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Deliverable-based Mini RFP IT/IS PSK
Master Agreement
Preconditions
- Business Case Methodology (MS Word)
- Approved decision to contract
- Execute Legislative approval (policy option package, JLCIMT, Eboard, Ways & Means)
- Develop Statement of Work (SOW) (MS PowerPoint)
- Execute DAS IRMD Business Case & Feasibility Study (MS Word)
- Execute DAS IRMD Cost Benefit Analysis and IRR (MS Word)
- Execute SEIU Feasibility Study (DHS 0117) (MS Word)
- Execute DHS Contract Request Form (DHS 0118) (MS Word) (PDF)
- Execute Advanced Planning Document (APD), Advanced Planning Document Updates APDU’s for enhanced Federal Financial Participation (Process under review to determine how Master Agreement process could be applied)
- Obtain other funding source requirements (i.e., Grants, Dept. of Education, Dept. of Labor, etc, if required)
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Step
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Action |
OIS
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OCP
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Duration
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PSK Process Master Agreement – contract need through Notice to Proceed
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A
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Develop Solicitation
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1
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Develop plan to complete the Request for Proposal (RFP)
- Step #1: Project Manager (PM) enters contract tasks into project schedule
- Step #2: PM & Contracts Coordinator Agree on schedule commitments for contract tasks
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Lead |
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2
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Draft RFP
- Step #1: Develop Statement of Business Need
- Step #2: Refine SOW
- Step #3: Define milestones, tasks, deliverables, due dates
- Step #4: Define Proposal Requirements & Evaluation Criteria – Cost, Management (organization, staffing, key people), and technical (approach, WBS, schedule.)
- Step #5: Update project schedule
- Step #6: Update procurement schedule
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Lead – Steps 1,2,3,5,6 |
Facilitate – Step 4
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3
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Coordinate RFP Review & Approvals
- Step #1: OIS & Business Management (if required)
- Step #2: Federal Approval Agency (if required) – draft, informal review and a final, formal review and approval.
- Step #3: Manage changes to RFP during reviews
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Lead – Steps 1,2,3
Step 2 under review |
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B
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Select Contractor
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1
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Release RFP
- Step #1: Facilitate question and answer period
- Step #2: Facilitate pre-proposal vendors’ conference (if required)
- Step #3: Resolution of solicitation protests (if required)
- Step #4: CMS Approval (if required)
- Step #5: Publish RFP Amendments (if required)
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Lead Step 4 under review |
Lead Step 1,2,3,5
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2
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Review Proposals
- Step #1: Receive Proposals
- Step #2: Responsiveness Review of Management, Technical, and Cost Proposals
- Step #3: Issue Requests for Proposal Clarification and/or Rejection of Non-Responsive Proposals
- Step #4: Organize Evaluation Team, establish roles & responsibilities, and deliver Proposal Evaluation Package
- Step #5: Evaluation and scoring
- Step #6: Ranking & Notification
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Lead – Steps 4,5 |
Lead – Steps 1,2,3,6
Facilitate – Steps 4,5
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3
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Agency’s Decision
- Step #1: Present recommendations to OIS Executive Staff & Business Management
- Step #2: Decision to proceed or cancel based on OIS Authorization to proceed
- Step #3: If proceed – then notify Proposers of Agency’s intent to award
- Step #4: If cancel – then notify Proposers of Agency’s decision to cancel
- Step #5: Resolution of Award Protest issues (if required)
- Step #6: Begin federal approval agency informal draft review (if required)
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Lead – Steps 1,2,6
Step 6 under review |
Lead – Steps 3,4,5
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C
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Award Contract
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1
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Negotiate Contract Issues
- Step #1: Identify Negotiation Team Members and establish roles & responsibilities (may include external partners, i.e., DOJ)
- Step #2: Identify and Negotiate Issues (limited to SOW, Milestones, Delivery Schedule, & Cost)
- Step #3: Develop Contract Administration Plan
- Step #4: Update Contract
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Lead – Steps 1,2,3 |
Lead – Step 4
Facilitate – Steps 1,2
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2
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Coordinate Contract Review and Approvals
- Step #1: OIS, Business Management, and Proposer Initial Review
- Step #2: DOJ approval (Required 75k and above)
- Step #3: DAS/IRMD approval (Required 75k and above)
- Step #4: OIS CIO or Deputy CIO approval
- Step #5: Contractor approval
- Step #6: Budgetary Authority (if budget is outside OIS)
- Step #7: Federal Approval Agency (if required) – formal review and approval. Must be accompanied by appropriate documentation (i.e., APD Update for CMS approval).
- Step #8: Coordinate all revisions to Proposed SOW (if required)
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Lead – Step 1,3,4,6,7 (APD Update for CMS approval)
Step 7 Process under review |
Lead Step3 2,5,8
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3
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Issue Notice to Proceed
- Step #1: OC&P and Contractor sign off on SOW
- Step #2: Receive Work Order number from DAS
- Step #3: Issue Notice to Proceed to Contractor, DAS and OIS Resource Manager
- Step #4: Notify program or business area
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Lead Step 4
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Lead Step 1, 2, 3
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Project Dollar limit
Glossary
- ACF – Administration for Children and Families.
- CMS – USDHHS, Centers for Medicare & Medicaid Services.
- Duration Estimates - Duration estimates are most likely for a formal contract, i.e., on average the task will be completed within that time frame. Shaded cells indicate durations for federal approval agency (if required).
- Facilitate – Lead discussion and tasks that results in a completed product. Responsible for document version control. Collaborates with all stakeholders.
- FNS – Food and Nutrition Services.
- IRR - Information Resource Request is sent to DAS - Information Resources Management Division.
- Lead – Primary ownership and responsibility to ensure the task is completed. Collaborates with all stakeholders.
- Stakeholder – Individuals and/or groups who are involved in or may be affected by task activities.
- USDA – United States Department of Agriculture.
Duration Estimates – Assumptions
- Actual Duration will be affected by DHS’ priority, scope of the project and deliverables, solicitation strategy, issue resolution, and resource availability.
- The second date range includes the timeframe for CMS review and approval.
Attachments
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