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Deliverable-based $5,000 - $75,000 PSK
Preconditions
- Business Case Metholology (MS Word)
- Approved decision to contract
- Obtain Legislative approval (policy option package, JLCIMT, Eboard, Ways & Means if required)
- Develop Statement of Work (SOW) (MS PowerPoint)
- Complete IRR (MS Word)
- Complete SEIU Feasibility Study (DHS 0117), if more than $30K in a calendar year (MS Word)
- Complete DHS Contract Request Form (DHS 0118) (MS Word) (PDF)
- Complete Advanced Planning Document (APD) for enhanced Federal Financial Participation (if required)
- Obtain other funding source requirements (i.e., Grants, Department of Education, Department 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 – contract need through Notice to Proceed
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33 – 110 days
58 – 336 days*
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A
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Develop Solicitation
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15 – 47 days
15 – 137 days*
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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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7 – 10 calendar days
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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: Draft Contract Terms & Conditions
- Step #6: Update project schedule
- Step #7: Update procurement schedule
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Lead – Steps 1,2,3,6 |
Lead – Step 5
Facilitate – Step 4
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7 – 30 calendar days
driven by agreement in step 1
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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
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Facilitate – Step 3
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1 – 7 calendar days
add 90 days for CMS approval
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B
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Conduct and Evaluate Proposals
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11 – 35 days
11 – 65 days*
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1
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Release RFP
- Step #1: Facilitate question and answer period (optional)
- Step #2: CMS Approval (if required).
- Step #2: Publish RFP Amendments (if required)
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Lead |
5 – 14 calendar days
30-60 days*
for CMS approval concurrent to B-1.1
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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 (if required)
- Step #4: Evaluate Cost Proposals
- Step #5: Organize Evaluation Team of three or more evaluators, establish roles & responsibilities, and deliver Proposal Evaluation Package
- Step #6: Evaluation and Scoring
- Step #7: Ranking & Notification
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Lead – Steps 5,6 |
Lead – Steps 1,2,3,4,7
Facilitate – Steps 5,6
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5 – 14 calendar days
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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: Begin federal approval agency informal draft review (if required)
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Lead – Steps 1,2,5 |
Lead – Steps 3,4
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1 – 7 calendar days (Steps 1-4)
add 30 days concurrent to C1 & C2 for federal review (Step 5)
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C
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Award Contract |
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7 – 28 days
7 – 88 days*
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1
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Negotiate Contract Issues
- Step #1: Identify and Negotiate Issues (limited to SOW, Milestones, Delivery Schedule, & Cost)
- Step #2: Update Contract
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Lead – Step 1 |
Lead – Step 2
Facilitate – Step 1
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5-14 calendar days |
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2
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Coordinate Contract Review and Approvals
- Step #1: Contractor approval
- Step #2: OIS CIO or Deputy CIO approval
- Step #3: Budgetary Authority (if budget is outside OIS)
- Step #4: Federal Approval Agency (if required) – formal review and approval. Must be accompanied by appropriate documentation (i.e., APD Update for CMS approval).
- Step #5: Coordinate all revisions to Proposed Contract (if required)
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Lead – Step 4 (APD Update for CMS approval) |
Lead
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1 – 7 calendar days
add 60 days for CMS approval
Steps 1-4 may be concurrent
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3
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Issue Notice to Proceed
- Step #1: Issue Notice to Proceed to Contractor and notify OIS
- Step #2: Notify program or business area
- Step #3: Issue Executed Copy of Contract to Contractor, OIS, and Federal Approval Agency
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Lead - Step 2 |
Lead – Step 1,3
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1 – 7 calendar days
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Glossary
- ACF – Administration for Children and Families [United States Department of Health & Human Services (USDHHS)].
- CMS – Centers for Medicare & Medicaid Services [United States Department of Health & Human Services (USDHHS)].
- 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 [United States Department of Agriculture (USDA)].
- 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.
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.
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