The purpose of this document is to explain in simple terms the steps that are necessary to utilize the Independent Assessment Services (IAS) contract. The process is not difficult, assuming that you have a clear idea of the services that are required, and that these services are in scope for the contract. If this is your first time using this contract, or a master contract of this type, feel free to email ITPO.firstname.lastname@example.org and request assistance from the Contract Manager, who will be happy to call you and help you work through these steps.
The first step is to validate that your requirement is in scope for this contract. The IAS Contract is focused on providing independent assessment services, not general IT support. To be in scope for this contract, the work must be some form of an independent assessment such as:
What is NOT in scope?
If you are unsure whether or not your requirement is in scope, request assistance from ITPO.email@example.com.
Assuming that your requirement is in scope for the contract, proceed to Step 2.
The IAS secondary competition process has two possible options which depend on the size and complexity of your requirement. The Short Form IAS TORFP Template is designed to be used in small, simple IAS assessments. This process is form based, and is less complex than the other IAS TORFP Template. For larger, more complex requirements, the Long Form IAS TORFP Template is used. If your requirement can meet ALL of the following, then the Short Form IAS TORFP Template can be used:
If your requirement meets ALL of these criteria, then you should use the Short Form IAS TORFP Template. If one or more of the above criteria CANNOT be met, then you should use the Long Form IAS TORFP Template
The next step is to write the IAS TORFP. If this is your first time preparing a procurement RFP or IAS TORFP, definitely contact ITPO.firstname.lastname@example.org for assistance. It is much less painful to get assistance in the beginning and do it right the first time than for everybody to get frustrated with re-work.
The comments in this section apply regardless of the type of template you will be using to prepare your IAS TORFP. Further sections will describe the Short Form and Long Form Templates separately.
Assuming that you have determined that the Short Form Template is the correct one for you to use, and you have downloaded it from this IAS Web Site, then you are ready to begin filling it out. If you are not sure how to fill it out, seek assistance from ITPO.email@example.com.
At this point, go to the IAS Service Center and access the Short Form IAS TORFP Process for detailed instructions for completing the remainder of the procurement process.
If you have determined that you need to use the Long Form IAS TORFP Template and have downloaded it from the IAS Web Site, then you are ready to begin the process. While this template is considerably more complex than the Short Form, it also provides many options that are not available with the Short Form Template.
At this point, go to the IAS Service Center and access the Long Form IAS TORFP Process for detailed instructions for completing the IAS TORFP.
Once the IAS TORFP has been completed, and any internal agency reviews are completed, submit your IAS TORFP to ITPO for DoIT review and approval. The length of time required for review depends upon the quality of the IAS TORFP, the template used, and the overall complexity of the procurement. In general, Short Form IAS TORFPs should complete review in 7-14 days assuming it is a well-formed IAS TORFP. For Long Form IAS TORFPs, the review time should be 14-28 days. Again, a lot depends on the quality and complexity of the IAS TORFP.
Here are a few hints which will help reduce the review time and the likelihood of the IAS TORFP being rejected for more work:
There are three possible outcomes from the review process:
In general, the Contract Manager will reach out to discuss issues with agencies that have submitted IAS TORFPs for review in order to avoid misunderstandings and also to get deficiencies corrected as expeditiously as possible.
Once the IAS TORFP has been approved by ITPO, it is ready for release. The Procurement Officer shall provide a copy of the IAS TORFP package to each of the Master Contractors for the IAS Contract. The IAS Web site can provide a list of the Master Contractors and their contact information. Normal release and proposal submission procedures are used. See documentation in the IAS Service Center for additional information.
At the expiration of the release period, or as soon as all 5 Master Contractors have responded, the agency can begin the evaluation process. The evaluation process should follow normal procurement best practices and as described in the IAS TORFP. At the end of the evaluation, when an Offeror has been selected for the TO, an award letter should be created by the Procurement Officer, describing the process and the justification for the award and forward the award package to ITPO for review and approval.
Upon receipt of the award package, ITPO will review the award letter to ensure that the procurement was executed properly. Assuming that proper procedures were followed, the award should be approved within one week. When this is done, DoIT will forward approval back to the agency, who can then formally approve the contract and issue a Notice to Proceed (NTP) for the contractor to begin work.
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