Assistive Telecommunications Equipment (ATE) Master Contract: POIFB Procedures
These guidelines outline agency procedures for initiating and executing a Purchase Order Invitation for Bid (POIFB) under the ATE Master Contract. The POIFB process requires that the agency identify exact product specifications (manufacturer, product name, model number, etc.) and evaluate bids based on price only. If product specifications are unknown, or if the evaluation will be based on price plus other factors (e.g., delivery time), the agency should use the Purchase Order Request for Proposals (PORFP) process.
The ATE Master Contract applies to purchases under the following Functional Areas (FA):
- FA I - Amplified Telephones and Associated Peripherals
- FA II - Alerting Devices / Emergency Devices and Associated Peripherals
- FA III - Captioned Telephones and Associated Peripherals
- FA IV - TTY, VCO Phones, HCO Phones and Associated Peripherals
- FA V - Specialized Accessories / Switches and Associated Peripherals
- FA VI - Hands-Free Telephones / Devices and Associated Peripherals
- FA VII - Devices for Speech Impaired and Associated Peripherals
- FA VIII - Devices for Visually Impaired and Associated Peripherals
- FA IX - Devices for Cognitively Impaired and Associated Peripherals
- FA X - Wireless Devices / Videophones and Associated Peripherals
- FA XI - Extended Warranty(ies)
A purchase is allowed in any combination of FA I through FA XI. Questions regarding this process should be sent to email@example.com
- Determine equipment and/or extended warranty needs. In making product / service selections, it is recommended agencies 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.
- Identify the corresponding ATE Master Contract Functional Area or Areas. See Functional Areas: Descriptions/Examples.
- Follow ADPICS Procedures to create an agency Purchase Order (PO). The PO number becomes the "POIFB Number" used to identify the POIFB.
- Complete all sections of the POIFB Template. For guidance, refer to the POIFB Template Instructions and POIFB Sample. Complete the POIFB template as follows:
- Section 1 - General Information: Captures POIFB Number (ADPICS PO Number), FA selection, manufacturer*, Small Business Reserve (SBR) designation, Bid due date, and agency instructions governing the provision of products.
* Choose only one manufacturer per POIFB.
- Section 2 - Agency Point of Contact (POC) Information: Captures the contact information of the agency representative responsible for the POIFB.
- 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 or FAs:
- FA I through FA X - Product names, model numbers, quantity, and due date for delivery.
- FA XI - Description of the required Extended Warranty(ies), number of devices covered, and any associated deliverables. Indicate warranty start and end dates.
- IMPORTANT - Email the POIFB only to those Master Contractors who are:
- Listed for the applicable FA or FAs; and
- Authorized to sell the chosen manufacturer product line.
To create the email, go to Select Master Contractor Contact List from the ATE Contract Links box. Follow the prompts to filter, select, and export the appropriate list of Master Contractors to email.
Note - for a POIFB designated as a SBR, select and email the POIFB only to Master Contractors certified as SBRs.
- Upon receipt of the POIFB, each Master Contractor should prepare and submit either a Bid or an ATE Master Contractor Feedback Response (see Step 6 below) in response to the POIFB. Bids should include the following:
- For FA I through FA X, the Bid price per product including screen shot of the MSRP (Manufacturer's Suggested Retail Price);
- For FA XI, the Bid price for the Extended Warranty(ies); and
- Mercury Affidavit.
- The agency POC or designee will receive Bids from Master Contractors that choose to respond to the POIFB. If a Master Contractor chooses not to submit a Bid, the Master Contractor must submit an ATE Master Contractor Feedback Response to the agency POC or designee. If any Master Contractor fails to submit a Bid or feedback response by the Bid due date, the agency POC or designee will follow-up with the Master Contractor to request a feedback response.
- The agency POC or designee reviews the Bids for adherence to the requirements defined in the POIFB and ensures pricing is at or below MSRP.
- The agency POC or designee establishes an award process in accordance with applicable State laws and regulations (See the "Basis for Award" Section of the POIFB template). The process may include requests for clarification, additional information, and best and final offers.
- Approval of awards less than $25,000 are delegated to the agency. For approval of any award over $25,000, the agency must email an award determination to DoIT at firstname.lastname@example.org. Award determinations sent to DoIT must contain:
- A copy of the email used to distribute the POIFB to Master Contractors;
- A copy of the POIFB as distributed to Master Contractors;
- A financial ranking of each qualified POIFB Bid;
- A copy of the awarded Master Contractor's Bid; and
- Screen shot of the MSRP (Manufacturer's Suggested Retail Price).
- Complete the PO created in Step 2 and post the PO according to ADPICS Procedures. Upon approval of the PO by DoIT, print, sign and fax a copy to the selected Master Contractor.
- Notify all Master Contractors who submitted a proposal in response to the POIFB of the selected Master Contractor and the amount of the award.
- Products will be shipped directly to the Requesting 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.