Current through Register Vol. 50, No. 9, September 20, 2024
A. A
multiple award is an award of an indefinite quantity contract for one or more
information technology (IT) consulting services, IT systems, IT services, IT
equipment or similar service to more than one contractor through the request
for proposals or invitation to bid process. A multiple award may be in the
state's best interest when award to two or more contractors is needed for
adequate delivery, service, or availability. In making a multiple award, care
shall be exercised to protect and promote the principles of competitive
solicitation. Multiple awards shall not be made when a single award will meet
the state's needs without sacrifice of economy or service. Awards shall not be
made for the purpose of dividing the business or avoiding the resolution of tie
proposals. Any such awards shall be limited to the least number of IT
consultants, IT systems, IT services, or IT equipment necessary to meet the
valid requirements of the Office of Technology Services. It shall be mandatory
that the requirements of the Office of Technology Services that can be met
under the contract be obtained in accordance with the contract, provided, that:
1. the state shall reserve the right to take
solicitations separately if a particular service requirement arises which
exceeds the scope specified in the contract;
2. the state shall reserve the right to take
solicitations separately if the contract will not meet a nonrecurring or
special need of the state;
3. the
state reserves the right to use its own personnel to provide similar services
when such services are available and satisfy the Office of Technology Services
need.
B. Where multiple
award contracts exist for IT consulting services, IT systems, IT services, IT
equipment or similar service, the Office of Technology Services may utilize any
of the following procedures prior to issuing task orders.
1. The Office of Technology Services may
prepare a request for response that may include, if applicable, the following
(A request for response is an informal process used to seek additional
information to assist the state chief information officer (CIO) make a best
value determination.):
a. a performance-based
statement of work that includes such things as:
i. the work to be performed;
ii. location of the work;
iii. period of performance;
iv. deliverable schedule;
v. applicable performance standards;
vi. acceptance criteria;
vii. any special requirements
(e.g. security clearances, special knowledge, etc.);
viii. the products or services required using
generic description of products or services whenever
possible;
b. if necessary
or applicable, a request for submittal of a project plan for performing the
task and information on the contractors experience and/or past performance
performing similar tasks;
c. a
request for submittal of a firm-fixed total price for the product and/or
service which are no higher than prices in the multiple award
contract;
d. submit the request for
response to at least three multiple award contract holders, whenever available,
offering functionally equivalent products and/or services that will meet the
Office of Technology Services needs.
2. The CIO may issue task orders by allowing
selected awardees to give oral presentations in lieu of written response to a
request for response.
3. The CIO
need not contact awardees prior to issuing an order if the CIO has information,
such as price sheets or catalogs available to determine the best value for the
state.
C. Evaluation and
Selection of the Contractor to Receive the Task Order
1. In making a best value determination, the
CIO shall place the task order(s) with the contractor(s) that meet(s) the
Office of Technology Services needs. The Office of Technology Services should
give preference (where allowable) to small entrepreneurships or small and
emerging businesses when two or more contractors can provide the products
and/or services at the same firm-fixed total price.
2. A best value determination is one that
considers, in addition to underlying contract pricing, such factors as:
a. probable life of the product
selected;
b. technical
qualifications;
c. delivery
terms;
d. warranty;
e. maintenance availability;
f. administrative costs;
g. compatibility of a product within the
users environment;
h. users
familiarity with the item or service; and
i. qualifications and experience of proposed
staff.
3. The Office of
Technology Services shall document in the procurement file the evaluation of
the contractors response that formed the basis for the selection. The
documentation shall identify the contractor from which the product and/or
services were purchased, the products and/or services purchased, and the cost
of the resulting order.
AUTHORITY NOTE:
Promulgated in accordance with
R.S.
39:200(L).
