Instructions+Issuing+Vendor+Pool+Work+Order.docx

Vendor Pool Work Order Request Form Instructions State Contract #095

**KEY NOTES **

**2017 Process Change – if the estimated project cost is $250,000 or greater, you must send to all vendors in the respective category

**It is recommended that you review the document titled “Sample Contract and Vendor Exceptions” on the SPO State Contract site to see if the vendor you select/award have any exceptions. If you want to see the executed contract, please contact the Contract Admin.

Access the Work Order Request Form from the SPO State Contract site. Complete the agency contact information at the top of the form.

· Suggested format for Work Order Request Number is agency department # - two-digit year – two-digit sequence number for the work order, for example 112-17-01.

· Issue date is the date you are sending the Work Order Request to the vendor.

· Agency contact is who the vendor will respond with their project offers.

1. Scope of Work – Include information that tells the vendor what is to be done including the desired outcome. Be as specific and comprehensive as possible. Do not assume the vendor will know something or do something if you do not include it in the Scope of Work (SOW). You may choose to attach the Statement of Work as an attachment or use the “Expanded SOW and Compensation for Work Orders” template.

Details regarding the document titled “Expanded SOW and Compensation for Work Orders” are listed below:

A. Work Order Exhibit A - This document is for a detailed Scope of Work outlining deliverables to be produced as outcomes of the work order, including description and acceptance criteria.

Detail all of the project deliverables and include a deliverable-based payment schedule. Sample project deliverables and payment schedule are provided below. Modify these deliverables, the deliverable numbering and the Exhibit B payment schedule to align with your project and CONTRACTOR’s project approach. Typically, the deliverable completion dates are determined during the planning process and may still be undetermined at Contract signature time. Therefore, exact completion dates are not included in this template. However, if you choose to include them, copy section “d” from the Project Kickoff Meeting deliverable and modify to note exact due dates.

B. Work Order Exhibit B - Retaining a portion of the vendor’s deliverable payment until the project has completed and has successfully passed final acceptance is an option for agencies. Typically retainage is only used on large dollar procurements.

The agency and vendor will need to agree on the actual percentage to be retained before executing a work order. The percentage usually ranges from 5-10%.

Contact the Contract Administrator or ITDProcurement@nd.gov for assistance in determining if retainage is the right approach for your work order.

2. Staffing Requirement – Enter the specific job classes from the Vendor Pool Contract and the number of staff for each job class. If there are specific skill sets required, list those as well. Definitions of the job classes and skill sets for each of the contract pool categories can be found on the State Procurement website for state contract # 095. You can remove Job Class/Skill Set line items by clicking the “X” on the form or you can add additional skill sets by using the button at the bottom of the Staffing Requirement section.

3. Agreement Type – Specify if this Work Order is to be based on time and materials or fixed bid. For projects where the vendor is totally responsible for providing a final product, it is recommended that the agreement type be fixed bid with clearly defined deliverables (see #6). Time and materials may be a suitable option when an agency bears primary responsibility for project deliverables, but has a need to augment technical staff in order to complete the project.

4. Project Start Date – Specify the date when work is to start. Consider the time you are allowing for vendors to return their project offers in response to the work order request when setting the project start date.

5. Project End Date – Specify the date when the project as defined in scope of work (#1) is to be completed.

6. Schedule of Deliverables – The tasks to be performed / delivered must be clearly identified as the contract deliverables and/or milestones and should include the start and completion dates if known. The deliverables provide the means and tools to determine the stages of the work order request.

Examples of deliverables:

· A work plan outlining the tasks and resources required of the vendor and state.

· System design document.

· System documentation

· Hardware requirements with delivery dates and installation responsibilities.

· Software development and delivery.

· Training manual and training sessions.

· Successful conversion of software and data.

You can remove extra Deliverable line items by clicking the “X” on the form or you can add additional skill sets by using the button at the bottom of the Schedule of Deliverables section.

7. Location of Work - Provide the specific location where the work is to be done. It is important to clearly define the location of work, since vendor rates have been contractually established for both On-site (agency location) or Off-site (at the vendor’s place of business). See Onsite / Offsite Hourly Rates information below.

8. Office Space Provided By – Indicate whether office space is to be provide by the agency or by the vendor.

9. Equipment Provided By – Specify whether office equipment including computers and phones are to be provided by the agency of by the vendor. Add additional detail to clarify as necessary.

10. Software Provided By – Specify whether software tools needed by vendor staff will be provided by the agency or is to be provided by the vendor. Add additional detail to clarify as necessary.

11. Agency Project Manager – Identify the person from your agency who will act as project manager for this project. This person will be the primary contact and liaison between your agency and the vendor.

12. Vendor Project Proposal Due Date – Indicate the date that vendors must have a project proposal returned to your agency in response to this work order request. The State has agreed to provide no less than six (6) business days for vendors to respond to a work order request, although you may allow more time. Consider the size and complexity of your project and allow adequate time for vendors to provide good project proposal responses.

13. Time and Status Reporting – Select all applicable reporting and accountability options. Add additional reporting requirements and detail as necessary.

14. Evaluation Criteria (for Competitive Work Orders) – When preparing a Competitive Work Order, the agency must use the evaluation criteria listed in the form to evaluate the vendor project proposals. Agencies have the ability to use the point allocation as displayed on the form or they can reallocate points; however, the total point values must add up to 100. If one evaluation criteria does not apply, a zero can be entered into the points column and then would not be scored.

ITD Review / Approval Process Work Orders anticipated to be over $25,000 must be reviewed and approved by ITD Policy and Planning Division. Submit the Work Order to ITDProcurement@nd.gov. ITD is also available to answer questions and provide assistance to agencies in generating work orders.

1. Submit draft work order for review prior to issuing to vendor(s).

1. Submit final work order with vendor proposal for approval prior to executing the agreement.

Onsite / Offsite Hourly Rates and Travel Costs “Onsite” is any agency location in the State of North Dakota. “Offsite” is work that is done at the Vendor’s business location. Agencies will indicate the location of work in the Work Order Request. Note: Vendor staff working onsite must complete the State’s security awareness tutorial within three days of being granted access to the State Network.

The Onsite rate must cover all travel related expenses (travel, meals, lodging, or related expenses) for all categories except IT Training. The only time travel related expenses may be allowed are for Short Notice Work Order Requests. Short Notice requests are those issued to vendors with less than 14 calendar days to project start date. In such cases, vendors may be allowed, with the approval of the agency issuing the work order, to bill supplemental travel expenses caused by the Short Notice. The vendor must provide documentation justifying the supplemental travel expense billing.

Travel related expenses will be allowed for any onsite IT Training requests.

Options for Issuing Work Orders State agencies will have two options for issuing work orders:

1. Projects estimated at less than $250,000:

a. Direct Assignment - An agency may issue a work order request directly to any of the awarded vendors in the appropriate pool category.

1. Competitive - An agency may elect to conduct a competitive process by requesting project proposals from two or more vendors. The agency will select the vendor project proposal that best meets the SOW requirements based upon the selection criteria stated in the work order request.

2. Projects estimated at $250,000 or more:

1. Direct Assignment - An agency may issue a work order directly to an awarded vendor if prior approval is granted by the contract administrator.

1. Competitive - An agency must issue a work order to all of the awarded vendors in the respective category. The agency will select the vendor project proposal that best meets the SOW requirements and selection criteria stated in the work order request.

Important!. Agencies should review each category prior to issuing a work order request in that category so that vendors are not asked to respond to work orders outside the scope of their award under the contract.

Vendor Project Proposal Requirements The Work Order will specify a proposal due date for the vendor to respond. This time frame will be no less than six (6) business days, but it may be more at the agency’s discretion. The vendor must respond to the agency that issued the Work Order Request, either affirming or denying its ability to provide the personnel in the required project time frame. During this response period, if necessary, the vendor may seek clarifications of the work involved.

If the vendor is unable to provide the personnel requested, it must state the reason in the appropriate section on the Work Order Request form, sign and return the form to the requesting agency by the proposal due date. If the vendor is capable of fulfilling the work order, it will complete and attach a “Project Proposal” to the Work Order Request form, sign and return the form to the requesting agency by the proposal due date.

Evaluation of Vendor Project Proposals The requesting agency will evaluate the vendor project proposal to ensure that the proposal meets the requirements stated in the Work Order and that the staff proposed have the proper qualifications. The agency may require interviews with proposed vendor staff prior to accepting the vendor staff.

For competitive work order requests, the agency will evaluate each vendor project proposal based on the evaluation criteria stated in the work order request and select the proposal that best meets the requirements stated in the work order request. Use the sample evaluation worksheet on the contract website to score the project proposals:

· State Contract 095 - Information Technology Professional Services Vendor Pool (Select "List Contracts", Name is "IT - Professional Services Vendor Contract Pool" and Number is "095")

Award Notice (Competitive Work Orders) After selecting the most advantageous project proposal, send out a notice of award to all vendors that responded to the competitive work order request. A sample notice is available on the website for state contract 095. Once the award notice has been sent, the protest period begins for a period of 7 calendar days.

Execution

0. When your agency has received an acceptable project offer from a vendor, the project offer is to be attached to the work order request form.

0. Fill in the agreed upon contractual amount.

0. Both parties must sign and date using the signature blocks in the Execution section of the work order form.

Master Contract The master contract is held by the State Procurement Office. Contact the contract administrator if you would like a copy of the fully executed contract for a respective vendor.

Criminal History Checks(for all work order requests) Describe in your Scope of Work if a criminal history background check is required and who shall be responsible for the cost (STATE or Contractor).

ITD Work Orders (for ITD Staff only) Provide a copy of the work order to ITD HR Division and coordinate with HR regarding criminal history checks.