Assistive Telecommunications Equipment Master Contract: Frequently Asked Questions (FAQs) 

Agencies

1. What is the difference between a Purchase Order Invitation for Bid (POIFB) and a Purchase Order Request for Proposals (PORFP)?
2. Are Requesting Agencies required to send the POIFB or PORFP to every Master Contractor in the designated Functional Area or Areas?
3. May a Requesting Agency send a POIFB or PORFP only to Master Contractors certified as Small Business Reserve (SBR)?
4. Does the ATE Master Contract have a Minority Business Enterprise (MBE) goal?
5. Who will actually send the POIFB or PORFP to the Master Contractors?
6. Is there a mailing list that a Requesting Agency can use to send out a POIFB or PORFP?
7. Is it required that Department of Information Technology (DoIT) review a Requesting Agency POIFB or PORFP prior to release to the Master Contractors?
8. How long will DoIT take to review an award recommendation for a POIFB or PORFP over $25,000?
9. Where do agencies go to find guidance on the POIFB or PORFP process?
10. Are Requesting Agencies required to follow up with Master Contractors who fail to submit a POIFB or PORFP Feedback Response Form?
11. Are Requesting Agencies required to submit completed Feedback Response Forms to DoIT?
12. How can a Requesting Agency track the status of a POIFB or PORFP?
13. Are procurements executed under the ATE Master Contract subject to DoIT review and assessment?

Master Contractors

1. What is the difference between a Purchase Order Invitation for Bid (POIFB) and a Purchase Order Request for Proposals (PORFP)?
2. How will Master Contractors know about POIFB or PORFP opportunities for which they can compete?
3. Do Master Contractors have to reply to every POIFB or PORFP that they receive?
4. Who do Master Contractors contact if they have questions or concerns about a POIFB or PORFP that they have received?
5. How can Master Contractors update contact information on the ATE Master Contract web page?
6. Does the ATE Master Contract have an MBE goal?
7. Can Master Contractors meet with the agencies to find out their future needs?
8. May Master Contractors submit a POIFB or PORFP Feedback Response Form online for a previously issued POIFB or PORFP?
9. May Master Contractors edit a Feedback Response Form after it has been submitted?
10. May Master Contractors submit one Feedback Response Form for multiple POIFBs or PORFPs?
11. May Master Contractors view Feedback Response Forms submitted by other Master Contractors?
12. How will the State use data provided in the Feedback Response Form?
13. How do companies enlist to become ATE Master Contractors?
14. What financial documentation is a Master Contractor required to provide with a response to a POIFB or PORFP?
15. How do Master Contractors add a Manufacturer Product Line for which they are newly authorized to sell?
16. Where can a list of all the ATE Master Contractors be found?

Agencies:

1. What is the difference between a Purchase Order Invitation for Bid (POIFB) and a Purchase Order Request for Proposals (PORFP)?
   
   A POIFB is used when the Requesting Agency knows the exact product specifications (product name, model #, etc.) and intends to award based on price only. A PORFP is used when exact specifications are known or unknown, and when the Agency intends to award based on price plus other factors, e.g., fastest delivery.
   
   back to top
   
   
2. Are Requesting Agencies required to send the POIFB or PORFP to every Master Contractor in the designated Functional Area or Areas?
   
   With the exception of POIFBs or PORFPs designated as Small Business Reserve (SBR) Only (See Question #3 below), agencies must email the POIFB or PORFP to ALL Master Contractors listed under the Manufacturer Product Line for which the POIFB or PORFP has been issued. If the agency does not know the Manufacturer of the product sought, the agency must email the POIFB or PORFP to ALL Master Contractors in the Functional Area or Areas. Based on an evaluation of Master Contractor bids or proposals received in response to a POIFB or PORFP, agencies will select a Master Contractor to provide the requested equipment and/or services.
   
   back to top
   
   
3. May a Requesting Agency send a POIFB or PORFP only to Master Contractors certified as Small Business Reserve (SBR)?
   
   Yes. POIFBs or PORFPs may be designated as SBR Only.
   
   back to top
   
   
4. Does the ATE Master Contract have a Minority Business Enterprise (MBE) goal?
   
   No.
   
   back to top
   
   
5. Who will actually send the POIFB or PORFP to the Master Contractors?
   
   The Point of Contact (POC) from the agency requesting the products and/or services must email the POIFB or PORFP to the appropriate Master Contractors.
   
   back to top
   
   
6. Is there a mailing list that a Requesting Agency can use to send out a POIFB or PORFP?
   
   Yes. Click on Select Master Contractor Contact List from the ATE  Contract Links box. Follow the prompts to filter, select, and export to email the appropriate list of Master Contractors applicable to the agency’s POIFB or PORFP. If the POIFB or PORFP is designated as a Small Business Reserve (SBR) Only, then agencies will filter, select and email the POIFB or PORFP only to Master Contractors designated as SBRs.
   
   Because Master Contractors are required to regularly update their contact information with status or contact changes, agencies should export the data from the web page each time that a POIFB or PORFP is to be sent, rather than saving and reusing it in the future.
   
   back to top
   
   
7. Is it required that DoIT review a Requesting Agency POIFB or PORFP prior to release to the Master Contractors?
   
   No. DoIT review of the POIFB or PORFP is not required prior to release to the Master Contractors. However, for awards over $25,000, the Requesting Agency must send an award recommendation to DoIT for review and approval prior to the award being issued.
   
   back to top
   
   
8. How long will DoIT take to review an award recommendation for a POIFB or PORFP over $25,000?
   
   The DoIT turnaround time on an award recommendation for a POIFB or PORFP over $25,000 depends largely on the quality of the award recommendation by the Requesting Agency. Well written award recommendations with all necessary elements take less time to review and approve than those requiring follow-up with the agency.
   
   back to top
   
   
9. Where do agencies go to find guidance on the POIFB or PORFP process?
   
   Click on POIFB Procedures or PORFP Procedures from the ATE Contract Links box.
   
   back to top
   
   
10. Are Requesting Agencies required to follow up with Master Contractors who fail to submit a POIFB or PORFP Feedback Response Form?
    
    Yes. Requesting Agencies are responsible to ensure that all Master Contractors who do not submit bids or proposals do submit a POIFB or PORFP Feedback Response Form.
    
    back to top
    
    
11. Are Requesting Agencies required to submit completed Feedback Response Forms to DoIT?
    
    No. DoIT will review Feedback Response Forms during periodic contract management assessments.
    
    back to top
    
    
12. How can a Requesting Agency track the status of a POIFB or PORFP?
    
    Agencies must distribute and track the status of their own POIFBs or PORFPs. Agencies should establish electronic and physical files for organizing and storing all related email, bids, proposals, feedback forms, etc. Agencies must also follow ADPICS procedures for establishing Purchase Orders, and can check ADPICS for DoIT approval of any Purchase Orders over $25,000.
    
    back to top
    
    
13. Are procurements executed under the ATE Master Contract subject to DoIT review and assessment?
    
    Yes. DoIT will review and assess a portion of the procurements executed under the ATE Master Contract. The goal of such assessments is to determine that Requesting Agencies and Master Contractors are adhering to required contract procedures, terms and conditions.
    
    back to top
    
    

Master Contractors:

1. What is the difference between a Purchase Order Invitation for Bid (POIFB) and a Purchase Order Request for Proposals (PORFP)?
   
   A POIFB is used when the Requesting Agency knows the exact product specifications (product name, model #, etc.) and intends to award based on price only. A PORFP is used when exact specifications are known or unknown, and when the Agency intends to award based on price plus other factors, e.g., fastest delivery.
   
   back to top
   
   
2. How will Master Contractors know about POIFB or PORFP opportunities for which they can compete?
   
   All Master Contractors listed under the Manufacturer Product Line for which a POIFB or PORFP has been issued for a specific Functional Area are to receive the POIFB or PORFP. Based on an evaluation of bids or proposals received in response to POIFBs or PORFPs, a Master Contractor will be selected to provide the requested equipment. If the POIFB or PORFP is designated as Small Business Reserve (SBR) Only, then the POIFB or PORFP will be sent only to certified SBR Master Contractors.
   
   back to top
   
   
3. Do Master Contractors have to reply to every POIFB or PORFP that they receive?
   
   Yes. Each Master Contractor must submit one of two possible responses by the specified bid or proposal due date to each POIFB or PORFP it receives: 1) a bid or proposal, or 2) a Feedback Response Form explaining why the Master Contractor is not submitting a bid or proposal.
   
   back to top
   
   
4. Who do Master Contractors contact if they have questions or concerns about a POIFB or PORFP that they have received?
   
   Each POIFB or PORFP includes a designated POC and complete contact information, to whom all questions or concerns must be addressed.
   
   back to top
   
   
5. How can Master Contractors update contact information on the ATE Master Contract web page?
   
   To update company contact information, click on Master Contractor Login from the ATE Contract Links box. Each Master Contractor received an email giving them a username and password to log in. If a Master Contractor did not receive login information, an email should be sent to itpo@doit.state.md.us.
   
   Note - agencies will distribute POIFBs or PORFPs according to the Master Contractor’s contact information shown on the web page. It is incumbent upon each Master Contractor to ensure that all of their information on the web site is correct. If at any time during normal business hours assistance is needed, please send an email to itpo@doit.state.md.us.
   
   back to top
   
   
6. Does the ATE Contract have an MBE goal?
   
   No.
   
   back to top
   
   
7. Can Master Contractors meet with the agencies to find out their future needs?
   
   Master Contractors may meet with agencies to find out about their organization and business processes. Please do not spend time marketing the company and definitely do not discuss possible solutions to problems as this could disqualify Master Contractors from submitting bids or proposals to the agency’s formal solicitations.
   
   back to top
   
   
8. May Master Contractors submit a POIFB or PORFP Feedback Response Form online for a previously issued POIFB or PORFP?
   
   Yes. Master Contractors may submit a POIFB or PORFP Feedback Response Form online for any ATE Master Contract POIFB or PORFP previously or currently issued, even if the POIFB or PORFP has been awarded. However, Master Contractors are strongly encouraged to submit feedback forms on or before the bid or proposal due date.
   
   back to top
   
   
9. May Master Contractors edit a Feedback Response Form after it has been submitted?
   
   No. Once the POIFB or PORFP Feedback Response Form has been submitted for each POIFB or PORFP for which Master Contractors decline to submit a bid or proposal, the data will be accessible only in "read only" format. The submitting Master Contractor should contact the POIFB or PORFP POC to discuss off-line edits.
   
   back to top
   
   
10. May Master Contractors submit one Feedback Response Form for multiple POIFBs or PORFPs?
    
    No. An individual Feedback Response Form must be submitted for each POIFB or PORFP for which Master Contractors decline to submit a bid or proposal.
    
    back to top
    
    
11. May Master Contractors view Feedback Response Forms submitted by other Master Contractors?
    
    No. Master Contractors may not view Feedback Response Forms submitted by other Master Contractors.
    
    back to top
    
    
12. How will the State use data provided in the Feedback Response Form?
    
    The information from the Feedback Response Form will assist DoIT in improving the quality of POIFBs or PORFPs and the solicitation process, and in ensuring that the ATE Master Contract is a successful vehicle for the business community and the State.
    
    back to top
    
    
13. How do companies enlist to become ATE Master Contractors?
    
    Master Contractors cannot be added to the current ATE Master Contract.
    
    back to top
    
    
14. What financial documentation is a Master Contractor required to provide with a response to a POIFB or PORFP?
    
    A screen shot of the current MSRP as of the date of the POIFB or PORFP response must be provided with each bid or proposal. Subject to the approval of the State, a comparable substitute directly from the product Manufacturer or Distributor may be acceptable.
    
    back to top
    
    
15. How do Master Contractors add a Manufacturer Product Line for which they are newly authorized to sell?
    
    Each Master Contractor in a given Functional Area may add additional Manufacturer Product Lines in that Functional Area throughout the life of the ATE Master Contract. To add a Manufacturer Product Line, a Master Contractor must submit a Letter of Authorization signed by the Manufacturer or Distributor for each new product line proposed. Signed Letters of Authorization must be submitted in PDF format to itpo@doit.state.md.us. Once the Letter of Authorization has been confirmed by DoIT, the Manufacturer Product Line will be added to that Master Contractor’s list of product lines available.
    
    back to top
    
    
16. Where can a list of all the ATE Master Contractors be found?
    
    Click Master Contractor Contact Information from the ATE Contract Links box.
    
    back to top