Two Way Radio 2013 Master Contract - PORFP Procedures
This page outlines agency procedures for initiating and executing a Purchase Order Request for Proposals (PORFP) under the Two Way Radio 2013 Master Contract. This process applies to purchases under the following Functional Areas (FA):
- FA I: Two Way Radio Equipment
- FA II: Communications Consoles and Associated Equipment
- FA III: Installation, Repair and Preventive Maintenance Services
Questions regarding this process should be sent to firstname.lastname@example.org.
Please see revised Award Process in Step 13 and the Award Package Checklist.
- Determine agency product / service needs. In making product / service selections, it is recommended agencies review their agency's assets to select compatible products or identify technical requirements required in choosing a product.
- Identify the corresponding Two Way Radio 2013 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 Sample. Complete the PORFP template as follows:
- Section 1 - General Information: Captures PORFP Number (ADPICS PO Number), FA selections, Small Business Reserve (SBR) designation*, Minority Business Enterprise (MBE) goal**, proposal due date, and agency instructions governing provision of the products/services.
* SBR designation is strongly encouraged. DoIT requires an MBE / SBR Worksheet that provides a determination for MBE goal and SBR designation. A justification must be provided in the MBE / SBR Worksheet.
** An MBE Participation Worksheet is required for all PORFPs to describe the MBE goal to be achieved through subcontracting. Refer to the MBE / SBR Worksheet Guidelines and MBE / SBR Worksheet. Any PORFP released that includes FA III 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 / SBR Participation Worksheet.
- 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 – The quantity and a description of the required Two Way Radio Equipment. If known, specify the manufacturer, product line, and model number. If the type of Two Way Radio Equipment is unknown, describe required functionality. Indicate the date by which delivery is required.
- FA II – Description of required Communications Consoles and Associated Equipment. If known, specify the manufacturer, product line, and model number. If the type of Communications Consoles and Associated Equipment is unknown, describe required functionality. Indicate the date by which delivery is required.
- FA III – Description of the Installation, Repair and Preventive Maintenance Services. Describe required deliverables. Include any unique requirements, for example restrictions on the time of day work can be performed. Indicate estimated start and end dates for services.
- Section 5 – Evaluation Criteria – Technical Proposal: Communicates to the Master Contractors how their technical proposals will be evaluated. Evaluation criteria should be objective, aligned with the Scope of Work, and prioritized in order of importance.
- All PORFPs require DoIT pre-approval PRIOR to release to Master Contractors. The agency shall email the PORFP, MBE/SBR Worksheet, and all other associated information to DoIT at email@example.com.
Upon pre-approval by DoIT Procurement, email the PORFP to the Master Contractors in the applicable FA or FAs authorized to sell the required manufacturers 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 List on the Two-Way Radio 2013 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.
- Upon receipt of the PORFP, Master Contractors shall prepare and submit proposals or a Two Way Radio 2013 Master Contractor Feedback Form (See Step 8 below) in response to the PORFP. Proposals shall provide two separate sections as follows:
- Technical Proposal
- Description of the Two Way Radio Equipment and Services to be provided;
- Transportation and delivery schedule;
- Description of how the Master Contractor shall provide the required installation, repair and preventive maintenance services (FA III only); Master Contractors proposing to a PORFP with an MBE goal must submit a Certified MBE Utilization and Fair Solicitation Affidavit and MBE Participation Schedule. See Attachment D under the Two Way Radio 2013 RFP (496KB) for guidance.
- Warranty terms;
- Mercury Affidavit
- A statement that the Master Contractor is authorized by the manufacturer or distributor to provide the two way radio equipment and services as of the date of the proposal; and
- Financial Proposal
- For FA I and FA II, the proposed price including a screen shot of the Manufacturer's Suggested Retail Price (MSRP); and
- For FA III, 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 Login to the Master Contract Admin System to submit a Two Way Radio 2013 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 shall 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 and FA II the agency POC or designee will ensure the proposed pricing for the recommended proposal is at or below MSRP. For a PORFP that includes FA III time and material, 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 Contract Links panel.
- The agency shall make an award based on the proposal that is "most advantageous to the State," (See the "Basis for Award" Section at the end of the PORFP).
- All PORFPs awards require DoIT approval. The agency POC or designee is required to complete a Two Way Radio 2013 Award Package Checklist. The agency shall email the Award Package Checklist and all required parts to DoIT at firstname.lastname@example.org.
- Complete the PO created in Step 2 and p ost the PO according to the ADPICS Procedures. Upon PO approval, 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 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.