W00B3600064 PBX IV PORFP Rev_2A.pdf

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

Master Contract

Section 1 – General Information

PORFP Number:

(ADPICS PO Number)

W00B3600064

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)

06/22/2023 PROPOSAL DUE

DATE and TIME:

07/05/2023

2:00PM

Place of Performance: Thirty (36) Locations throughout the State of Maryland. See attached excel “Site Locations” spreadsheet for equipment detail.

Special Instructions:

1. The winning vendor shall provide an updated equipment inventory listing for each of 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. Upon completion, the State will review the quantities and determine if actual counts vary significantly enough to require reconciling the maintenance agreement post-award.

3. The winning vendor shall install any customer provided equipment, whether new, used or refurbished for any order requested.

4. The proposals shall be submitted in a format that provides a breakdown cost for each item, identified on a separate line, by location. Sites with identified warranty dates will be added pro rata as individual warranties expire.

5. Proposals shall be submitted via eMMA with separate technical and financial proposals. Technical proposals should be provided in a Word document, and financial proposals provided in an Excel document.

6. The maintenance contract will be effective with the issuance of the Agency’s Purchase Order (PO) to the contractor for the term as specified on the PO.

7. Direct all questions or inquires via email to:

udoka.onwumechili@maryland.gov

Procurement Officer

Quartermaster Division

Maryland State Police

7745 Washington Blvd

Jessup, MD 20794

Phone: (410) 379-9413

Security Requirements

(if applicable):

Contractor must have 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: Udoka Onwumechili Agency POC

Phone

Number:

410-379-9413

Agency POC Email

Address:

udoka.onwumechili

@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:

410-653-5980

Agency On-site Email

Address:

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

Agency On-site Address: Maryland State Police

1201 Pikesville Rd.

Pikesville, MD 21208-3899

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

Provide software assurance for the attached equipment list to include all PBXs, Voice Mail systems, BCT, E911 Call monitoring UCE/OW5000, MA4000, etc.

1. Software Maintenance: Provide pricing from manufacture warranty expiration for maintenance contract period.

1. A quote for software assurance and support per listed requirements for attached equipment document from

August 1, 2023 thru September

30, 2028. (5 Years from NTP)

Notice to proceed

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

Provide maintenance and support for the attached equipment list to include all PBXs and peripheral equipment (Voice Mail, application and associated servers, etc.).

Maintenance and support is for all phone system equipment listed on the attached equipment list.

Replacement equipment must meet or exceed original manufacture specifications. Manufactures included warranty must be covered under this contract by the vendor for applicable systems. The maintenance and support period must be prorated from the manufacture warranty expiration date listed on attached equipment list.

Support service must be able to meet the below listed response criteria. See attached FA II Equipment

Maintenance Definition document for detailed explanations.

1. Equipment Maintenance: Included

2. Preventative Maintenance: See Attached A

3. Service Desk Capabilities: See Attachment A

1. A quote for maintenance and support per listed requirements for attached equipment document from

August 1, 2023 thru

September 30, 2028. (5 Years from NTP) Notice to proceed

4. Service Desk Hours: 24 hours per day, 365 days per year

5. Response Time to Site – Catastrophic: 2 hours

6. Response Time to Site – Major: 6 hours

7. Response Time to Site – Minor: Next Business Day

8. Status Frequency – Catastrophic: 2 Hours

9. Status Frequency – Major: 4 Hour

10. Status Frequency Minor: Daily

Any equipment that is End of Life (EOL) or End of Support

(EOS) must be bid as Best Effort. If Bridge Support is available for EOL or EOS equipment, include as a separate line item for each system. For this proposal, Best Effort is defined as:

The labor required to troubleshoot, identify and repair/replace affected systems, components or equipment, and materials that are available in the Master Contractor’s inventory, or available in either the primary or secondary market.

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

A. MAC (move, add, change) activity for services that are not covered under the maintenance agreement.

Examples of this activity includes but is not limited to:

Replace broken jacks

Relocate phones

Changes to end-user voicemail assignments

Install and program additional phones

System shutdown/turn-up for scheduled building power outages.

Configuration changes to phone system or station equipment.

The prices quoted in this

Functional Area will be for the period of August 1, 2023 thru

September 30, 2028. (5 Years from NTP) Notice to proceed.

1. A quote for 100 hours/year of junior network certified technician per hour labor rate for MACs at thirty (30) site locations during normal business hours.

2. A quote for 50 hours/year of senior network technician per hour labor rate for MACs at thirty (30) site locations for out of normal business hours.

Est. Work Start Date:

(mm/dd/yyyy)

08/01/2023

Est. Work End Date:

(mm/dd/yyyy)

09/30/2028

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. Proximity of vendor offices to the office locations listed on attached facility sheet. List all vendor offices that may service the location listed in the PORFP.

5. How well the proposal aligns with the Special Instructions identified within this PORFP.

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

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

List the names of all technicians certified on the proposed system(s). List additional certifications for each technician.

8. Ability to meet the expected delivery dates.

9. Ability to comply with warranty, maintenance, and support service standards (FA II

Equipment Maintenance Definitions) as identified for each site on attached sheet.

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

11. 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.

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.