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Department of Management Services

How to Use this Contract (For Non-Executive Agency Customers)

The following is an overview of the state term contract for information technology (IT) consulting services. Please review the entire contract  to be sure that your use is in agreement with its provisions. You must also comply with purchasing requirements imposed by state law and by your agency.

  

This contract provides a broad range of IT services using two distinct models:

  1. Staff-oriented (staff augmentation) model:
    – To meet a specific need for clearly identifiable services or routine tasks
    – Procured through a time and materials task order (hourly rates plus)
    – Fees negotiated at or below contract caps
    – From vendors listed in project areas one through four
    – Risk remains with agency but risk is low
    – No request for quote (RFQ) required but competition encouraged.
  2. Project-oriented model:
    – To accomplish goals and tasks with more complex requirements
    – Allows vendor to offer more than one way to accomplish goals and tasks
    – Procured through a fixed price task order (fixed, capped, or savings-based)
    – Fees negotiated with competition among vendors
    – From vendors listed in project areas one through three
    – Transfers risk of successful completion to vendors
    – RFQ required for projects of $15,000 or more.

Under both the staff-oriented model and the project-oriented model, the first step is to create a scope of work which will be incorporated into a task order. The scope of work should document the services to be provided and the goals to be achieved. It should detail deliverables, benchmarks, timelines, expected costs and payment schedules, and the start and completion dates for the project. The more work you do up front to define the task in the scope of work, the simpler vendor selection will be.

  

Once the scope of work is complete, determine the appropriate model and the project area and go through the following steps:

  1. Visit the contractors’ Web page under this state term contract to view a table of current contractors
  2. If using a staff-oriented model, identify staffing needs and select vendor accordingly
  3. If using a project-oriented model, identify project requirements and determine if RFQ is needed
       – Prepare RFQ
       – Select vendors for RFQ
       – Issue RFQ
       – Evaluate RFQ responses and select vendor
  4. Complete negotiation with vendor and issue task order to selected vendor.

At each step in the process, you may need to refine your scope of work to increase its clarity and to insure compliance with state law. Be sure you have included all necessary components in your task order to comply with Sections 287.056 and 287.057, Florida Statutes (F.S.), as amended effective July 1, 2010.

 

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