DoIT would like to remind agencies to submit award requests that require BPW approval to the ITPO mailbox (itpo.doit@maryland.gov for review and copy the BPW mailbox bpwagenda.doit@maryland.gov).
DoIT will not accept agenda submissions if the following criteria are not met:
- A minimum of two (2) BPW meetings prior to the contract/modification effective date.
- Complete award packets that include the required supporting documents. DO NOT ask
for a placeholder as they will not be honored.
- Agenda items must be succinct, grammatically correct and clearly written, so
the Board understands what they are being asked to approve.
- If you are requesting approval of a modification, renewal option, sole
source contract or a single bid/proposal contract, then a pricing justification
must be provided that explains why the pricing is fair and reasonable. DoIT
will not accept a blanket statement that the pricing is fair and reasonable
without documentation/analysis that supports the determination. Please
see BPW Advisory adv-2016-1, Fair and Reasonable Contract Price to ensure you provide all
required information.
The
instructions below are provided to assist agencies in preparing and submitting
procurement related transactions:
Step 1: Determine the Approval Path
Step 2: BPW Schedule
- If the procurement requires BPW approval, use the
2019 DoIT BPW Submission Schedule to determine deadlines.
- Any Agenda Items and required documents must be submitted by the DoIT Submission Cut-Off Date in order to be considered for BPW Approval.
- All DoIT Submission Cut-Off Dates are at least 30 days in advance of the BPW meeting.
- As a rule, agencies should allow for two BPW meetings in the contract dates in case of a meeting cancellation or a deferment.
Step 3: Creating the BPW Agenda Item
Step 4: Document Checklist
- Please use the checklists on the ITPO Award Package Submissions.
- All contracts and affidavits
required must be signed by the Bidder / Offeror. Contracts must also be
signed by the agency’s Assistant Attorney General for legal sufficiency.
- The Contract dates and the amount must match the dates and amount in the
agenda item.
- All documents are required at the time of submission. Incomplete submissions
will be held until the next BPW meeting.
Step 5: Day of BPW Meeting
- At least one representative from the submitting agency should be in attendance
at the meeting. Upon arrival to the meeting, please ensure the agency
representative checks in with the DoIT BPW Agenda Administrator, Carla
Thompson. The representative should be able to answer any technical questions
about the procurement.
Step 6: After Approval by BPW – ADPICS Path
- Provide a copy of the fully
executed contract or modification
- Agencies must submit the ADPICS
code for final approval
- The path for BPO's to get BPW approval is doc type I2 (this is an I as in Information)
- DEPT CODE 060P1 level 800
- DEPT CODE D05 level 700