Microwave and Ancillary Equipment and Services Master Contract - PORFP Procedures

This page outlines agency procedures for initiating and executing a Purchase Order Request for Proposals (PORFP) under the Microwave and Ancillary Equipment and Services Master Contract. This process applies to purchases under the following Functional Areas (FA):

  • Functional Area I (FA I): Licensed Microwave Radios, ancillary equipment, test equipment and installation supplies
  • Functional Area II (FA II): Unlicensed Microwave Radios, ancillary equipment, test equipment and installation supplies
  • Functional Area III (FA III): Installation, Repair and Preventive Maintenance Services
  • Functional Area IV (FA IV): Manufacturer's Extended Warranty

Questions regarding this process should be sent to ITPO.DoIT@maryland.gov.

PORFP Procedures

  1. Determine agency product / service needs. In making product / service selections, it is recommended agencies review the Enterprise Architecture Repository to assess what products already exist in the agency or other agency environments.  This may help agencies select compatible products or at least identify technical requirements toward choosing a product.
  2. Identify the corresponding Microwave and Ancillary Equipment and Services Master Contract Functional Area or Areas. See Functional Areas: Descriptions/Examples.
  3. Follow ADPICS Procedures to create an agency Purchase Order (PO). The PO number becomes the “PORFP Number” used to identify the PORFP.
  4. Complete all sections of the PORFP Template. For guidance, refer to the PORFP Template Instructions and PORFP Sample. Complete the PORFP template as follows:
    1. Section 1 - General Information: Captures PORFP Number (ADPICS PO Number), FA selections, Small Business Reserve (SBR) designation, Minority Business Enterprise (MBE) goal for FA III,* proposal due date, and agency instructions governing provision of the products/services.
      * An MBE Participation Worksheet is required for all purchases under FA III to describe the MBE goal to be achieved through subcontracting. Refer to the MBE Worksheet Guidelines and MBE Worksheet. Any PORFP released that includes FA III must include, at a minimum, an MBE goal of 25%. If the MBE goal is determined to be less than 25%, the justification must be provided in the MBE Participation Worksheet. The Worksheet is required for any PORFP issued under FA III.
    2. Section 2 - Agency Point of Contact (POC) Information: Captures the contact information of the agency representative responsible for the PORFP.
    3. Section 3 - Delivery Address / Worksite POC Information (if different from above): Captures the contact information of a secondary agency representative as needed if the delivery or work site address differs from the information captured in Section 2.
    4. Section 4 – Scope of Work: The scope of work should include the following information by selected FA:
      • FA I – The quantity and a description of the required licensed Microwave and Ancillary Equipment. If known, specify the manufacturer, product line, and model number. If the type of Microwave and Ancillary Equipment is unknown, describe required functionality. Indicate the date by which delivery is required.
      • FA II – The quantity and a description of required unlicensed Microwave and Ancillary Equipment. If known, specify the manufacturer, product line, and model number. If the type of Microwave and Ancillary Equipment is unknown, describe required functionality. Indicate the date by which delivery is required.
      • FA III – Description of the Installation, Repair and Preventive Maintenance Services. Describe required deliverables. Include any unique requirements, for example restrictions on the time of day work can be performed. Indicate estimated start and end dates for services.
      • FA IV - The quantity and a description of the required Manufacturer's Extended Warranty.
    5. Section 5 – Evaluation Criteria – Technical Proposal: Communicates to the Master Contractors how their technical proposals will be evaluated. Evaluation criteria should be objective, aligned with the Scope of Work, and prioritized in order of importance.
  5. Email the PORFP to the Master Contractors in the applicable FA or FAs authorized to sell the required manufacturers product line or supporting services. If the manufacturer is not known, email the PORFP to all Master Contractors in the FA. To create the email, go to Select Master Contractor Contact List on the Microwave and Ancillary Contract Links box. Follow the prompts to filter, select, and export the appropriate list of Master Contractors to email.

    Note – for a PORFP designated as a SBR, select and email the PORFP only to Master Contractors certified as SBRs.
  6. Upon receipt of the PORFP, Master Contractors shall prepare and submit proposals or a Microwave and Ancillary Equipment and Services Master Contractor Feedback Form (See Step 7 below) in response to the PORFP. Proposals shall provide two separate sections as follows:
    1. Technical Proposal
      • Description of the Microwave and Ancillary Equipment and Services to be provided;
      • Transportation and delivery schedule;
      • Description of how the Master Contractor shall provide the required installation, repair and preventive maintenance services (FA III only); Master Contractors proposing under FA III must submit an MBE Utilization and Fair Solicitation Affidavit & MBE Participation Schedule.
      • Warranty terms;
      • Mercury Affidavit
      • A statement that the Master Contractor is authorized by the manufacturer or distributor to provide the Microwave and Ancillary Equipment and Services as of the date of the proposal; and
    2. Financial Proposal
      • For FA I, FA II and FA IV, the proposed price including a screen shot of the Manufacturer’s Suggested Retail Price (MSRP); and
      • For FA III, the price for the proposed services, either fixed price or time and materials, as designed in the PORFP,/strong>.
  7. The agency POC or designee will receive proposals from the Master Contractors that choose to respond to the PORFP. If a Master Contractor chooses not to submit a proposal, the Master Contractor must Login to the Master Contract Admin System to submit a Microwave and Ancillary Equipment and Services Master Contractor Feedback Form to the agency POC or designee. If any Master Contractor fails to submit a proposal or feedback form by the proposal due date, the agency POC or designee shall follow-up with the Master Contractor to request submission of a feedback form.
  8. The agency POC or designee reviews the technical proposals for adherence to the requirements defined in the PORFP.
  9. The agency POC or designee establishes a process to evaluate technical proposals based on the evaluation criteria in the PORFP. The evaluation will be conducted in accordance with all applicable State laws and regulations and may include requests for clarification, additional information and best and final offers.
  10. Upon completion of technical rankings, the agency POC or designee reviews the financial proposals for each qualified proposal. For FA I and FA II the agency POC or designee will ensure the proposed pricing for the recommended proposal is at or below MSRP. For a PORFP that includes FA III time and material, the agency POC or designee compares the financial proposal for the recommended proposal to the labor rates published for that Master Contractor. Labor rates can be found under Master Contractor Contact/Pricing Information on the Contract Links panel.
  11. The agency shall make an award based on the proposal that is “most advantageous to the State,” (See the “Basis for Award” Section at the end of the PORFP).
  12. For approval of any award, the agency POC or designee is required to complete a Microwave and Ancillary Equipment and Services Award Package Checklist. The agency shall email the Award Package Checklist and all required parts to DBM at ITPO.DoIT@maryland.gov.
  13. Complete the PO created in Step 3 and post the PO according to the ADPICS Procedures. Upon PO approval, print, sign and fax a copy to the selected Master Contractor.
  14. Notify all Master Contractors who submitted a proposal in response to the PORFP of the selected Master Contractor and the amount of the award.
  15. Products will be shipped directly to the agency address included in the PO. Agencies are responsible for following up with the Master Contractor directly concerning the status of the order, as well as subsequent invoice and product / service concerns.
  16. The Agency updates the Enterprise Architecture Repository with applicable product information once the product has been received and accepted.