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Deliverable-based $75,000 and above PSK
Preconditions
- Business Case Methodology (MS Word)
- Approved decision to contract
- Obtain Legislative approval (policy option package, JLCIMT, Eboard, Ways & Means)
- Develop Statement of Work (SOW) (MS PowerPoint)
- Complete DAS IRMD Business Case & Feasibility Study (MS Word) also see DAS IRMD IT Policy Requirements
- Complete DAS IRMD Cost Benefit Analysis & IRR (MS Word)
- Complete SEIU Feasibility Study (DHS 0117) (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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|
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138 – 378 days
138 – 558 days*
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A
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Develop Solicitation
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52 – 130 days
52 – 220 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 task
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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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30 – 90 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: DOJ (if required)
- Step #3: DAS (if required)
- Step #4: Federal Approval Agency (if required) – draft, informal review and a final, formal review and approval.
- Step #5: Manage changes to RFP during reviews
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Lead – Steps 1,4
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Facilitate – Step 5
Lead – Steps 2,3
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15 – 30 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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|
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51 – 134 days
51 – 164 days*
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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 |
30 – 60 calendar days
30-60 days*
for CMS approval concurrent to
B-1.3
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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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14 – 60 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: 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 |
Lead – Steps 3,4,5
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7 – 14 calendar days (Steps 1-4)
add time for award protest (Step 5)
add 30 days concurrent to C1 & C2 for federal review (Step 6)
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C
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Award Contract |
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35 – 114 days
35 – 174 days*
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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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14-60 calendar days
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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 (if required)
- Step #3: DAS/IRMD approval (if required)
- 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: DAS State Procurement Office (SPO)
- Step #9: Coordinate all revisions to Proposed Contract (if required)
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Lead – Step 7 (APD Update for CMS approval) |
Lead - Steps 1,2,3,4,5,6,
8,9
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14 – 40 calendar days
add 60 days for CMS approval
steps 4-7 may be concurrent
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3
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Issue Notice to Proceed
- Step #1: Receive Executed Contract from DAS Procurement
- Step #2: Request to Contractor for Insurance Certification/Execution of Bonds (if any)
- Step #3: Issue Notice to Proceed to Contractor and notify OIS
- Step #4: Notify program or business area
- Step #5: Issue Executed Copy of Contract to Contractor, OIS, and Federal Approval Agency
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Lead - Step 4 |
Lead – Steps 1, 2, 3, & 5
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7 – 14 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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