 years rust through, unlimited miles.

4. Electrical Wiring and Systems - Shall provide warranty from overload, faulty connections, faulty installation for a minimum of 5 years.

5. Vendor Applied Paint – Shall have a minimum of 5 years warranty on all vendor applied paint.

6. Body - Shall have a minimum of 5 years on body and fabricated parts, including leakage of the shelter, with an option for an extended warranty.

7. Warranty Service and maintenance for the awarded solution(s) shall be provided within a 50 miles radius of the MVA headquarters, 6601 Ritchie Highway, Glen Burnie, MD 21062.

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8. Service Turnaround Time – The solution is to be serviced within 2 weeks of arrival at the agreed service location, with exceptions for extensive repair to be discussed.

2.4 Deliverables

2.4.1 Deliverable Submission

1. For every deliverable, the Contractor should request the Contract Manager confirm receipt of that deliverable by sending an e-mail identifying the deliverable name and date of receipt.

2. For every deliverable, the Contractor should submit to the Contract Manager, by e-mail, an Agency Deliverable Product Acceptance Form (DPAF), an example of which is provided on the DoIT web page here:

http://doit.maryland.gov/contracts/Documents/_procurementForms/DeliverableProd uctAcceptanceForm-DPAFsample.pdf.

3. Unless specified otherwise, written deliverables should be compatible with Microsoft Office, Microsoft Project, or Microsoft Visio within two (2) versions of the current version. At the Contract Manager’s discretion, the Contract Manager may request one hard copy of a written deliverable.

4. A standard deliverable review cycle will be elaborated and agreed-upon between the State and the Contractor. This review process is entered into when the Contractor completes a deliverable.

5. For any written deliverable, the Contract Manager may request a draft version of the deliverable meeting the requirements listed in Section 2.4.3 Minimum Deliverable Quality. Drafts of each final deliverable, except status reports, are required at least two (2) weeks in advance of when the final deliverables are due (with the exception of deliverables due at the beginning of the project where this lead time is not possible, or where draft delivery date is explicitly specified). Draft versions of a deliverable must comply with the minimum deliverable quality criteria listed in Section 2.4.3 Minimum Deliverable Quality.

2.4.2 Deliverable Acceptance

1. A final deliverable shall satisfy the scope and requirements of this RFP for that deliverable, including the quality and acceptance criteria for a final deliverable as defined in Section 2.4.4 Deliverable Descriptions/Acceptance Criteria.

2. The Contract Manager will review a final deliverable to determine compliance with the acceptance criteria as defined for that deliverable. The Contract Manager is responsible for coordinating comments and input from various team members and stakeholders. The Contract Manager is responsible for providing clear guidance and direction to the Contractor in the event of divergent feedback from various team members.

3. The Contract Manager will issue to the Contractor a notice of acceptance or rejection of the deliverable in the DPAF (see online sample). Following the return of the DPAF indicating “Accepted” and signed by the Contract Manager, the Contractor shall submit a proper invoice in accordance with the procedures in Section 3.2. The invoice must be accompanied by a copy of the executed DPAF, or payment may be withheld.

http://doit.maryland.gov/contracts/Documents/_procurementForms/DeliverableProductAcceptanceForm-DPAFsample.pdf http://doit.maryland.gov/contracts/Documents/_procurementForms/DeliverableProductAcceptanceForm-DPAFsample.pdf

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4. In the event of rejection, the Contract Manager will formally communicate in writing any deliverable deficiencies or non-conformities to the Contractor, describing in those deficiencies what shall be corrected prior to acceptance of the deliverable in sufficient detail for the Contractor to address the deficiencies. The Contractor shall correct deficiencies and resubmit the corrected deliverable for acceptance within the agreed-upon time period for correction.

2.4.3 Minimum Deliverable Quality

The Contractor shall subject each deliverable to its internal quality-control process prior to submitting the deliverable to the State.

Each deliverable shall meet the following minimum acceptance criteria:

1. Be presented in a format appropriate for the subject matter and depth of discussion.

2. Be organized in a manner that presents a logical flow of the deliverable’s content.

3. Represent factual information reasonably expected to have been known at the time of submittal.

4. In each section of the deliverable, include only information relevant to that section of the deliverable.

5. Contain content and presentation consistent with industry best practices in terms of deliverable completeness, clarity, and quality.

6. Meets the acceptance criteria applicable to that deliverable, including any State policies, functional or non-functional requirements, or industry standards.

7. Contains no structural errors such as poor grammar, misspellings, or incorrect punctuation.

8. Must contain the date, author, and page numbers. When applicable for a deliverable, a revision table must be included.

9. A draft written deliverable may contain limited structural errors such as incorrect punctuation and should represent a significant level of completeness toward the associated final written deliverable. The draft written deliverable shall otherwise comply with the minimum deliverable quality criteria above.

2.4.4 Deliverable Descriptions/Acceptance Criteria

In addition to the items identified in the table below, the Contractor may suggest other subtasks, artifacts, or deliverables to improve the quality and success of the assigned tasks.

Deliverables Summary Table*

ID

Deliverable Description Acceptance Criteria Due Date / Frequency

1. Integrated Project Schedule / Schedule of Delivery

Microsoft Project schedule demonstrating tasks, task estimates, resource assignments, and dependencies for both Agency and Contractor Personnel, with tasks no less than 8 hours and no greater than 80 hours.

Initial Delivery:

NTP+ 15 Business Days Updates: Weekly

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2. Business Licenses and/or Certificates

Included with Technical Proposal

3. Mobile Unit (including title and registration documents

Upon delivery of the vehicle/unit

4. Technical Manual (Owner’s guide)

Upon delivery of the vehicle/unit

5 Minimum of one full eight-hour (8-hr) workday for training and orientation.

To include training and operating manuals, including 2 hard copies and soft version.

As per agreed delivery schedule

6. Service and Maintenance Manuals

Based on mileage and time – including any other components that may need routine service (such generators).

Upon delivery of the vehicle/unit

7. Complete Design and Layout schematics

Specific construction, dimensions, design information and operational features

Included with Technical Proposal

8. Electrical schematic Included with Technical Proposal

9. Network schematic Included with Technical Proposal

10. Design documentation External and Internal Design of the Mobile Service Unit Included with

Technical Proposal

11. Exterior Wrap Design Design works and material 30 days after contract award

12. Points of Contact list Included with Technical Proposal

*The deliverables summary table may not list every contractually required deliverable. Offerors and/or Contractors should read the RFP thoroughly for all Contract requirements and deliverables.

The contractor shall provide (1) one complete manual set, including the following (as applicable):

• As-built specifications with interior and exterior drawings as used for production of the unit/vehicle.

• Chassis and body owner's manuals.

• 12Vdc and 120Vac legends showing wire gauge, color, number, and function.

• 12Vdc high current wiring diagram illustrating the battery system, isolators, power converters, alternator, disconnect switches and control panels.

• Roof top antenna placement drawing and legend identifying antenna placements and termination points.

• Audio/Video cabling diagram.

• Alarm system zones legend.

• Warranty and Return Authorization procedures.

• Chassis and generator maintenance and service logs.

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• Battery maintenance information.

• All individual component manuals and warranty registration cards as provided by component manufacturers. MVA Project Manager is responsible for completing warranty cards and mailing them to manufacturers.

At the time of delivery to MVA’s facility, a vendor’s representative will provide at least eight (8) hours of in-person training and orientation on all delivered systems and equipment, as applicable:

• Generator start-up and shut down procedure

• Leveling system operation

• AC and DC electrical systems operation

• HVAC system’s operation

• Awning operation (Powered and manual)

• Audio/Video system operation. Does not include programming components.

• Alarm operation

2.5 Optional Features or Services, Future Work

2.5.1 Not applicable to this RFP

2.6 Service Level Agreement (SLA)

2.6.1 Not applicable to this RFP

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3 Contractor Requirements: General

3.1 Contract Initiation Requirements

A. Contractor shall schedule and hold a kickoff meeting within 10 Business Days of NTP Date.

At the kickoff, the Contractor shall furnish an updated Project Schedule describing the activities for the Contractor, the State, and any third parties for fully transitioning to the Contractor’s solution. This includes, but not limited to the scope of work, planning, proposed personnel, material sources, equipment, site coordination, contact information, reporting procedures, and other matters as deemed essential to the satisfactory performance of the work. At a minimum, the Contractor’s Project Manager shall attend this conference.

B. Regularly scheduled meetings shall continue at a frequency determined by the MVA Project Manager. Meetings may be held in person or virtually via MS Teams.

3.2 Invoicing

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) will not be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

A. Contractor name and address;

B. Remittance address;

C. Federal taxpayer identification (FEIN) number, social security number, as appropriate;

D. Invoice period (i.e. time period during which services covered by invoice were performed);

E. Invoice date;

F. Invoice number;

G. State assigned Contract number;

H. State assigned (Blanket) Purchase Order number(s);

I. Goods or services provided;

J. Amount due; and K. Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and labor hour or time and material items shall clearly identify each item as either fixed price, and labor hour, or time and material billing.

The State reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide all required deliverables within the time frame specified in the Contract or otherwise fails to satisfy the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and accepted by the MVA and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

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3.2.1 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

A. For items of work for which there is one-time pricing (see Attachment B – Financial Proposal Form) those items shall be billed in the month following the acceptance of the work by the MVA.

3.2.2 Travel Reimbursement

Travel will not be reimbursed under this RFP.

3.3 Liquidated Damages

3.3.1 MBE Liquidated Damages

MBE liquidated damages are identified in Attachment M, Sample Contract.

3.3.2…