The Contractor shall provide a web-based Work Order management tool for the submission 3.13.1

and processing of Work Order requests, as described below (See Attachment T). The Contractor shall work with DoIT to finalize steps and configuration for a Work Order management tool to support submission of Work Orders by a Requesting Agency. The Work Order management tool shall provide for configurable fields to capture information needed for different types of Work Order requests (see 3.13.6). Each Work Order request shall be assigned a unique tracking number by the Work Order management tool.

No work shall be performed on a Work Order prior to a fully executed Work Order. 3.13.2

The Requesting Agency will submit Work Order requests (See Attachment T) via the Work 3.13.3

Order management tool, which shall notify and make the Work Order request available to the Contract Manager. The Contract Manager will review the Work Order request and approve it for use on the RFP. The Contract Manager will then forward it to the Contractor through the procedures outlined in this section and the website. The Contractor shall submit a response to each Work Order request in the form of a Work Order Proposal.

If time is of the essence, as determined by the Contract Manager, and work must be initiated 3.13.4

more quickly than that allowed by the Work Order process identified below, then the Contract Manager may contact the Contractor by any method and request the services.The

Contractor shall respond and initiate work as needed, following up with a written Work Order Proposal.

Proposed personnel on any Work Order shall be approved by the Contract Manager. The 3.13.5

Contractor shall furnish resumes of proposed personnel specifying the intended labor

category from the Labor Categories in Section 3.8, also indicating if any proposed personnel are subcontractor resources. The Contract Manager shall have the option to interview the proposed personnel and shall notify the Contractor of acceptance or denial of the personnel. A Work Order may be issued for either fixed price or time and materials (T&M) pricing. 3.13.6

T&M Work Orders will be issued in accordance with pre-approved Labor Categories with the fully loaded rates proposed in Attachment F. Work Order pricing for services included in the Financial Proposal shall correspond to the pricing furnished in the Financial Proposal. The Contractor shall populate a Work Order Proposal with anticipated production costs 3.13.7

based on the Price Sheet furnished as Attachment F. Work Order processing steps shall include:


1. A Work Order request must include the following minimum information:

a. Technical requirements and description of the service or resources needed. b. Performance objectives and/or deliverables, as applicable.

c. Due date and time for submitting a response to the request. d. Required place(s) where work must be performed.

e. Performance testing period, if desired.

f. Other specific information as requested from the Contractor. g. Identification of any Work Order paperwork required, including:

i. Any Sensitive Data requirements

ii. Whether federal funds paperwork is required

iii. Whether HIPAA Business Associate agreement is required, and associated contract clauses

iv. Whether a DHR Hiring Agreement is applicable

v. Whether purchasing and/or recycling electronic products is applicable vi. Whether Work Order Retainage will be established (per Section 1.46) vii. Whether software escrow is required

viii. Limitation of Liability amount (if lower than in the Contract Attachment A)

2. The following configurable processes will be utilized for both T&M and fixed price Work Orders:

a. Confirm Work Order request submission to Requesting Agency. b. Notify the Contract Manager of Work Order request submission. c. Support Contract Manager’s review of the Work Order request with

corresponding approval or denial, and subsequent notification of decision to Requesting Agency.

d. Route an approved Work Order to the Contractor.

e. Return a Work Order Proposal to the Contract Manager within the specified time, containing the information listed in item f below.

g. The Contractor Work Order Proposal shall include:

i. A response that details the Contractor’s understanding of the work.

ii. A price to complete the Work Order request work using the format provided in Attachment T.

iii. A description of proposed resources required to perform the requested tasks, with RFP labor categories listed in accordance with Section 3.8 and pricing in accordance with Attachment F.

iv. A description of the proposed work plan in narrative format including time schedules, and if required a GANTT/WBS chart. This description shall include a schedule of resources including proposed subcontractors and related tasks, including an explanation of how tasks will be completed. v. Identification of State-furnished information, work site, and/or access to

equipment, facilities, or personnel.

vi. Identification of those activities or phases that can be completed

independently or simultaneously versus those that must be completed before another activity or phase can commence.

vii. Required place(s) where work must be performed.

viii. Notation of any materials and the associated materials cost or the estimated costs (if only an estimate can be furnished instead of an actual cost).

ix. Signed Work Order paperwork identified as required in the Work Order request (see 3.13.8.g for a partial list of paperwork that might be required). x. Estimated post-deployment costs (e.g., hosting, other services costs) based

on the pricing submitted in Contractor’s Price Sheet (Attachment F) h. The Contract Manager may contact the Contractor to obtain additional

information, clarification or revision to the Work Order Proposal, and will provide the Work Order Proposal to the Procurement Officer for concurrence. i. The Contract Manager will approve or disapprove of the Work Order

For a T&M Work Order, the Contract Manager will review the Work Order Proposal and 3.13.9

will confirm the proposed labor rates are consistent with this RFP. For a fixed price Work Order, the Contract Manager will review the Work Order Proposal and will confirm the proposed prices are acceptable.

The Contractor shall not bill the State for any time required to develop a Work Order 3.13.10

Proposal or answer questions about a Work Order Proposal.

The Contractor shall include with every Work Order all necessary estimates and descriptions 3.13.11

for completing full lifecycle activities as needed. This may include: providing functional, non-functional and technical specifications, documentation, testing, and deployment requirements.

Work Order requests may include a variety of projects to design, develop, test, implement 3.13.12

and maintain secure and accessible Web Applications and associated services for various business processes.

The Contractor shall identify options available to the State that will save time or reduce cost 3.13.13

and/or complexity in developing and implementing these services within DoIT’s hosted platform at any existing location.

The Contractor shall provide project management services for each Work Order to ensure 3.13.14

that project goals and objectives are met and that products are delivered on time, on budget and within scope, and meet the business objectives originally intended.

The State may require that specific project deliverables be offered in languages in addition to 3.13.15


The Contractor shall, at the end of a Work Order return all System Source Materials and any 3.13.16

current operating procedures to the State as directed by either the Contract Manager or the Requesting Agency, as appropriate.

The Work Order management tool shall include: 3.13.17

a. Collect the minimum information listed in

b. Support Contract Manager review of the Contractor Work Order Proposal.

c. Record Contract Manager approval or disapproval of the Work Order and subsequent notification to the Contractor and Requesting Agency. If approved, the notification shall contain issuance of an NTP to the Contractor. If not approved, the notification shall include a reason for disapproval and identification of any further action required. The Work Order management tool shall also send approval or disapproval notification to the requestor. a. Billing and Invoicing to DoIT per Work Order.

b. Reporting on status of Work Orders.

c. Close out of the Work Order when completed. d. Ability to query on status of Work Order requests.

d. The Work Order management tool shall support at a minimum the configurable processes for both T&M and fixed price Work Orders.

In document Department of Information Technology (DoIT) REQUEST FOR PROPOSALS (RFP) DoIT Cloud Hosting and Web Shared Services. SOLICITATION No. (Page 99-102)