Source: US State of Maryland
Technology Solicitation Templates
Templates are now available for information technology (IT) solicitations. Use of these templates for authoring IT procurements is required by all Agencies in order to complete the review and approval process.
* Small Procurements handling Sensitive Data – Agencies issuing a small procurement where the Contractor hosts, manages, manipulates, or otherwise has access to Sensitive Data should contact DoIT for appropriate clauses associated with data security, data breach notifications, and other critical components.
Guidance for Authoring Technology Solicitations
Approval to Release IT Solicitations – Reviews
Pre-Procurement Review Process
DoIT recommends that agencies engage their assigned Portfolio Officer early in the process. Preferably, the agency Portfolio Officer should be engaged at the strategic phase where the agency can bring “business problems” and the Portfolio Officer can provide technology solutions in response. Agencies are specifically encouraged to speak with their Portfolio Officer first before developing a procurement. Portfolio Officer Assignments by agency may be found here.
To help ensure that the efforts undertaken to assemble an acquisition align with statewide IT policies and to helps avoid rework, agencies are encouraged to submit procurement documentation to DoIT in advance of formal submission to DGS. Agencies may contact email@example.com for assistance.
Information Technology (IT) procurements submitted to the Department of General Services (DGS) that exceed an agency’s delegated authority will be routed to the Department of Information Technology (DoIT) for a review. This includes by way of example but not limited to such things as Requests for Quotations (RFQs), Requests for Proposals (RFPs), Requests for Information (RFI), Invitations for Bid (IFBs), and contract modifications requiring, by law, BPW approval or posting on eMaryland Marketplace.
DoIT’s review process is designed to maximize efficiency and value for the state. Requests are evaluated against such things as statewide IT master plans and policies, service offerings available throughout the state including DoIT’s service catalog, and DoIT’s contract library. Agencies will receive a referral if the request can be serviced more efficiently through an existing service or contract. In cases where a procurement is necessary, DoIT will assign a technical writer to work with the agency point of contact to assure that the scope of work meets business requirements and statewide policies and standards. Once the procurement is approved by DoIT, it will be routed back to DGS where the procurement process continues.
This new process attempts to minimize the hours spent in the development of content pertaining to solicitations. DoIT has established a new technical writing team that can assist agencies who need support or guidance in the development of Statements of Work (SoW) or solicitations. These services are generally provided on a chargeback basis. Agencies should take the costs of technical writing services into account when developing funding strategies for their technology initiatives. The assigned Portfolio Officer can assist with estimating costs for technical writing services.