Hardware Services Maintenance

The Maryland Department of Human Services, Office of Technology for Human Services is soliciting bids on on-site repair and maintenance services for out-of-warranty information technology hardware under IFB OIM26-047, with bids due May 26, 2026 at 3:00 PM EST and a virtual bid opening the same day. This is a Small Business Reserve procurement limited to certified small businesses meeting Maryland State Finance and Procurement Article 14-501 through 14-505 and certified by the Governor's Office of Small, Minority & Women Business Affairs.

The scope covers emergency and routine repair services for several hundred pieces of equipment—including approximately 1,200 printers (Canon, Xerox, HP, Brother, Lexmark, RICOH, SHARP, Konica Minolta, and Savin models), scanners (Fujitsu fi-6140, fi-6240, fi-6800, fi-7160, and Scansnap ix500), and uninterruptible power supplies (APC Smart UPS 1500XLM, 750, 1500, SMT1500NC and Tripp-Lite Smart 1500RM2UN)—located at DHS headquarters and 24 local departments statewide. Work is performed exclusively at DHS facilities during normal state business hours (Monday–Friday, 7:00 AM to 5:30 PM) except critical requests requiring four-hour response times with 24/7 availability. Service levels distinguish critical requests (negatively impacting human services delivery) from normal requests; critical repair requires two-hour on-site response and critical replacement requires four-hour on-site response. The contractor must provide OEM-authorized or quality reconditioned parts with a minimum 90-day warranty, hold required professional certifications, coordinate knowledge transfer during staff transitions, and submit a Troubleshooters' Guidebook within 120 business days of Notice to Proceed. All personnel must comply with Maryland Information Technology Security Policy, Non-Visual Access Standards, and IRS Safeguards 1075.

The contract is a Time and Materials arrangement for three years, billed annually. Required insurance includes Commercial General Liability ($50,000 combined single limit), Errors and Omissions ($25,000), Crime Insurance ($25,000), and Worker's Compensation ($25,000). Travel reimbursement is not permitted. Federal funding represents 36 percent of total fiscal year 2023 funding from SNAP, TANF, Child Support Enforcement, Foster Care Title IV-E, and Medical Assistance Program sources. No MBE or VSBE subcontracting goals apply. Award will be made to the responsible bidder submitting the lowest total bid price. Questions are due May 23, 2026 at 3:00 PM EST. A kickoff meeting must occur within ten business days of Notice to Proceed.