TORFP and RFR Processes

​​​​​​The CATS+ master contract provides for two types of task order solicitations. Task Order Request for Proposals (TORFP) are for soliciting services within one of the 17 Functional Areas (FA) defined in the Master Contract. The Request for Resume (RFR) process is for acquiring dedicated resources within one FA to supplement State staff on a temporary, limited basis.
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Secondary co​​mpetition documents, such as a TORFP or RFR, will be issued to Master Contractors as a single functional area only. Scope of a TORFP may cross over into more than one functional area. However, the State will make a determination of the most appropriate functional area, prior to release of the TORFP/RFR.​

TORFP Process

A. TORFP Origination

  1. The Requesting Agency consults the Guidance for Writing a TORFP​ to learn about requirements gathering and other preparations that occur before initiating a TORFP, including TORFP Templates and example supporting documents.
  2. The Agency obtains the latest TORFP template from the DoIT CATS+ Guidance for Writing a TORFP​.
  3. The Agency obtains a TORFP number in ADPICS by preparing a Reference Blanket Purchase Order (BPO) release against the CATS+ BPO (060B2490023).
  4. The Agency identifies its TO Manager and TO Procurement Officer for this TORFP and include this information in the draft TORFP.
  5. The Agency identifies the Minority Business Enterprise (MBE) goal for the TORFP by following the Guidance on CATS TORFP MBE Participation Process, completing and internally approving the appropriate worksheets following Agency policy.
  6. The Agency Assistant Attorney General reviews the draft TORFP for legal sufficiency (optional but recommended).
  7. The Agency will submit the TORFP, signed MBE/SBR/VSBE Participation Worksheet and GOMA MBE Subgoal Worksheet to the ITPO via email at central.procurement@maryland.gov​​.

B. TORFP Review

  1. ​​ITPO and DoIT Project Management Office review the TORFP and the MBE, VSBE, and SBR determinations, and provide feedback to the TO Procurement Officer. The agency will revise the TORFP, as necessary, and return it to the ITPO.  ITPO reviews take between 14-24 days. Use of the most recent TORFP template will improve response times.
  2. The ITPO approves the TORFP for release and sends an email authorizing the Agency to proceed with TORFP release.

C. TORFP Solicitation

  1. ​The TO Procurement Officer will release the TORFP to all Master Contractors within the functional area identified for the task order, and cc: central.procurement@maryland.gov​.
  2. The TO Procurement Officer will conduct all communications with the Master Contractors during the solicitation process. The solicitation process will include a pre-proposal conference, answering Master Contractor questions, amending the TORFP where necessary, proposal evaluation, and award recommendation.
  3. The Agency will email a copy of any released TORFP amendments to central.procurement@maryland.gov​.
  4. The Agency will form an evaluation committee. The committee is to include project stakeholders, as well as technical and subject matter experts.
  5. The TO Procurement Officer will receive Technical and Financial Task Order Proposals (TO Proposals) from the Master Contractors that choose to respond to the TORFP. Master Contractors choosing not to respond with a TO Proposal are required to provide the TO Procurement Officer with feedback on the TORFP. The required feedback forms are available through the “Master Contractor Login” link on the CATS+ web site.
  6. The TO Procurement Officer will deliver the technical proposals to the Evaluation Committee. With the TO Procurement Officer's guidance, the Evaluation Committee will conduct an appropriate evaluation of each TO Proposal in accordance with all applicable State laws and regulations. This may include requests for clarification, additional information, oral presentations, and best and final offers.
  7. The Evaluation Committee will establish the technical rankings based on the evaluation criteria outlined in the TORFP. Upon completion of technical rankings, the TO Procurement Officer will forward the financial proposals for each qualified TO Proposal to the Evaluation Committee. The TO Procurement Officer may request a Best and Final Offer from the offeror of each qualified TO Proposal. The Committee will establish the financial ranking and the combined technical and financial ranking of each qualified TO Proposal and recommend an awardee based on best value.
  8. The TO Procurement Officer will submit a TORFP Award package to the ITPO consisting of:
a.   An award recommendation summarizing the evaluation and selection process;
b.   A technical, financial and combined ranking of each qualified TO Proposal;
c.   Rationale for selecting the recommended Master Contractor's TO Proposal for award;
​d.   The proposed MBE participation from the recommended Master Contractor, including completed MBE Forms Attachments D-1
​​      ​through D-2 as submitted by the recommended Master Contractor, and any waiver documentation, if applicable.

D. TORFP Award

  1. The ITPO will review the TORFP award package for approval. The submission process for ITPO to review the award package submission can be found at the following link: http://doit.maryland.gov/contracts/Pages/ITPO-Award-Submissions.aspx. Once approved, the ITPO will notify the TO Procurement Officer. Agencies shall not complete the following steps 2 through 6 until conditional approval has been received from the ITPO.
  2. The TO Procurement Officer will notify the recommended Master Contractor of the award. Utilizing the Task Order Agreement (TO Agreement) template, the TO Procurement Officer will complete the TO Agreement and forward it to the recommended Master Contractor.
  3. The recommended Master Contractor will sign and email a PDF file to include the TO Agreement to the TO Procurement Officer with MBE Attachments D3 through D4 and any waiver documentation.
  4. The TO Procurement Officer will notify all Master Contractors who submitted a TO Proposal of the selected Master Contractor. The Agency may provide debriefings to the Master Contractors not selected, upon request.
  5. The TO Procurement Officer will send the following documents to the selected Master Contractor, with a copy to the ITPO:
a.   Signed purchase order;
​b.   Fully executed TO Agreement; and
c.   Notice to Proceed.
d.   Reference BPO in ADPICS

​​   6.  ITPO will approve the final award documents and ADPICS Reference BPO.​

CATS+ TORFP Review Policy

Review Requirements

The latest TORFP template includes the latest language, terms, and conditions required by statute or by State policy. It also standardizes the TORFP format to facilitate solicitation review.​

Review Timeline

  • ​With latest TORFP template: ​14-18 calendar days
  • ​Without latest TORFP template: After September 28, 2017 may be returned without review
ITPO solicitation reviews typically take between 14-18 calendar days. ITPO may, depending on its solicitation review backlog, return a draft TORFP to the Agency without review for the Agency to place the TORFP requirements into the latest template. Agencies have until September 28 to begin using the latest CATS+​ TORFP template (version 4.01)​​.  

Tips for shortening the ITPO solicitation review timeline: use the latest TORFP template and review the materials on Guidance for Writing a TORFP, including using the TORFP checklist and samples. Address all ITPO comments, and carefully review suggested changes for additional adjustments needed for your TORFP. Review each proposed change prior to accepting it. If your Agency splits TORFP authoring among multiple authors, make sure all individual TORFP authors see the summary feedback.

Upon return of a draft TORFP ITPO after Agency edits, ITPO may complete a review on a shorter timeline. However, a shorter timeline depends on factors such as: the extent of revisions required in the draft TORFP, the extent to which the Agency adopted ITPO recommendations, and ITPO’s solicitation review backlog.​

Solicitation Review Feedback

  • ​ITPO will summarize findings, suggestions, and next steps at the end of the draft TORFP. When reading ITPO feedback, always start with the summary page.
  • Policy Change: Whenever possible, ITPO will now make small adjustments to improve readability, formatting, and correct language (such as changing “Contractor” to “TO Contractor”). These changes may be made with change tracking off.
  • ITPO will often provide sample language in addition to its suggestions to help guide the Agency for required or recommended content.  It is the Agency’s responsibility to review the sample language and adjust as appropriate for the draft TORFP.
ITPO is available to answer questions about its comments, guidance, and likely timeline.

Number of Review Cycles

The number of solicitation review cycles required for a draft TORFP depends on a number of factors, including: whether the latest draft TORFP template is used, and the extent of revisions required in the draft TORFP. ITPO can often indicate whether it anticipates one final review or multiple additional reviews.

Request for Resume (RFR) Process

RFR Process - Guidance and step by step directions for RFR solicitation and award

The purpose of an RFR is for the procurement of short term IT resources through the CATS+ Master Contract. An agency may procure up to 5 IT resources for up to a 6 month term for any labor category listed in the CATS+ Master Contract. There is one exception; a project manager supporting a Major IT Development Project (MITDP) may be procured for up to a five term.

  1. ​​​​Complete the RFR using the CATS+ RFR template and instructions provided below.  Complete the RFR as instructed.
  2. Complete the MBE and VSBE goal paperwork following your agency’s policy.
  3. ​Submit the RFR and signed MBE justification paperwork to DoIT itpo.doit@maryl​and.gov for approval prior to release.
  4. Upon written DoIT approval, release to all Master Contractors in the single approved functional area.
  5. Evaluate in accordance with prescribed, established and best practice guidelines.
  6. Submit award recommendation to DoIT itpo.doit@maryland.gov.
  7. Proceed with the award as directed by DoIT.
RFR Template​ - Form for creating an RFR

ADPICS Procedures

  • ​The following ADPICS Procedures are effective May 1, 2021. All Executive Branch agencies are required to create releases in State ADPICS against the blanket purchase order's (BPO's) as follows: BPO # 060B2490023 - used for renewal options and change orders on existing contracts. BPO # 060B0610032- used for ALL new contract awards.
  • Agencies should create a reference BPO purchase release as the TORFP or RFR number.
  • A reference BPO allows for Minority Business Enterprise (MBE) subcontracting payment collection. Agencies should record MBE subcontractor payments (D-6 Form) in the PCHL2345 screen. Agencies can perform MBE reporting in FMIS and ANSWERS report system.

PART A: Task Order Request for Proposal (TORFP) Solicitation

  • ADPICS BPO security will be required for anyone who is planning on creating those document types in ADPICS. See your Agency FMIS coordinator to verify you have security or to fill out new forms. Also make sure the Subcontractor Entry Screen 2345 and the Subcontractor Invoice Information screen 2355 are also included in your request. Agencies are responsible for MBE reporting based on the CATS+ Master Contract procedures.
  • Validate or setup your agency ADPICS Initiat​ing Department Approval Paths. (Note: This is an agency’s internal approval path and should not include DoIT Procurement or the Board of Public Works).
  • After the ADPICS document is created, it will remain unposted in ADPICS until the TORFP or RFR award process is ready for award.
  • The initial vendor code on all reference BPO will default to 1002606044 CATS PLUS. 

PART B: Award

  • Upon completion of the TORFP or RFR solicitation, agencies will be ready to make an award recommendation. Prior to submitting the ADPICS reference BPO, agencies shall email doit.intake@maryland.gov​​ all of the required award documentation.
  • Post the reference BPO in ADPICS approval processing to DoIT Procurement for review and final posting.
  • Select the Master Contractor to be awarded the TORFP from the PCHL2349, on the BPO Vendor Selection screen. There are many master contractors on the CATS+ Master Contract, so use caution when selecting the awarded Master Contractor & deleting all other Master Contractors copied over when the reference BPO was created from the Master Contract BPO.
  • If the Master Contractor you want to make an award to is not on the CATS+ Master Contract BPO, email dgs.catsplus@maryland.gov and request the vendor be added. Include the vendor’s name, federal ID number and address.
  • Select the commodity from PCHL2348, BPO detail screen, for the functional area that matches the TORFP or RFR document issued to the master contractors. Delete all others that copied over to the reference BPO from the Master CATS+ BPO.
  • The scope of this solicitation encompasses the following 17 functional areas:
  1. ​​Enterprise Service Provider - 92020-FA1CAT
  2. Web and Internet Systems - 92020-FA2CAT
  3. Electronic Document Management - 92020-FA3CAT
  4. Geographical Information Systems - 92020-FA4CAT
  5. Software Engineering - 92020-FA5CAT
  6. Systems/Facilities Management and Maintenance - 92020-FA5CAT
  7. Information System Security - 92020-FA7CAT
  8. Application Service Provider - 92020-FA8CAT
  9. IT and Telecommunications Financial and Auditing Consulting Services - 92020-FA9CAT
  10. IT Management Consulting Services - 92020-FA10CAT
  11. Business Process Consulting Services - 92020-FA11CAT
  12. Tower Site Preparation - 92020-FA12CAT
  13. Tower Installation - 92020-FA13CAT
  14. Tower Equipment Installation and Services - 92020-FA14CAT
  15. Electronic Benefits Transfer - 92020-FA15CAT
  16. Media and Training Center Support - 92020-FA16CAT
  17. Documentation/Technical Writing - 92020-FA17CAT
  • ​Agencies may change the DOC type or use the default. A specific DOC type is not required since the commodity codes are linked to DoIT by commodity approval processing.
  • The reference BPO will automatically be routed via commodity approval processing to DoIT Procurement for review in ADPICS mailbox 060P1, level 800.
  • Agencies can monitor the status of the ADPICS document through ADPICS via the active document screen (PCHL 9220) or archive screen (PCHL 9230). In most cases, you will receive an email from DoIT indicating the updated document status.
  • After a reference BPO is authorized by DoIT Procurement and posted, the agency will need to create a purchase order (PO) release from the posted reference BPO. The PO will also need DoIT Procurement approval. No additional documentation will be required for the PO approval. After DoIT approves the PO; the agency should sign & send it to the Master Contractor awarded the TORFP or RFR.
  • Agencies should follow-up with the Master Contractor directly concerning the status of the initial purchase as well as subsequent invoice or service concerns.


Department of ​Information Technology
​​​​100 Community Place, Crownsville, MD 21032

300-301 West Preston Street, Baltimore MD 21201
​
Phone: 410-697-9700
Maryland Relay: 7-1-1​