ASC Task Order Process Part 1

Audit Services Contract: Task Order Process

PART 1: STARTING A TORFP

Note: DO NOT submit an ADPICS Requisition to DBM to initiate the TORFP. Simply contact the DBM Contract Manager.​

  1. The Agency obtains a copy of the ASC’s initial TORFP Scope of Work (SOW) template in Microsoft ​Word on the DBM website.  Locate the link to the “Statewide Contracts” on the left-hand side of the “Procurements and Contracts” web page.  From the list of Statewide Contracts select the link to the “Statewide Audit Services Contract (ASC)”.  From the Audit Services Contract Home Page, the left-hand side has the list of “ASC Quick Links” that includes the “Agency Task Order Process”.  If the website appears to be down, contact the DBM Contract Manager.  The initial TORFP SOW template is to be utilized by the requesting agency to complete a SOW (See Part 1:  Item 5 below) which the DBM Contract Manager will later plug into an overall TORFP that will be released to the Master Contractors (MCs).  MCs then prepare and submit their individual Task Order Proposal (TOP) by the established due date and time.
  2. The Agency is responsible for assigning a Task Order Manager (TOM) who will coordinate all of the process with the DBM Contract Manager, and be the responsible party for Task Order contract management after TOA award.  The Agency is also responsible for designating a Procurement Officer (PO).  The Agency PO and TOM may be the same person.
  3. The Agency is responsible for providing a MBE Project Review (MBE-PR) to determine the MDOT certified MBE participation goal and MBE subgoals for its TORFP.  The Master Contract has an aggregate goal of 30%.  However, it is the responsibility of the Agency to determine the MBE percent participation appropriate for its particular audit SOW.  The Agency will complete a MBE-PR form and subgoal worksheet and submit this information to the DBM Contract Manager at the time it prepares the draft TORFP SOW.
  4. The Agency is responsible for providing a VSBE Project Review (VSBE-PR) to determine the Center for Veterans Enterprise of the United States Department of Veterans Affairs verified VSBE participation goal for its TORFP.  The Master Contract has an aggregate goal of 5%.  However, it is the responsibility of the Agency to determine the VSBE percent participation appropriate for its particular audit SOW.  The Agency will complete a VSBE-PR form and submit this information to the DBM Contract Manager at the time it prepares the draft TORFP SOW. 
  5. The Agency is also responsible for determining:​​ ​
    1. The applicable Living Wage tier under Title 18 of the State Finance and Procurement Article of the Maryland Annotated Code.  DBM’s “Living Wage Requirements for Service Contracts” documentation will be included with each released TORFP.  (See Section 1.34 and Attachment G in the ASC RFP.)​
    2. If federal funds are being utilized for this TO; if so, the resulting TOA requires the awarded MC to submit the “Federal Funding Acknowledgement” (See Section 1.35 and Attachment H in the ASC RFP).
    3. If a HIPAA Business Associate Agreement is required for this TOA.  (See Section 1.38 and Attachment K in the ASC RFP).
    4. If the estimated price for the TO will be valued at $2.0M or more; if so, the resulting TOA requires the awarded MC to submit the “Location of the Performance of Services Disclosure” (See Section 1.42 and Attachment N in the ASC RFP).
    5. If a TOA will include a DHR Hiring Agreement; if so, the awarded MC will be required to complete the agreement.  (See Section 1.43 and Attachment O in the ASC RFP).  This Agreement must be provided within five (5) Business Days of notification of proposed TOA award.​​​
  6. The Agency then drafts the initial TORFP SOW, determining the work requirements, and plans and establishes the estimated schedule for the project and award.  The plans should include a pre-TOP conference, a reasonable time period for MCs to prepare a TOP to the TORFP, and a reasonable time period to evaluate all TOPs that are received from the DBM Contract Manager.  The evaluation process should also include a Discussion with each MC that proposed and is deemed to be reasonably susceptible for being selected for award.
  7. In drafting the initial TORFP SOW, the Agency should address each area of the TORFP template.  The DBM Contract Manager’s assistance in drafting the SOW is available via email or telephone.
  8. The Agency submits its initial draft TORFP SOW to the DBM Contract Manager via email to dbm.cmo@maryland.gov​.  
  9. After the draft TORFP SOW has been accepted by the DBM Contract Manager, the Agency will be given access to the ASC Sharepoint Team Site. ​​​​
    1. Instructions for the team site’s use will be provided by the DBM Contract Manager when an Agency’s submits a SOW request.  The DBM Contract Manager arranges for any logon ID and password as necessary for the assigned Agency TOM or PO.  For logon privileges, the Agency must provide for each person having access (such as the TOM and PO) the following information:  1) Agency User’s Name; 2) Agency Name; 3) Agency User’s Telephone Number and Email Address.  For security, logon accounts and passwords cannot be shared.​
    2. DoIT’s Security Services will complete the User ID request and notify the Agency User of their individual access logon-id and password via email. 
    3. For security, the password requires updating approximately every 90 days.
    4. For any issues that the Agency may have with its logon, contact the Department of Information Technology (DoIT) Service Desk at 410-260-7778 noting the ASC Sharepoint Team Site and the Agency Name.​
  10. The DBM Contract Manager reviews the draft TORFP SOW and recommends changes and corrections as necessary.  For substantive changes, or if questions/issues remain open, the DBM Contract Manager may call with questions to discuss, and/or return the TORFP SOW to the Agency.  Once all issues are resolved, the revised TORFP SOW may be submitted to the DBM Contract Manager.​
  11. Upon the DBM Contract Manager’s approval of the TORFP SOW and the release of the TORFP to the MCs, the DBM CMO will notify the Agency TOM of the release and the assigned TORFP tracking number.  The TORFP tracking number is the number that will be noted on all the TORFP’s follow-on contractual paperwork and invoicing.  Example:  ASC-2015-08-001(MPT).​
  12. The Small Business Reserve (SBR) TORFP task order process is the same with the exception that with prior approval of the DBM Contract Manager, only an Agency designated under SFP §14-501(b) may designate a TORFP as an SBR TORFP.  Only qualified SBR MCs may propose to a SBR TORFP.  The resulting TOA may then only be awarded to a qualified MC that meets the statutory qualifications of a Small Business as defined in SFP §14-501(c), Annotated Code of Maryland, and is registered with the Department of General Services,  Small Business Reserve Program at the time of Task Order award.  Information regarding the Small Business Reserve Program and Small Business standards can be obtained from the Maryland Department of General Services website at http://dgs.maryland.gov/Pages/SmallBusiness/index.aspx.  As with all TORFPs, the applicable user State Agency shall assess the potential for MBE and VSBE subcontractor participation goals for each SBR TORFP.  (See also Part 5:  MBE, VSBE​​ and SBR Reporting​.)​​​​​