Desktop, Laptop and Tablet 2015 Master Contract FAQs
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Agencies
With the exception of PORFPs designated as Small Business Reserve (SBR) Only (See Question #2 below), agencies must email the PORFP to ALL Master Contractors listed under the Manufacturer Product Line for which the PORFP has been issued. If the agency does not know the Manufacturer of the product sought, the agency must email the PORFP to ALL Master Contractors in the Functional Area or Areas. Based on an evaluation of Master Contractor proposals received in response to a PORFP, agencies will select a Master Contractor to provide the requested Hardware, Installation Services, and/or Manufacturer Maintenance.
No. With the exception of PORFPs designated as SBR Only, agencies must email the PORFP to ALL Master Contractors listed under the Manufacturer Product Line for which the PORFP has been issued for a specific Functional Area or Areas. If the agency does not know the Manufacturer of the product sought, the agency must email the PORFP to ALL Master Contractors in the Functional Area or Areas.
Yes. PORFPs may be designated as SBR Only. Also see Question #3 below.
Yes. Click on
Select Master Contractors Contact List from the Agency Service Center page. Follow the prompts to filter, select, and export to email the appropriate list of Master Contractors applicable to the agency’s PORFP. If the PORFP is designated as a Small Business Reserve (SBR) Only then agencies will filter, select and email the PORFP only to Master Contractors designated as SBRs. Because Master Contractors are required to regularly update their contact information with status or contact changes, agencies should export the data from the web page each time that a PORFP is to be sent, rather than saving and reusing it in the future.
Agencies must distribute and track the status of their own PORFPs. Agencies should establish electronic and physical files for organizing and storing all related email, proposals, feedback forms, etc. Agencies must also follow ADPICS procedures for establishing Purchase Orders, and can check ADPICS for DoIT approval of any Purchase Orders over $25,000.
Yes. DoIT will review and assess a portion of the procurements executed under the Desktop, Laptop and Tablet 2015 Master Contract. The goal of such assessments is to determine that Requesting Agencies and Master Contractors are adhering to required contract procedures, terms and conditions.
No. DoIT will review Feedback Response Forms during periodic contract management assessments.
No. DoIT review of the PORFP is not required prior to release to the Master Contractors. However, for awards over $25,000, the Requesting Agency must send an award recommendation to DoIT for review and approval prior to the award being issued.
Yes. Requesting Agencies are responsible to ensure that all Master Contractors who do not submit proposals do submit a PORFP Feedback Response Form.
The DoIT turnaround time on an award recommendation for a PORFP over $25,000 depends largely on the quality of the award recommendation by the Requesting Agency. Agencies should use the
Desktop, Laptop and Tablet 2015 Award Package Checklist to create the recommendation. Well written award recommendations with all necessary elements take less time to review and approve than those requiring follow-up with the agency.
The Point of Contact (POC) from the agency requesting the products and/or services must email the PORFP to the appropriate Master Contractors.
Yes, the value of Functional Area III services cannot exceed 49% of the purchase order.
Master Contractors
All Master Contractors listed under the Manufacturer Product Line for which a PORFP has been issued for a specific Functional Area are to receive the PORFP. Based on an evaluation of proposals received in response to PORFPs, a Master Contractor will be selected to provide the requested Hardware, Installation Services and/or Manufacturer Maintenance. If the PORFP is designated as Small Business Reserve (SBR) Only, then the PORFP will be sent only to certified SBR Master Contractors.
Yes. Each Master Contractor must submit one of two possible responses by the specified proposal due date to each PORFP it receives: 1) a proposal, or 2) a PORFP Feedback Response Form explaining why the Master Contractor is not submitting a proposal.
Each PORFP includes a designated POC and complete contact information, to which all questions or concerns must be addressed.
Master Contractors have the ability to update their company’s contact information as needed on the Desktop, Laptop and Tablet 2015 Master Contract web site. Each Master Contractor received an email giving them a username and password to log in to the
Master Contractor Administration System. If a Master Contractor did not receive login information, an email should be sent to
central.procurement@maryland.gov. Note - agencies will distribute PORFPs according to the Master Contractor’s PORFP contact information shown on the web page. It is incumbent upon each Master Contractor to ensure that all of their information on the web site is correct. If at any time during normal business hours assistance is needed, please send an email to
central.procurement@maryland.gov.
Yes. All prime contractors must meet or exceed the established MBE goal for each PORFP issued under Functional Area III – Installation Services. For more information on the MBE Program, please go to the MBE web site at
http://www.mdot.state.md.us/MBE_Program/Index.html. Also see the Desktop, Laptop and Tablet 2015 RFP (685KB), Attachment D, on MBE requirements.
The Desktop, Laptop and Tablet 2015 Master Contractor list identifies Desktop, Laptop and Tablet 2015 Master Contractors that have indicated that they are certified under MDOT’s MBE program. As MBE status may change, partners should confirm the current MBE status on MDOT’s MBE web site at
http://www.mdot.state.md.us/MBE_Program/Index.html.
Master Contractors may meet with agencies to find out about their organization and business processes. Please do not spend time marketing the company and definitely do not discuss possible solutions to problems as this could disqualify Master Contractors from submitting proposals to the agency’s formal solicitations.
Yes. Master Contractors may submit a PORFP Feedback Response Form online for any Desktop, Laptop and Tablet 2015 Master Contract PORFP previously or currently issued, even if the Desktop, Laptop and Tablet 2015 PORFP has been awarded. However, Master Contractors are strongly encouraged to submit feedback forms in a timely fashion.
No. Once the PORFP Feedback Response Form has been submitted for each PORFP for which Master Contractors decline to submit a proposal, the data will be accessible only in "read only" format. The submitting Master Contractor should contact the PORFP POC to discuss off-line edits.
No. An individual PORFP Feedback Response Form must be submitted for each PORFP for which Master Contractors decline to submit a proposal
No. Master Contractors may not view PORFP Feedback Response Forms submitted by other Master Contractors.
Master Contractors may be added to the current Desktop, Laptop and Tablet 2015 Master Contract every three years during an announced Expansion Window. Please contact
central.procurement@maryland.gov The information from the PORFP Feedback Response Form will assist DoIT in improving the quality of PORFPs and the PORFP process, and in ensuring that the Desktop, Laptop and Tablet 2015 Master Contract is a successful vehicle for the business community and the State.
A screen shot of the current MSRP as of the date of the PORFP response must be provided with each proposal. Subject to the approval of the State of Maryland, a comparable substitute directly from the Hardware Manufacturer or Distributor may be acceptable.
Each Master Contractor in a given Functional Area may add additional Manufacturer Product Lines in that Functional Area throughout the life of the Desktop, Laptop and Tablet 2015 Master Contract. To add a Manufacturer Product Line, a Master Contractor must submit a Letter of Authorization signed by the Manufacturer or Distributor for each new product line proposed. Signed Letters of Authorization must be submitted in PDF format to
central.procurement@maryland.gov. Once the Letter of Authorization has been confirmed by DoIT, the Manufacturer Product Line will be added to that Master Contractor’s list of product lines available.
