Hardware 2012 Master Contract: PORFP Procedures
These guidelines outline agency procedures for initiating and executing a Purchase Order Request for Proposals (PORFP) under the Hardware Master Contract. This process applies to purchases under the following Functional Areas (FA):
- Servers and Associated Peripherals (FA I);
- Printers and Associated Peripherals (FA II);
- Network Communications Equipment (FA III);
- Installation and Training Services (FA IV); or
- Manufacturer’s Hardware Maintenance (FA V);
- Security, Cameras and Associated Peripherals (FA VI)
A purchase under FA IV is only allowed in conjunction with a purchase under any combination of FA I, II, III and/or V and /or VI. Questions regarding this process should be sent to email@example.com.
- Determine agency product / service 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 Hardware 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 “PORFP Number” used to identify the PORFP.
- Complete all sections of the PORFP Template. For guidance, refer to the PORFP Template Instructions and PORFP Template Sample #1. Complete the PORFP template as follows:
- Section 1 - General Information: Captures PORFP Number (ADPICS PO Number), FA selections, Manufacturer*, Small Business Reserve (SBR) designation, Minority Business Enterprise (MBE) goal for FA IV**, proposal due date, and agency instructions governing the provision of products/services.
*Only one manufacturer is allowed per PORFP.
**An MBE Participation Worksheet is required for all purchases under FA IV to describe the MBE goal to be achieved through subcontracting. Refer to the MBE Worksheet Guidelines and MBE Worksheet. Any PORFP released under FA IV must include, at a minimum, an MBE goal of 25%. If the MBE goal is determined to be less than 25%, the justification must be provided in the MBE Participation Worksheet. The Worksheet is required for any PORFP issued under FA IV.
- 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:
- FA I, II, III and/or VI - Detailed description of the business need, required functionality, product name and description, model numbers, quantity, and due date for delivery. If product specifics are unknown, Master Contractors may propose products based on a detailed description of the business need / required functionality.
- FA IV – Description of required installation and training services. Include any unique requirements, for example restrictions on the time of day work can be performed. Purchases under FA IV must be in conjunction with purchases under FA I, II, III and/or V. NOTE - A purchase under FA IV is only allowed in conjunction with a purchase under any combination of FA I, II, III, and/or V.
- FA V – Description of required Manufacturer’s Hardware Warranty / Maintenance and any associated deliverables. Include any unique requirements, for example restrictions on the time of day work can be performed. Indicate the start and end dates for services.
- 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 SOW, prioritized in order of importance in order to identify the best value proposal.
- Email the PORFP to the Master Contractors in the applicable FA that sell the required manufacturer 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/Pricing Information from the Hardware Contract Links box. 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. For agencies designated in the SBR Program, PORFPs that are not SBR only require written approval from the agency MBE / SBR liaison or designee.
- Upon receipt of the PORFP, the Master Contractors should prepare and submit proposals or a Hardware Master Contractor Feedback Form (See Step 7 below) in response to the PORFP. Proposals should provide two separate sections as follows:
- Technical Proposal
- Description of the Hardware to be provided;
- Transportation and delivery schedule;
Description of how the Master Contractor will provide the required installation and training (FA IV only) and/or manufacturer's warranty and/or maintenance (FA V only) to be provided; Master Contractors proposing under FA IV must submit an MBE Utilization and Fair Solicitation Affidavit & MBE Participation Schedule. See Attachment D under the Hardware RFP for guidance.
- Warranty terms;
- A statement that the Master Contractor is authorized by the manufacturer or distributor to provide Hardware or services as of the date of the proposal;
- Mercury Affidavit and;
- A guarantee that any operating software provided with the Hardware is virus free.
- Financial Proposal
- For FA I, FA II, FA III, V, and FA VI, the proposed price including a screen shot of the Manufacturer’s Suggested Retail Price (MSRP); and
- For FA IV, the price for the proposed services, either fixed price or time and materials, as designed in the PORFP.
- 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 a Hardware 2012 Master Contractor 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 will follow-up with the Master Contractor to request submission of a feedback form.
- 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, FA II, FA III and FA V and FA VI the agency POC or designee will ensure the proposed pricing for the recommended proposal is at or below MSRP. For a FA IV time and material PORFP, 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 right panel above.
- 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 $50,000 are delegated to the agency. For approval of any award over $50,000, the agency must complete a PORFP Award Package Checklist and email it with all required parts to DoIT at firstname.lastname@example.org.
- 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.
- The Agency updates the Enterprise Architecture Repository with applicable product information once the product has been received and accepted.