This section provides the information you need to write a Long Form IAS TORFP. The Long Form IAS TORFP has no restrictions on:
As a result, Long Form IAS TORFPs will tend to be significantly more complex than Short Form IAS TORFPs. In this section of the document, we will provide information to assist you in understanding how the Long Form Template can be used. The Long Form IAS TORFP Template has a great deal of additional informational information in the template (shown in blue shaded text, which should be removed during the editing process). For the rest of this section, the headings will correspond to the headings in the Long Form IAS TORFP however, not all headings will be shown or discussed.
A General Note: Do not delete headings as this will change the numbering scheme for the entire section or document (depending on what level you are at). Instead, just indicate that the section is not applicable to this IAS TORFP. In that way, section reference integrity is maintained. If you need to add more sections, do so at the BOTTOM of the section so it does not alter the section numbering for other sub-sections in the same section.
Much of the information on the Key Information Sheet is self-explanatory, and some of it, such as the dates, is not entered until just before the IAS TORFP is released. There are, however, a few fields that are worth discussing:
All of the sub-sections in Section 1 are self-explanatory or have instructional text sufficient to assist the author in selecting the correct choices. Let the agency Procurement Officer make the selections in this area.
Note: the headings in the sections below are numbered to correspond with the section in the Long Form IAS TORFP Template that is being discussed. Text segments shaded in light blue are examples.
The purpose of this section is to provide insight to the Offerors about the background information on the project. You need to provide sufficient information in this section to give Offerors enough information to properly size and price the IAS Assessment. Providing insufficient information in this area will result in TO Contractor misunderstandings with regard to the nature of the work involved or the level of effort needed to complete the job.
This is the most important section in the IAS TORFP. You will spend a majority of your time writing this section. It is essential that you have a good idea of exactly how you want to structure the tasks BEFORE you begin this section. While you are free to alter the organization of this section to meet your needs, in general, you should stick to the template as much as possible.
In this section, do not use bulleted lists. Instead, use numbered lists so that specific requirements can be specified, either in other places in this document or in other documents.
Every project needs to be managed, and IAS engagements are no exceptions. Here is recommended language for this section which will work for most IAS Assessments:
TO Contractor shall provide the following Project Management services in support of this TO:
The Lead Investigator shall serve as the project manager and single point of contact between DoIT and TO Contractor for project management matters and shall have the following responsibilities:
Adjust this language as necessary. You will note that this language references Section 2.7.4. This is the section that is used to define deliverables. In the requirements section, identify deliverables, but avoid describing them. That is properly done in Section 2.7.4.
This is the section in which the main requirements for the Assessment are placed. You can use sub-sections as necessary to sub-divide the requirements as necessary. It is essential that requirements be easily understood. The requirements need to be:
Keep the requirements as direct and simple as possible. Even if the issue being assessed is complex, it is usually possible to describe the requirements in simple, easy to understand terms. Here is a sample requirement that illustrates one good way of expressing requirements:
Note: This example is using the first sub-heading under Section 2.5.2 to illustrate one method of organizing and expressing assessment requirements.
184.108.40.206 Requirements Analysis and Report
During this task, the TO Contractor shall investigate DoIT’s existing voice TELCOM infrastructure in order to fully understand DoIT’s current environment as well as current and future requirements. This task will provide valuable context for follow-on tasks. This task consists of the following components:
Deliverable (see Section 2.7.4 for deliverable details)
Review and validate configuration documentation for DoIT’s existing XX PBX switches which are candidates for replacement. Where necessary, TO Contractor will update existing configuration documentation to conform to the switch’s current configuration.
Updated Configuration Documentation for XX PBX Switches. Consolidated summary of current TELCOM infrastructure.
Review Agency CIO feedback provided by TO Manager with respect to Voice TELCOM requirements
Interview XX Agency personnel to understand and validate Agency requirements.
Interview XX DoIT personnel to understand program level requirements and strategic directions
Develop Requirements Summary documenting Agency and DoIT requirements
TELCOM Requirements as described in Section 220.127.116.11.
In this case, this task is one of several tasks required in this IAS TORFP. The other tasks are formatted in a similar manner.
This section describes the deliverables which are identified in Section 2.5 and provides acceptance criteria for each deliverable and a proposed delivery date. Delivery dates are expressed in terms of days (state business or calendar days) from the NTP. It is important that the deliverables stated in Section 2.5 are aligned with the deliverables described in Section 2.6.4.
Here is a sample:
The TO Contractor may suggest other subtasks, artifacts, or deliverables to improve the quality and success of the assigned tasks.
Due Date / Frequency
Project Kickoff Meeting(Section 2.5.1)
TO Contractor shall plan and hold a Kickoff Meeting to begin the TO. As a minimum, the meeting will address:
NTP + 5 days or as mutually agreed to by the State and TO Contractor
DRAFT Project Plan and Project Schedule (Section 2.5.1)
Project Plan shall utilize the DoIT Project Plan Template found at http://doit.maryland.gov/SDLC/Pages/Templates.aspx and shall follow standard Project Management Body of Knowledge standards (PMBOK) as established by the Project Management Institute (PMI). The project plan shall reflect an effective Work Breakdown Structure and shall:
Deliverables shall be provided for review at the Kickoff Meeting
Final Project Plan and Schedule (Section 2.5.1)
Final Project Plan and schedule shall reflect feedback and comments provided by DoIT.
5 days after review and comments on Draft Project Plan and Schedule by DoIT.
Unlike CATS +, the IAS TORFP Template does not have a section for Company minimum qualifications. This is because there are only five (5) Master Contractors, and it is not necessary to further filter the list of eligible companies. In addition, unlike CATS +, IAS was a competitive procurement and the Master Contractors are considered to be pre-qualified for the scope of work included in the IAS Master Contract.
This section should list all positions that are considered to be key personnel and should identify the labor category and minimum qualifications for each position. No more than four (4) positions can be designated. Each person must meet the minimum qualifications for the designated labor category, so minimum qualifications listed here should be qualifications in addition to the minimum qualifications listed for the Labor Category.
In order to ensure that you are picking the correct Labor Category and to understand the minimum qualifications for that Labor Category, consult the IAS RFP, Section 2.7.
If you have any additional personal qualifications that you wish to use in the evaluation process, you can provide them in this section. Failure to have one of these qualifications does not disqualify the Master Contractor from participating in the competition; however the defect may affect their evaluation. This is a good place to put qualifications which are not completely unambiguous.
This section is optional, and if not needed should have the body of the section deleted. Do not delete the section header, but instead include the statement “Not Required for this IAS TORFP”.
Work Orders provide a flexible way of tasking the TO Contractor with additional work that is within the scope of the original tasking in the TO after the TO has been awarded. Here are some things to keep in mind with using this capability:
For the most part, this section is usually left intact, however you need to consider:
In this section, edit the evaluation criteria based on your needs. If you wish to evaluate on specific items, be sure that you insert this into the evaluation criteria. This needs to synchronized with section 3.4.1 above.
In this section one item needs explanation, and that is how minimum qualifications work. In Section 2.8.1 you inserted minimum personnel qualifications for key personnel. The Offeror demonstrates that these qualifications are met by providing a Labor Classification Personnel Summary for each key person which lists their experience and qualifications. Prior to turning the Technical Proposals over to the Evaluation Committee, the Procurement Officer must check to ensure that each Offeror meets the minimum qualifications. If, in his/her judgment, the Offeror’s personnel does not meet the minimum qualifications, then the Offeror is “judged to be not susceptible to award” and is disqualified from the evaluation process prior to review by the Evaluation Committee.
Before the IAS TORFP leaves your hands, perform the following three steps without fail (lest it come back to bite you):
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