Cable and Wiring Master Contract: TORFP Guidance

To establish a Task Order (TO) for services under the Cable and Wiring Materials and Services- Outside Plant Master Contract, agencies must prepare and solicit a Task Order Request for Proposals (TORFP) under Functional Areas II and III as defined in the master contract. To assist users in developing a quality TORFP, DoIT recommends reviewing the documents below:

For each new TORFP, agencies should always access and use the latest template version at the links below. Questions about developing a TORFP may be referred to the DoIT Procurement Office at itpo.doit@maryland.gov.

    Cable and Wiring Materials and Services - Outside Plant TORFP Template (Updated Nov. 2015)

    Below are recommended best practices to help ensure a quality TORFP and timely release. This information is advisory only; some elements may not apply to specific TORFPs. Agencies should review and understand all standard language and instructions in the template document. Agencies should insert agency-specific information where indicated by blue highlight, and ensure that no irrelevant or left over language remains in the TORFP from the template or past TORFPs.

    Requirements Gathering:

    • Start early! Allow plenty of time for requirements gathering.
    • Consult key stakeholders for input on their needs for work processing and system functionality
    • Use proven requirements gathering techniques, for example:
      • Business Process Analysis – Documenting work processes to identify how computer automation can yield improved process efficiency, accuracy, security, etc. This is best performed by a certified business analyst or industry subject matter expert, possibly under a separate procurement. The result of the process is requirements documentation.
      • Requirements Workshops – Meetings over several days where subject matter experts and IT specialists define and review requirements. Often referred to as Joint Application Development or "JAD" sessions.
      • Benchmarking / Demonstrations - Comparing a prospective project to similar projects already in production and considered successful.
      • Stakeholder Interviews - The process of communicating with stakeholders to elicit, analyze, document, and validate requirements.

    Requirements Identification:

    • Ensure that all requirements are identified and defined completely and unambiguously.
    • Create criteria for a "good requirement," e.g., clearly stated, testable, necessary, etc.
    • Prioritize and identify minimum requirements.
    • Identify functional requirements or what the project should accomplish.
    • Identify technical requirements or how the final project should operate and perform
    • Don't forget non-technical requirements, e.g., meetings, progress reports, etc.
    • Identify deliverables that result from requirements. e.g., reports, test results, etc.
    • Avoid "gold plating" or adding extra unnecessary features to the requirements.

    Documenting Requirements:

    • Use an automated tool to document, track, and manage change to requirements.
    • Number each individual requirement for traceability through development and testing.
    • Document the rationale for each requirement.
    • As you document requirements, document "acceptance criteria" or what must be done to accept a requirement. Define what measures, tests, or observations will prove when the requirement is completed.
    • Use precise wording for requirements.
    • Group deliverables under project milestones.
    • Create a glossary of TORFP or project terms and acronyms.

    The TORFP Process:

    • Review and understand the TORFP process.
    • Develop a procurement schedule (see Example Procurement Plan).
    • Allow sufficient lead time to replace current contracts.
    • Allow sufficient lead time for internal and external reviews of TORFPs. For planning purposes, assume at least two iterations once the TORFP is submitted to DoIT.
    • Obtain input from key stakeholders on the TORFP scope of work.
    • Inform DoIT of new IT initiatives well in advance of initiating the effort.

    Questions about developing a TORFP may be referred to the DoIT Procurement Office at itpo.doit@maryland.gov.