Invitation for Bids (IFB)
CRUCIAL TECHNOLOGY (BY MICRON) RANDOM ACCESS MEMORY
DHR AGENCY CONTROL NUMBER: OTHS/OTHS-14-033-S
ADPICS NUMBER: N00R4401306
STATE OF MARYLAND
DEPARTMENT OF HUMAN RESOURCES (DHR)
OFFICE OF TECHNOLOGY FOR HUMAN SERVICES (OTHS)
Issue Date: April 17, 2014
NOTICE:
A Prospective Bidder that has received this document from the DHR/OTHS website or https://emaryland.buyspeed.com/bso/, or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this IFB, should immediately contact the Procurement Officer and provide the Prospective Bidder’s name and mailing address so that addenda to the IFB or other communications can be sent to the Prospective Bidder.
Information about registering, free of charge, on e-Maryland Marketplace can be obtained at the e-Maryland Marketplace website at http://emaryland.buyspeed.com.
Vendors must be registered on e-Maryland Marketplace to receive contract award.
Minority Business Enterprise Firms are Encouraged to Respond to this Solicitation
MARYLAND DEPARTMENT OF HUMAN RESOURCES
NO BID NOTICE
In order to help us improve the quality of State bid solicitations, and to make our procurement process more responsive and “business friendly”, we ask that you take a few minutes to complete this form. Please return your comments via fax or email to the Procurement Officer (Section 1.7) with your bid, or “no bid”, as the case may be.
Bid/Proposal Number: OTHS/OTHS-14-033-S Entitled: CRUCIAL TECHNOLOGY (BY MICRON) RANDOM ACCESS MEMORY
1. If you have responded with a "no bid", 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 Maryland Government is simply too complicated. (Explain in REMARKS section.)
We cannot be competitive. (Explain in REMARKS section.)
Time allotted for completion of the bid/proposals is insufficient.
Start-up time is insufficient.
Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)
Bid/Proposals requirements (other than specifications) are unreasonable or too risky.
(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 bid or proposal, but wish to offer suggestions or express concerns, please use the Remarks section below. (Attach additional pages as needed.)
REMARKS:
Bidder Name: Date:
Contact Person: Phone () -
Address:
THANK YOU!!
KEY INFORMATION SUMMARY SHEET
INVITATION FOR BIDS
Bid Number: OTHS/OTHS-14-033-S
IFB Title: / CRUCIAL TECHNOLOGY (BY MICRON) RANDOM ACCESS MEMORYIFB Number: / OTHS/OTHS-14-033-S
IFB Issue Date: / 4/17/2014
IFB Due Date and Time: / 5/08/2014 at 2:00 P.M. EST
Bid Opening Date and Time / 5/08/2014 at 2:30 P.M. EST
IFB Issuing Agency: / Department of Human Resources
311 West Saratoga Street
Baltimore, MD 21201
Procurement Officer: / Sang Kang, Procurement Officer
Department of Human Resources, Procurement Unit
311 West Saratoga Street
Baltimore, MD 21201
Office Phone Number: 410-767-7404
Office Fax Number: 410-333-0258
e-mail:
Send Questions to: / Sang Kang, Procurement Officer
e-mail:
Bids are to be sent to: / Sang Kang, Procurement Officer
Department of Human Resources, Procurement Unit
311 West Saratoga Street
Baltimore, MD 21201
Contract Manager: / Tanya Williams
Department of Human Resources
Office of Technology for Human Services
311 W. Saratoga Street
Baltimore, MD 21201
410-767-7214 (office)
Contract Duration: / 60 days
MBE Goal: / 0%
VSBE Goal / 0%
Pre-Proposal Conference: / N/A
Table of Contents
SECTION 1 – GENERAL INFORMATION 6
1.1 Summary Statement 6
1.2 Abbreviations and Definitions 6
1.3 Contract Type 8
1.4 Contract Term 8
1.5 Procurement Method 8
1.6 Electronic Procurement Authorization 8
1.7 Procurement Officer 9
1.8 Questions and Inquiries 10
1.9 Contract Manager 10
1.10 Pre-Bid Conference 11
1.11 eMarylandMarketplace (eMM) 11
1.12 Bid Due Date 12
1.13 Duration of Bid 12
1.14 Receipt, Opening and Recording of Bids 12
1.15 Confidentiality 12
1.16 False Statements 13
1.17 Award Basis 13
1.18 Tie Bids 13
1.19 Revisions to the IFB 14
1.20 Cancellations; Discussions 14
1.21 Incurred Expenses 14
1.22 Economy of Preparation 14
1.23 Protests/Disputes 14
1.24 Multiple or Alternate Bids 14
1.25 Public Information Act Notice 15
1.26 Bidder Responsibilities 15
1.27 Mandatory Contractual Terms 15
1.28 Bid/Proposal Affidavit 16
1.29 Contract Affidavit & General Contractual Conditions 16
1.30 Minority Business Enterprise (MBE) Participation Goal 16
1.31 Veteran Owned Small Business Enterprise Goal 16
1.32 Compliance with Law 16
1.33 Arrearages 17
1.34 Verification of Registration and Tax Payment 17
1.35 Electronic Funds Transfer 17
1.36 Non-Visual Access 18
1.37 Mercury and Products that Contain Mercury 18
1.38 Purchasing and Recycling Electronic Products 18
1.39 CERTIFICATION REGARDING LOBBYING………………….…………………………..…….18
1.40 Investment Activity in Iran 18
1.41 Prompt Payment Policy 18
1.42 Conflict of Interest Affidavit and Disclosure 19
1.43 Non-Disclosure Agreement 19
SECTION 2 – SCOPE OF WORK 20
2.1 General Information 20
2.2 General Requirements 20
2.3 Technical Specifications 20
2.4 Warranty 22
2.5 Acceptance 22
2.6 Order Processing Procedure 23
2.7 Order Acknowledgement 23
2.8 Receipt of Order 23
2.9 Delivery Schedules 23
2.10 Free on Board (F.O.B.) Destination 23
2.11 Shipped Orders 23
2.12 Payment Terms/Invoicing 24
2.13 Customer Inquiries 25
2.14 Credit and/or Replacement 25
2.15 Return of Goods 25
2.16 Restocking Fees 25
2.17 Insurance Requirements 26
2.18 Bidder Qualifications 27
SECTION 3 – BID FORMAT 28
3.1 Bid Submission 28
3.2 Transmittal Letter 29
3.3 Single Step Sealed Bidding 29
3.4 Required Bid Submissions 29
SECTION 4– EVALUATION CRITERIA AND PROCEDURE 31
4.1 Evaluation Criteria 31
4.2 Financial Criteria 31
4.3 Reciprocal Preference 31
4.4 Award Determination 31
ATTACHMENTS 33
ATTACHMENT A – SAMPLE CONTRACT 34
ATTACHMENT B – BID/PROPOSAL AFFIDAVIT 35
ATTACHMENT C – CONTRACT AFFIDAVIT 36
ATTACHMENT D – MINORITY BUSINESS ENTERPRISE FORMS 40
ATTACHMENT E – BID PRICE FORM 41
ATTACHMENT F – MERCURY AFFIDAVIT 43
ATTACHMENT G – AGENCY ACCEPTANCE FORM 44
ATTACHMENT H – MANUFACTURE WARRANTY 45
ATTACHMENT I – CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE 46
ATTACHMENT J – CERTIFICATION REGARDING LOBBYING 47
SECTION 1 – GENERAL INFORMATION
1.1 Summary Statement
1.1.1 The Department Of Human Resources (Department or DHR), Office of Technology for Human Services (OTHS) is issuing this Invitation for Bid (IFB) to provide Crucial Technology by Micron Random Access Memory (RAM) for the agency.
1.1.2 It is the State’s intention to obtain services, as specified in this IFB, from a Contract between the successful Bidder and the State.
1.1.3 The Department intends to make a single award as a result of this IFB.
1.1.4 Bidders, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.
1.1.5 The Department is conducting this procurement under COMAR 21.05. 02, Procurement by Competitive Sealed Bidding, with the expectation that the Contract, attached hereto as Attachment A, will not exceed $400,000.
1.2 Abbreviations and Definitions
For the purposes of this IFB, the following abbreviations and terms have the meanings indicated below:
A. Bid – A statement of price offered by a Bidder in response to an IFB.
B. Bidder – An entity that submits a bid in response to this IFB.
C. BPW – The Maryland Board of Public Work, the entity responsible for approving specific contracts in the State.
D. Business Day- Monday through Friday (excluding State holidays)
E. COMAR – Code of Maryland Regulations available on-line at www.dsd.state.md.us.
F. Contract – The agreement resulting from this IFB with the successful Bidder. The State’s Contract attached to this IFB as Attachment A.
G. Contract Manager - The State representative for this Contract who is primarily responsible for Contract administration functions, including issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the Contract, monitoring MBE and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope.
H. Contractor – The selected Bidder awarded the Contract for the procured services identified in this IFB.
I. Contractor’s Point of Contact – Person designated at the time of Contract award by the Contractor as the single P.O.C. for the Agency with the authority and knowledge to resolve Contract issues. DHR or Department – Maryland Department of Human Resources, the 4th largest agency within the State of Maryland.
J. Department or DHR - Department of Human Resources
K. eMM – eMaryland Marketplace (see IFB Section 1.11).
L. Firm Fixed-Price - Pricing option which places responsibility on the Contractor for the delivery of the hardware and the complete performance of the services in accordance with the IFB at a price that is not subject to adjustment.
M. F.O.B. - Free on Board
N. IFB – The Invitation for Bids for Crucial Technology by Micron Memory, Solicitation Number: OTHS/OTHS -14-033-S, including any amendments/addenda thereto.
O. Letter of Authorization - A document issued by the Manufacturer or Distributor authorizing the Bidder / Contractor to sell and/or provide services for the Manufacturer’s Product line.
P. Local Time - Time in the Eastern Time zone as observed by the State of Maryland.
Q. MBE – A Minority Business Enterprise certified by the Maryland Department of Transportation under COMAR 21.11.03.
R. NTP -The Notice to Proceed, which is a written notice from the Procurement Officer that work on the project or work order shall begin on a specified date.
S. NBD – Next business day
T. Normal State Business Hours – Normal State business hours are 8:00 a.m. – 5:00 p.m., Monday through Friday, except State Holidays, which can be found at: www.dbm.maryland.gov – keyword: State Holidays.
U. OTHS - The information technology unit that within DHR that is responsible for design, development and implementation and enhancements of the technology used to maintain and track DHR customer data; computer applications and systems, computer and communication equipment, computer peripheral equipment, telephone systems and equipment, ancillary facility and support equipment.
V. P.O.C. – Point of Contact
W. Procurement Officer – The State representative designated in Section 1.7, who is responsible for the Contract, determining scope issues and is the only State representative that can authorize changes to the Contract. DHR may change the Procurement Officer at any time by written notice to the Contractor.
X. Requesting Agency - The unit of the Executive Branch of Maryland State government issuing the IFB.
Y. State – The State of Maryland.
Z. State Holidays/Closings – The following are the State holidays/closings in effect during the term of the Contract. Each holiday starts at 12:00 AM and ends at 11:59 PM on that day: New Year’s Eve, New Year’s Day, Martin Luther King Day, Presidents’ Day, Friday before Memorial Day, Memorial Day, Independence Day, Friday before Labor Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Day
AA. Total Bid Price - The Bidder’s total price for goods in response to this solicitation, included in the Bid in Attachment E – Bid Price Form.
BB. Vendor – Any firm that is interested in performing the service set forth in this IFB.
CC. Veteran-owned Small Business Enterprise (VSBE) – a business that is verified by the Center for Veterans Enterprise of the United States Department of Veterans Affairs as a veteran-owned small business. See Code of Maryland Regulations (COMAR) 21.11.13.
DD. Working Day(s) – Same as “Business Day(s).”
1.3 Contract Type
The Contract that results from this IFB shall be a Definite Quantity Contract with Firm Fixed- Prices in accordance with COMAR 21.06.03.02 and 21.06.03.06.
1.4 Contract Term
The Contract awarded as a result of this solicitation shall be for a period of sixty (60) days.
1.5 Procurement Method
This Contract will be awarded in accordance with the Competitive Sealed Bidding procurement method as described in COMAR 21.05.02.
1.6 Electronic Procurement Authorization
A. The following transactions are authorized to be conducted by electronic means on the terms described. “Electronic means” refers to exchanges or communications using electronic, digital, magnetic, wireless, optical, electromagnetic, or other means of electronically conducting transactions. Electronic means includes facsimile, electronic mail, internet-based communications, electronic funds transfer, specific electronic bidding platforms (e.g. e-Maryland Marketplace and DHR’s web page), and electronic data interchange.
1. The Procurement Officer may conduct the procurement using e-Maryland Marketplace, DHR web page, e-mail or facsimile to issue:
a. the solicitation (e.g. the IFB);
b. any amendments;
c questions and responses;
d. communications regarding the solicitation or bid to any Bidder including requests for clarification or explanation;
e. notices of award selection or non-selection; and
f. the Procurement Officer’s decision on any protest or Contract claim.
2. A Bidder or potential Bidder may use e-mail or facsimile to:
a. ask questions regarding the solicitation;
b. reply to any material received from the Procurement Officer by electronic means that includes a Procurement Officer's request or direction to reply by e-mail or facsimile, but only on the terms specifically approved and directed by the Procurement Officer; or
c. submit a "No Bid” response to the solicitation.
3. The Procurement Officer, the Contract Manager and the Contractor may conduct day-to-day Contract administration, except as outlined in section B of this subsection utilizing e-mail, facsimile or other electronic means if authorized by the Procurement Officer or Contract Manager.
B. The following transactions related to this procurement and any Contract awarded pursuant to it are not authorized to be conducted by electronic means:
1. submission of initial bids;
2. filing of protests;
3. filing of Contract claims;
4. submission of documents determined by DHR to require original signatures, e.g., Contract execution, Contract modifications, etc); or