Cable and Wiring Master Contract: TORFP Process

This page outlines the process for preparing, soliciting, and awarding task orders for the Cable and Wiring Materials and Services- Outside Plant Master Contract for services performed under Functional Areas II and III.

Any questions or concerns about this task order process should be directed to the Director of the IT Procurement Office at itpo@maryland.gov.

  1. TORFP Origination
    1. Before starting a TORFP, the Requesting Agency will consult the Guidance For Writing a TORFP information.  It covers requirements gathering and other preparations that should occur before initiating a TORFP.  The guidance provides links to TORFP Templates and example supporting documents, e.g., requirements matrix.
    2. The Agency will prepare a Reference Blanket Purchase Order (BPO) release against the Cable and Wiring- Outside Plant BPO (060B1400067) via ADPICS to obtain a TORFP number.
    3. The Agency will identify their TO Manager and their TO Procurement Officer and include this information in the TORFP.
    4. The Agency will identify the Minority Business Enterprise (MBE) goal for the TORFP by following the Guidance on Cable and Wiring- Outside Plant TORFP MBE Goal Setting Process. The Agency will include with the draft TORFP, a completed Cable and Wiring- Outside Plant MBE Participation Worksheet for the established MBE goal.
    5. The Agency Assistant Attorney General will approve the draft TORFP (optional).
    6. The Agency will submit the TORFP and MBE determination to the IT Procurement Office via email at itpo@maryland.gov.
  2. TORFP Review
    1. The IT Procurement Office (ITPO) and DoIT Project Management Office will review the TORFP and the MBE determination, and provide feedback to the TO Procurement Officer. The agency will revise the TORFP, as necessary, and return it to the ITPO.
    2. The ITPO will then approve the TORFP for release and authorize the Agency to proceed via email.
  3. TORFP Solicitation
    1. The TO Procurement Officer will release the TORFP to all Master Contractors within the functional area identified for the task order, and cc: itpo@maryland.gov.
    2. The TO Procurement Officer will conduct all communications with the Master Contractors during the solicitation process. The solicitation process will include a pre-proposal conference/ site walk-through, answering Master Contractor questions, amending the TORFP where necessary, proposal evaluation, and award recommendation.
    3. The Agency will email a copy of any released TORFP amendments to itpo@maryland.gov.
    4. The Agency will form an evaluation committee. The committee is to include project stakeholders, as well as technical and subject matter experts.
    5. The TO Procurement Officer will receive Technical and Financial Task Order Proposals (TO Proposals) from the Master Contractors that choose to respond to the TORFP. Master Contractors choosing not to respond with a TO Proposal are required to provide the TO Procurement Officer with feedback on the TORFP. The required feedback forms are available through the “Master Contractor Login” link on the Cable and Wiring Materials and services- Outside Plant web site.
    6. The TO Procurement Officer will deliver the technical proposals to the Evaluation Committee. With the TO Procurement Officer's guidance, the Evaluation Committee will conduct an appropriate evaluation of each TO Proposal in accordance with all applicable State laws and regulations. This may include requests for clarification, additional information, oral presentations, and best and final offers.
    7. The Evaluation Committee will establish the technical rankings based on the evaluation criteria outlined in the TORFP. Upon completion of technical rankings, the TO Procurement Officer will forward the financial proposals for each qualified TO Proposal to the Evaluation Committee. The TO Procurement Officer may request a Best and Final Offer from the offeror of each qualified TO Proposal. The Committee will establish the financial ranking and the combined technical and financial ranking of each qualified TO Proposal and recommend an awardee based on best value.
    8. The Agency will finalize the Reference BPO in ADPICS for ITPO approval.
    9. The TO Procurement Officer will submit a TORFP Award package to the ITPO consisting of:
      1. An award recommendation summarizing the evaluation and selection process;
      2. A technical, financial and combined ranking of each qualified TO Proposal;
      3. Rationale for selecting the recommended Master Contractor's TO Proposal for award;
      4. The proposed MBE participation from the recommended Master Contractor, including completed MBE Forms Attachments D-1 through D-2 as submitted by the recommended Master Contractor, and any waiver documentation, if applicable.
  4. TORFP Award
    1. The ITPO will review for approval the TORFP award package.  Once approved, the ITPO will notify the TO Procurement Officer.
    2. The TO Procurement Officer will notify the recommended Master Contractor of the award. Utilizing the Task Order Agreement (TO Agreement) template, the TO Procurement Officer will complete the TO Agreement and forward it to the recommended Master Contractor.
    3. The recommended Master Contractor will sign and email a PDF file to include the TO Agreement to the TO Procurement Officer with MBE Attachments D3 through D4 and any waiver documentation.
    4. The TO Procurement Officer will notify all Master Contractors who submitted a TO Proposal of the selected Master Contractor. The Agency may provide debriefings to the Master Contractors not selected, upon request.
    5. Once the ITPO approves the Reference BPO in ADPICS, the TO Procurement Officer will send the following documents to the selected Master Contractor, with a copy to the ITPO:
      1. Signed purchase order;
      2. Fully executed TO Agreement; and
      3. Notice to Proceed.