​This page outlines agency procedures for initiating and executing a Purchase Order Request for Proposals (PORFP) under the Radio Communications 2018 Master Contract. This process applies to purchases under the following Functional Areas (FA):

• Functional Area I – Two Way Radio Equipment
  
• Functional Area II – Communications Consoles and Associated Equipment
• Functional Area III – Microwave Radio Equipment, Ancillary and Test Equipment and Installation Supplies
• Functional Area IV - Installation, Repair and Preventive Maintenance Services

Questions regarding this process should be sent to gis.contracts@maryland.gov.

Note: Please see revised Award Process in Step 13 and the Award Package Checklist.

PORFP Procedures

1. Determine agency product / service needs.
• In making product / service selections, it is recommended agencies review their agency's assets to select compatible products or identify technical requirements required in choosing a product.
2. Identify the corresponding Radio Communications Master Contract 2018 Master Contract Functional Area or Areas.
• See Functional Areas Descriptions.
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:
• Section 1 – General Information: Captures PORFP Number (ADPICS PO Number), FA selections, Small Business Reserve (SBR) designation*, Minority Business Enterprise (MBE) goal**, proposal due date, and agency instructions governing provision of the products/services.
  
1. SBR designation is strongly encouraged. DoIT requires an MBE / SBR Worksheet that provides a determination for MBE goal and SBR designation. A justification must be provided in the MBE / SBR Worksheet.
2. An MBE Participation Worksheet is required for all PORFPs to describe the MBE goal to be achieved through subcontracting. Refer to the MBE / SBR Worksheet Guidelines and MBE / SBR Worksheet. Any PORFP release that includes FA IV must include, at a minimum, an MBE goal of 5%. If the MBE goal is determined to be less than 5%, the justification must be provided in the MBE / SBR Participation Worksheet.
• Section 2 – Agency Point of Contact (POC) Information: Captures the contact information of the agency representative responsible for the PORFP
  
• 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.
• Section 4 – Scope of Work: The scope of work should include the following information by selected FA:
1. FA I – The quantity and a description of the required Two Way Radio Equipment. If known, specify the manufacturer, product line, and model number. If the type of Two Way Radio Equipment is unknown, describe required functionality. Indicate the date by which delivery is required.
2. FA II – Description of required Communications Consoles and Associated Equipment. If known, specify the manufacturer, product line, and model number. If the type of Communications Consoles and Associated Equipment is unknown, describe required functionality. Indicate the date by which delivery is required.
3. FA III – Description of required Microwave Radio Equipment, Ancillary and Test Equipment and Installation Supplies. If known, specify the manufacturer, product line, and model number. If the type of Communications Consoles and Associated Equipment is unknown, describe required functionality. Indicate the date by which delivery is required.
4. FA IV - Description of the Installation, Repair and Preventative 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.
• 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. All PORFPs require DoIT pre-approval PRIOR to release to Master Contractors. The agency shall email the PORFP, MBE/SBR Worksheet, and all other associated information to DoIT at central.procurement@maryland.gov.
6. Upon pre-approval by DoIT Procurement, 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 Radio Communications Master Contract 2018 Links box. Follow the prompts to filter, select, and export the appropriate list of Master Contractors to email.
7. Upon receipt of the PORFP, Master Contractors shall prepare and submit proposals or a Radio Communications Master Contract 2018 Contractor Feedback Form (See Step 8 below) in response to the PORFP. Proposals shall provide two separate sections as follows:
• Technical Proposal
1. Description of the Radio Communications Equipment and Services to be provided;
2. Transportation and delivery schedule;
3. Description of how the Master Contractor shall provide the required installation, repair and preventive maintenance services (FA IV only); Master Contractors proposing to a PORFP with an MBE goal must submit a Certified MBE Utilization and Fair Solicitation Affidavit and MBE Participation Schedule.
4. Warranty terms;
5. Mercury Affidavit
   
6. A statement that the Master Contractor is authorized by the manufacturer or distributor to provide the two way radio equipment and services as of the date of the proposal; and
• Financial Proposal
1. For FA I, FA II and FA III, the proposed price including a screen shot of the Manufacturer's Suggested Retail Price (MSRP); and
2. For FA IV, the price for the proposed services, either fixed price or time and materials, as designed in the PORFP.
8. 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 Radio Communications Master Contractor 2018 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.
9. The agency POC or designee reviews the technical proposals for adherence to the requirements defined in the PORFP.
10. 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.
11. Upon completion of technical rankings, the agency POC or designee reviews the financial proposals for each qualified proposal. For FA I, FA II and FA III 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 IV 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.
12. The agency shall make an award based on the proposal that is "most advantageous to the State.​" (See the "Basis for Award" section of the PORFP).
13. All PORFPs awards require DoIT approval. The agency POC or designee is required to complete an Award Package Checklist. The agency shall email the Award Package Checklist and all required parts to DoIT at central.procurement@maryland.gov.
14. Complete the PO created in Step 2 and post the PO according to the ADPICS Procedures. Upon PO approval, print, sign and fax a copy to the selected Master Contractor.
15. Notify all Master Contractors who submitted a proposal in response to the PORFP of the selected Master Contractor and the amount of the award.
16. 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.

Radio Communications 2018 Master Contract - ADPICS Procedures

The following outlines the Purchase Order (PO) processing procedures for Radio Communications Equipment and/or Services available through the Radio Communications 2018 Master Contract. All Executive Branch agencies are required to enter PO releases in State ADPICS against the blanket purchase order (BPO) #060B7400088. These procedures are effective 1/25/2018. Any questions should be submitted to central.procurement@maryland.gov.

• DoIT adopted two ADPICS documents for the Purchase Order Request for Proposal (PORFP) numbering structure.
• Agencies should create a direct purchase order release as the PORFP number if the product requested does not contain Functional Area IV, installation, repair & training services.
• Agencies should create a reference BPO purchase release as the PORFP number if the products and services being requested contain Functional Area IV, installation, repair & preventive maintenance. Agencies must also be purchasing the corresponding equipment in Functional Area(s) I, II and/or III. There is a MBE subcontracting goal for Functional Area IV.
• A reference BPO allows for Minority Business Enterprise (MBE) subcontracting payment collection. Agencies should record MBE subcontractor payments (D-6 Form) in the PCHL2345 screen. Agencies can perform MBE reporting in FMIS and ANSWERS.

PART A: Purchase Order Request For Proposal (PORFP) Solicitation

• ADPICS Direct PO and BPO security will be required for anyone who is planning on creating those document types in ADPICS. See your Agency FMIS coordinator to verify you have security or to fill out new forms. Also make sure the Subcontractor Entry Screen 2345 and the Subcontractor Invoice Information screen 2355 are also included in your request. Agencies are responsible for MBE reporting based on the Radio Communications Master Contract 2018 Master Contract procedures.
• Validate or setup your agency ADPICS Initiating Department Approval Paths. (Note: This is an agency’s internal approval path and should not include DoIT Procurement or the Board of Public Works)
• After the ADPICS document is created, it will remain un-posted in ADPICS until the PORFP award process is ready for award.

PART B: Award

• Upon completion of the PORFP solicitation, agencies will be ready to make an award. Post the direct PO or reference BPO in ADPICS approval processing to DoIT Procurement for review & final posting. Prior to submitting the ADPICS Direct PO and BPO, agencies must also submit via email to central.procurement@maryland.gov the Radio Communications Master Contract 2018 Master Contract Award Package Checklist documentation.
• Select the Master Contractor to be awarded the PORFP from the PCHL2349, on the BPO Vendor Selection screen. There are many master contractors on the Radio Communications Master Contract 2018, so use caution when selecting the awarded Master Contractor & deleting all other Master Contractors copied over when the reference BPO was created from Radio Communications Master Contract – 2018 Master Contract BPO.
• If the Master Contractor you want to make an award to is not on the Radio Communications Master Contract - 2018 BPO, email the Service Desk and request the vendor be added (vendor must be on DoIT website as awarded a contract). Include the vendor’s name, federal ID number and address.
• Select the commodity from PCHL2348, BPO detail screen, for the functional area that matches the PORFP document issued to the master contractors. Delete all others that copied over to the reference BPO from the Radio Communications Master Contract 2018 BPO.
  
• Functional Area I 93972-RCM001 Two Way Radio Equipment
• Functional Area II 93972-RCM002 Communications Consoles and Associated Equipment
• Functional Area III 93972-RCM003 Microwave Equipment, Ancillary and Test Equipment and Installation Supplies
• Functional Area IV 93972-RCM004 Installation, Repair and Preventive Maintenance Services
• Agencies may change the DOC type or use the default. A specific DOC type is not required since the commodity codes are linked to DoIT by commodity approval processing.
• The direct PO and reference BPO will automatically be routed via commodity approval processing to DoIT Procurement for review in ADPICS mailbox 060P1, level 800.
• Agencies can monitor the status of the ADPICS document through ADPICS via the active document screen (PCHL 9220) or archive screen (PCHL 9230). In most cases, you will receive an email from DoIT indicating the updated document status.
• After a reference BPO is authorized by DoIT Procurement and posted, the agency will need to create a purchase order (PO) release from the posted reference BPO. The PO will also need DoIT Procurement approval. No additional documentation will be required for the PO approval. After DoIT approves the PO; the agency should sign & send it to the Master Contractor awarded the PORFP.
• Agencies should follow-up with the Master Contractor directly concerning the status of the initial purchase as well as subsequent invoice or service concerns.