Small Procurement Solicitation OTHS.23.028.docx

Maryland’s Human Services Agency

DEPARTMENT OF HUMAN SERVICES

(Office of Technology for Human Services)

SMALL PROCUREMENT SOLICITATION FOR

(SSC Data Center Maintenance Service)

DHS AGENCY CONTROL NUMBER: (OTHS-23-028-S)

1. SUMMARY STATEMENT

The Maryland Department of Human Services intends to acquire service for the Data Center preventive maintenance for the thermal units and preventive maintenance on the UPS system. The Contract will be effective October 26, 2022 through October 25, 2023.

2. BACKGROUND

The State Saratoga Center (SSC) Data Center preventive maintenance are needed for the thermal units and UPS system is critical to ensures optimal performance of the networking equipment by keeping them at a recommended temperature and in the event of an unexpected power outage.

3. SCOPE OF THE PROJECT

This maintenance is divided into two scopes:

A. Preventive maintenance on the thermal units.

B. Preventive maintenance on the UPS system.

Six (6) site visits per for scheduled maintenance. This agreement is effective for a one-year period. Maintenance begin October 26, 2022 through October 25, 2023. Emergency service outside the maintenance schedule will be charged per hour.

Preventive maintenance on thermal units:

Equipment:

1. Liebert – Model# MM023C2X0000 – Serial# 992500108032

2. Liebert – Model# MM023C2X0000 – Serial# 992500108034

3. Liebert – Model# MM023C2X0000 – Serial# 992500108033

4. Liebert – Model# CW038DCVA24391S – Serial# C10C140291

5. Liebert – Model# CW038DCVA24391S – Serial# C10C140292

6. Liebert – Model# DCSF104-2 – Serial# 0932C22399

7. Liebert – Model# DCSF104-2 – Serial# 0932C22331

8. Liebert – Model# MME036E-PHI – Serial# 80253

9. Liebert – Model# DMC037A-YL2 – Serial# D033764

10. Liebert – Model# DS035ARAOEI0085 – Serial# C09G8E0260

11. Liebert – Model# MMD40C2AHEBF – Serial# 1010N195702

This agreement must contain the following maintenance:

A. OPERATIONAL INSPECTION:

1. Report to customer representative

2. Inspect general condition of each unit and note any abnormal vibrations or conditions

3. Inspect unit for any oil, refrigerant, air or water leaks

4. Remove filters, wash, and replace

5. Inspect and clean condensate drain pan and drain line 1 time a year

6. Inspect coils for cleanliness and condition

7. Lubricate fan shaft bearings, motor bearings, check belt and replace or adjust tension as necessary

8. Inspect fan/blower assembly for cleanliness and proper operation

9. Inspect electrical wiring and connections for signs of wear or overheating

10. Tighten electrical connections as required

11. Inspect and record compressor motor amp draw

12. Inspect and adjust operating and safety controls

13. Inspect heating components for proper operation during heating season

14. Clean work area and dispose of old air filters

B. ANNUAL MAINTENANCE:

This annual maintenance will be performed in conjunction with the quarterly maintenance visit performed at the beginning of cooling season.

1. Provide coil cleaner and clean outdoor condenser coils (where applicable)

2. Provide and install replace fan belts 1 time a year

MAINTENANCE MATERIALS:

Coil cleaner, belts, lubricants, and miscellaneous materials should be included in the agreement. (Filters are washable)

Preventive maintenance on the UPS system A semi-annual and an annual Inspection.

1. Inspect the batteries according to manufacture recommendations to include

2. Inspect battery cabinet

3. Inspect the circuit braker panel

4. Temperature check

5. Replace filter

6. Provide a written report and recommendation

Equipment component:

1. Liebert – Model# NPOWER – Serial# M10C3R0001

2. Liebert - Model# 37BP100XPXABNL – Serial# 3T00015496

3. Liebert - Model# 37BP100XPXBBNL - Serial# 3T00015495

4. Liebert – Model# 37DU100C6A000 – Serial# 37DU-0846

4. BIDDER/OFFEROR QUALIFICATIONS

Vendor must be able to provide the requested SSC Data Center Inspection and Preventive maintenance services as of term dates.

5. CONTRACTOR REQUIREMENTS

5.1 Vendor Offeror’s response to Scope of Work and Offeror Qualifications and capabilities.

5.2 Vendor response must be made by the bid due date.

5.3 Provide bid for the following items of the scope of project.

6. CONTRACT TERM AND DELIVERABLES

The Contract resulting from this solicitation will be for a one-year period beginning October 26, 2022 and ending October 25, 2023.

7. STATE PROJECT MANAGER

The State Project Manager for this Contract is:

Norman Simpson, Computer Network Specialist Supervisor, DHS\OTHS Maryland Department of Human Services 311 W. Saratoga Street Baltimore, MD 21201

Norman.Simpson@maryland.gov

(410) 599-1302 (mobile)

(410) 767-6813 (office)

After Contract award(s), this person will serve as the primary point of contact for the Contractor(s) in regard to the Contract(s) resulting from this IFB. However, for certain contract related actions the Procurement Officer may communicate with the Contractor(s).

8. SUBMISSION INFORMATION

A. Bids must be submitted through eMaryland Marketplace Advantage by October 20, 2022 at 2:00 PM.

B. Requests for an extension of this date or time shall not be granted.

C. Bids or unsolicited modifications to Bids arriving after the closing time and date will not be considered, except under the conditions identified in COMAR 21.05.02.10 B and 21.05.03.02 F.

D. Oral, facsimile Bids will not be accepted

E. Bid Form – ATTACHMENT C

F. Inquiries must be directed to the Department at the email address below:

RECEIPT, OPENING, AND RECORDING OF BIDS:

Receipt: Upon receipt, each Bid will be opened after the solicitation has been closed.

The Bid Opening shall be on October 20, 2022 at 2:30 PM.

9. SECTION CRITERIA

Receipt: Bids will be received through eMaryland Marketplace Advantage (eMMA).

In order to submit a Proposal, a vendor must be registered on eMMA. Registration is free. Go to emma.maryland.gov, click on “New Vendor? Register Now” to begin the process, and then follow the prompts.

10. BASIS FOR AWARD

The Contract will be awarded to the responsible Bidder who submits a responsive Bid that meets the specifications set forth in the Small Procurement Solicitation and provides the most favorable Bid Price.

In the event of tie bids, the provisions of COMAR 21.05.02.14 shall determine the successful bidder.

11. DEPARTMENT CONTRACT

The successful offeror will be expected to sign a contract with the Department, sample enclosed as ATTACHMENT B.

12. CANCELLATION OF BIDS/PROPOSALS

The State may cancel this Solicitation, in whole or in part, whenever this action is determined to be fiscally advantageous to the State or otherwise in the State’s best interest. If the Solicitation is canceled, a notice of cancellation will be provided to all prospective Bidders/Offerors who were sent this Solicitation or otherwise are known by the Procurement Officer to have obtained this Solicitation.

13. ACCEPTANCE OF BIDS/PROPOSALS

The State reserves the right to accept or reject any and all Bids, in whole or in part, received in response to this Solicitation, or to waive or permit cure of minor irregularities to serve the best interests of the State of Maryland.

14. TIME OF BID/PROPOSAL ACCEPTANCE

The content of this Solicitation and the Bid of the successful Bidder will be included by reference in any resulting Contract. All prices, terms and conditions in the Bid are irrevocable for 90 days after the closing date for receipt of Bids. This period may be extended by written mutual agreement between the Bidder and the requesting State organization.

15. PAYMENT

The successful vendor shall bill the Department of Human Services, Office of Technology Services. Invoices must be addressed to:

Tony.allen@maryland.gov

All invoices must (at a minimum) be signed and dated in addition to including the Contractor’s mailing address, the Contractor’s Social Security number or Federal Tax ID number, the State’s assigned Contract control number, the goods/services provided, the time period covered by the invoice, and the amount of requested payment.

16. Compliance with Laws/Arrearages By submitting a Bid/Proposal in response to this solicitation, the Bidder/Offeror, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the Contract.

By submitting a response to this solicitation, each Bidder/Offeror represents that it is not in arrears in the payment of any obligations due and owing the State, including the payment of taxes and employee benefits, and shall not become so in arrears during the term of the Contract if selected for Contract award.

17. Verification of Registration and Tax Payment Before a business entity can do business in the State, it must be registered with the State Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building, Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information, visit https://www.egov.maryland.gov/businessexpress.

18. PROCUREMENT METHOD (Mandatory Provision)

This award will be made in accordance with Code of Maryland Regulations (COMAR) 21.05.07, Small Procurement Regulations. Small procurement is defined as the use of procedures to obtain items reasonably expected by the Procurement Officer to cost $50,000 or less.

(The following language must be included in all Small Procurement Solicitations) Minority Business Enterprises are strongly encouraged to respond to this solicitation.

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