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CATS I Contract Frequently Asked Questions (FAQs)

Agencies

Do I have to send the TORFP to every Master Contractor in the designated Functional Area?
May I send a TORFP to only the MBE Master Contractors in the designated Functional Area?
Who will actually send the TORFP to the Master Contractors?
Is there a mailing list that I can use to send out a TORFP?
How much will DoIT edit my TORFP?
How long will DoIT take to review my TORFP?
What is the average DoIT Review to Award time for a TORFP?
Where do I find the TORFP template?
Is there more than one TORFP template?
Where do I find help in writing a quality TORFP?
Is there a limit to how much hardware, software or other materials can be acquired under a CATS task order?
Who should participate on a TORFP proposal evaluation committee?
May staff from agencies other than the TO Requesting Agency participate on a TORFP proposal evaluation committee?
Am I required to follow up with Master Contractors who fail to submit a CATS TORFP Feedback Response Form?
Am I required to submit completed CATS TORFP Feedback Response Forms to DoIT?

Master Contractors

How will I know about TORFP opportunities for which I can compete?
Do I have to reply to every TORFP that I receive?
Who do I talk to if I have questions or concerns about a TORFP that I have received?
When should we raise concerns about terms and conditions in the Task Order Agreement?
How can I update my contact information on the CATS web page?
I am a certified MBE Master Contractor. Do I still have to meet MBE goals?
I have 8(a) certification, but I am not listed as SBR or MBE. Why not?
Where can I find certified Maryland MBE companies with whom to partner?
Can we meet with the agencies to find out their future needs?
May I submit a CATS TORFP Feedback Response Form online for previously issued Task Order Requests for Proposals (TORFP)?
May I edit a CATS TORFP Feedback Response Form after it has been submitted?
May I submit one CATS TORFP Feedback Response Form for multiple TORFPs?
Am I required to submit a CATS TORFP Feedback Response Form if I am a subcontractor with another Master Contractor?
May I view CATS TORFP Feedback Response Forms submitted by other Master Contractors?
How will the State use data provided in the CATS TORFP Feedback Response Form?
Are Master Contractors required to continue emailing CATS TORFP Feedback Response Forms to the TO Procurement Officer now that the contract requirement is fulfilled online?

Agencies:

Do I have to send the TORFP to every Master Contractor in the designated Functional Area?

Yes. Each TORFP must be sent to every Master Contractor in the designated Functional Area. If the TORFP has been designated SBR-only, the TORFP must be sent to every SBR Master Contractor in the designated Functional Area and only SBR Master Contractors in the designated Functional Area.

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May I send a TORFP to only the MBE Master Contractors in the designated Functional Area?

No. TORFPs must be sent to all Master Contractors in the designated Functional Area or to all SBR Master Contractors if the TORFP is designated SBR-only. See Question 1 for additional information.

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Who will actually send the TORFP to the Master Contractors?

The Procurement Officer from the agency requesting the task order (TO Procurement Officer) will email the TORFP to the Master Contractors.

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Is there a mailing list that I can use to send out a TORFP?

Click on Functional Areas from any CATS web page. Select the Functional Area that applies to your TORFP. Click on the Export Master Contractor Information to Excel (as filtered) link. Click on the SAVE button, then name and save the file. At this stage, you may either open the Excel file, copy the Email fields and paste them into your email’s TO: field, or import them into an Outlook Contacts file for your use.

For an SBR-only release, first filter the Functional Area to include only SBR Master Contractors (see below). Then proceed with the “Export Master Contractor Information to Excel” instructions above.

Because Master Contractors are required to regularly update their contact information and SBR status may change, you should export the data from the web page each time that you need to use it, rather than saving it and using it again in the future.

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How much will DoIT edit my TORFP?

DoIT will review the TORFP for all required elements and provide general comments, minor editing and guidance on strengthening the TORFP. DoIT will not rewrite the TORFP.

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How long will DoIT take to review my TORFP?

The DoIT turnaround time on any TORFP is largely up to the TO Requesting Agency. TORFPs that are well written and include all necessary elements take far less time to review and return to the agency than those that require significant editing. In addition, it may be helpful to consult with DoIT when drafting the TORFP to clarify any issues and to alert DoIT that the TORFP is in process, although this is not required. Click here for additional information on how to write a good TORFP.

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What is the average DoIT Review to Award time for a TORFP?

The actual review to award time will vary on each TORFP and will depend on several variables, including amount of review and revision required, complexity of the TORFP, quantity and quality of proposals, and evaluation committee availability. However, to allow sufficient time, you should build 120 business days, or approximately 6 months, into the procurement/project plan. Again, this time can be reduced or lengthened, depending upon the specifics and circumstances of each TORFP.

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Where do I find the TORFP template?

Click on TORFP Process on the Agency Service Center page, then click on CATS TORFP template at the end of the first instruction under A. Task Order Request for Proposal (TORFP) Origination.

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Is there more than one TORFP template?

Yes, presently one template is oriented towards Statement of Work, and the other is for ongoing support.

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Where do I find help in writing a quality TORFP?

A document called Developing a Quality TORFP has been developed to assist in this area. When you are ready to write your TORFP, follow guidance in Writing a Quality TORFP and the TORFP Checklist. These documents are available at the Agency Service Center.

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Is there a limit to how much hardware, software or other materials can be acquired under a CATS task order?

Yes, the primary purpose of CATS is to acquire services. The value of any hardware, software or other materials must be less than 50% of the task order.

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Who should participate on a TORFP proposal evaluation committee?

General Guidance: Evaluation Committee members must be available to attend all of the evaluation meetings. Each must commit to completing all of the tasks such as reading all proposals, documenting questions and clarifications to Offerors’ proposals, reference checks, ranking Offerors, recommending an award or awards, and documenting the Offerors’ strengthens and weakness. Committee members should have at least one of the following qualities to contribute to the evaluation team: technical knowledge related to the requirements as stated in the TORFP Scope of Work; knowledge regarding the use of the current contract, if applicable; general contract or project management experience; or subject matter expertise about the project the task order is to support or the services the TO Contractor is being asked to provide.

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May staff from agencies other than the TO Requesting Agency participate on a TORFP proposal evaluation committee?

Yes. Subject Matter Experts from other agencies can often provide valuable background and experience that the TO Requesting Agency may not have or be able to make available during an evaluation. Take advantage of forums such as the IT Advisory Council (ITAC) and the Senior Procurement Advisory Group (SPAG) to reach out to other agencies for participation.

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Am I required to follow up with Master Contractors who fail to submit a CATS TORFP Feedback Response Form?

Yes, you will want to ensure Master Contractor fulfillment of the CATS Master Contract and CATS TORFP requirement to submit a CATS TORFP Feedback Response Form.

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Am I required to submit completed CATS TORFP Feedback Response Forms to DoIT?

No, DoIT will have access to the data from CATS TORFP Feedback Response Forms submitted through the CATS web site.

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Master Contractors:

How will I know about TORFP opportunities for which I can compete?

The agency releasing the task order will email the TORFP to the TORFP Contact for every Master Contractor, or every SBR Master Contractor, if the TORFP is so designated, in the TORFP Functional Area.

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Do I have to reply to every TORFP that I receive?

Yes. Each Master Contractor must submit one of two possible responses, by the specified due date, to each TORFP it receives: 1) a proposal, or 2) a completed Notice to Master Contractors Form (included in the TORFP) explaining why the Master Contractor is not submitting a proposal.

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Who do I talk to if I have questions or concerns about a TORFP that I have received?

Each TORFP has a designated Procurement Officer (TO Procurement Officer) to whom all questions or concerns must be addressed. Complete contact information for the TO Procurement Officer is listed on the Key Information Page of the TORFP.

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When should we raise concerns about terms and conditions in the Task Order Agreement?

Questions and concerns about the Task Order Request for Proposals or the Task Order Agreement should be sent to the TO Procurement Officer as soon as possible; preferably prior to the pre-proposal conference. All questions and concerns must be received by the TO Procurement Officer before the proposal due date.

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How can I update my contact information on the CATS web page?

The Master Contractors now have the ability to update their company’s contact information as needed in real time on the official DoIT CATS web site. Each Master Contractor's TORFP Contact received an email on 05.23.06 giving them a username and password to log in to the Master Contractor Admin System. If your company did not receive your login information, please send an email to CATSInfo@doit.state.md.us.

Remember, the agencies will be using the TORFP Contact information shown on the web page for TORFP distribution. It is incumbent upon each Master Contractor to ensure that all their information on this web site is current and correct. If at any time during normal business hours you need assistance, please send an email to CATSInfo@doit.state.md.us, and we will be happy to help.

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I am a certified MBE Master Contractor. Do I still have to meet MBE goals?

Yes. All prime contractors must meet or exceed the established MBE goal for each task order. For more information on the MBE Program, please go to the MBE web site at http://www.mdot.state.md.us/MBE_Program/Index.html.

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I have 8(a) certification, but I am not listed as SBR or MBE. Why not?

Neither 8(a) certification through the Small Business Administration, a federal agency, nor certification through the Federal Disadvantaged Business Enterprise (DBE) Program is the same as Maryland MBE certification. For more information on becoming a certified Maryland MBE, go to MDOT’s MBE web site at http://www.mdot.state.md.us/MBE_Program/Index.html. For more information on becoming a certified Maryland SBR, go to DGS’ SBR website at https://www.smallbusinessreserve.maryland.gov/.

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Where can I find certified Maryland MBE companies with whom to partner?

The CATS Master Contractor list identifies CATS Master Contractors that have indicated that they are certified under MDOT’s MBE program. As MBE status may change, partners should confirm the current MBE status with the partner and with MDOT’s MBE web site at http://www.mdot.state.md.us/MBE_Program/Index.html. The MDOT MBE site also provides information on all of Maryland's MBE business partners through the MBE/DBE Directory.

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Can we meet with the agencies to find out their future needs?

You may meet with agencies to find out about their organization and business processes. Please do not spend time marketing your company and definitely do not discuss possible solutions to problems as this could disqualify you from proposing to their task orders.

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May I submit a CATS TORFP Feedback Response Form online for previously issued Task Order Requests for Proposals (TORFP)?

Yes, Master Contractors may submit a CATS TORFP Feedback Response Form online for any CATS TORFP previously or currently issued, even if the CATS TORFP has been awarded.

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May I edit a CATS TORFP Feedback Response Form after it has been submitted?

No, once the CATS TORFP Feedback Response Form has been submitted, the data you entered will be available to you in "read only" format. The submitting Master Contractor should contact the Task Order (TO) Procurement Officer to discuss off-line edits.

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May I submit one CATS TORFP Feedback Response Form for multiple TORFPs?

No, an individual CATS TORFP Feedback Response Form must be submitted for each TORFP.

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Am I required to submit a CATS TORFP Feedback Response Form if I am a subcontractor with another Master Contractor?

Yes, the CATS TORFP Feedback Response Form allows Master Contractors to indicate submission as a subcontractor. If you are submitting as a subcontractor, you will be asked in the online Form to provide reasons why you are not submitting as a prime.

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May I view CATS TORFP Feedback Response Forms submitted by other Master Contractors?

No, Master Contractors may not view CATS TORFP Feedback Response Forms submitted by other Master Contractors.

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How will the State use data provided in the CATS TORFP Feedback Response Form?

The information from the CATS TORFP Feedback Response Form will assist DoIT in improving the quality of TORFPs and the TORFP process, and in ensuring that the CATS contract is a successful vehicle for the business community and the State.

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Are Master Contractors required to continue emailing CATS TORFP Feedback Response Forms to the TO Procurement Officer now that the contract requirement is fulfilled online?

No, Master Contractors may submit the required information only through the online CATS TORFP Feedback Response Form. Submission of the required information using other types of media (fax, email or hard copy mailing) will no longer be accepted by the State.

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CATS I Contract Frequently Asked Questions (FAQs)

Agencies

Master Contractors

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Master Contractors:

CATS I Master Contract Links