Assistive Telecommunications Equipment (ATE) Master Contract: PORFP Procedures
These guidelines outline agency procedures for initiating and executing a Purchase Order Request for Proposals (PORFP) under the ATE Master Contract. Agencies should use the PORFP process when exact product specifications (manufacturer, product name, model number, etc.) are unknown, or if the evaluation of proposals will be based on price plus other factors
(e.g., delivery time). If the agency can identify exact product specifications and intends to evaluate based on price only, the Purchase Order Invitation for Bids (POIFB) process should be used. 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 Functional Areas. See Functional Areas: Descriptions/Examples.
- Follow ADPICS Procedures to create an agency Purchase Order (PO). The PO number becomes the "PORFP Number" used to identify the PORFP.
- 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, manufacturer*, Small Business Reserve (SBR) designation, proposal due date, and agency instructions governing the provision of products/services.
* Choose only one manufacturer per PORFP.
- 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 or FAs:
- FA I through FA X - Product names, model numbers, quantity, and due date for delivery. If exact product specifications are unknown, provide a detailed description of the required functionality.
- FA XI - Description of the required Extended Warranty(ies) and any associated warranty deliverables. Indicate number of devices covered and warranty start and end dates.
- Section 5 - Evaluation Criteria - Technical Proposal: Communicates to the Master Contractors how their technical proposals will be evaluated. Criteria should be objective and aligned to the Scope of Work in Section 4. Criteria should be prioritized in order of importance in order to identify the best value proposal.
- IMPORTANT - Email the PORFP only to those Master Contractors who are:
- Listed for the applicable FA or FAs; and
- Authorized to sell the chosen manufacturer product line.
Email the PORFP to the Master Contractors in the applicable FA or FAs that sell the required manufacturer product line. If the manufacturer is not known, email the PORFP to all Master Contractors in the FA or FAs. To create the email, go to Select Master Contractor Contact List on the Contract Links panel. 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.
- Upon receipt of the PORFP, the Master Contractors should prepare and submit proposals or an ATE Master Contractor Feedback Form (see Step 6 below) in response to the PORFP. Proposals should provide two separate sections as follows:
- Description of the products to be provided;
- If applicable, a description of how the Master Contractor will satisfy other requirements in the Scope of Work;
- Delivery schedule;
- Extended Warranty terms;
- A statement that the Master Contractor is authorized by the manufacturer or distributor to provide the products as of the date of the proposal; and
- Mercury Affidavit.
- For FA I through FA X, the proposed price with a screen shot of the MSRP (Manufacturer's Suggested Retail Price); and
- For FA XI, the proposed price for the Extended Warranty(ies).
- 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 submit an ATE Master Contractor Feedback Form to the agency POC or designee. If any Master Contractor fails to submit a proposal or feedback response by the proposal due date, the agency POC or designee will follow-up with the Master Contractor to request submission of a feedback response.
- The agency POC or designee reviews the technical proposals for adherence to the requirements defined in the PORFP.
- 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.
- Upon completion of technical rankings, the agency POC or designee reviews the financial proposals for each qualified proposal. For FA I through FA X the agency POC or designee will ensure the proposed pricing for the recommended proposal is at or below MSRP.
- The agency makes an award based on best value, considering technical and financial criteria (See “Basis for Award” Section of PORFP template).
- Approvals 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 PORFP to Master Contractors;
- A copy of the PORFP as distributed to Master Contractors;
- An award recommendation description summarizing the evaluation and selection process;
- A technical, financial, and combined ranking of each qualified PORFP proposal;
- A description of the rationale for selecting the recommended Master Contractor’s PORFP for award;
- A copy of the recommended Master Contractor’s financial proposal; and
- A copy 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 PORFP 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.