Acquisition Management Acquisition Management Procurement models Requirements for

Acquisition Management

Acquisition Management • Procurement models • Requirements for federal review and approval • Content requirements for procurement documents Office of Child Support Enforcement 2

Procurement Models • Open competition – Gives state a wide range of options – Results in best value - prices vs. services offered • Master services contract – Release procurement for all required services to multiple vendors on master contract list – Vendors submit proposals for the areas they’re qualified for – State selects multiple vendors for each type of work – Task order released to multiple vendors for a specific type of work – Task order awarded to one vendor • Multiple agency procurement vehicles – Contract shared among state agencies (e. g. , state data center) – Costs allocated across agencies and reported in each agency‘s APD Office of Child Support Enforcement 3

Procurement Models (cont’d) • Sole source – Procurement document is sent to only one vendor – Approval criteria (45 CFR 75. 329(f)): Ø Ø Only one source for the product or service Solicitation attempted, but only one vendor responded OCSE agency authorization is needed Emergency situation • Interagency agreements or cooperative agreements – For example, one state agency providing quality assurance services to another agency Office of Child Support Enforcement 4

Prior Approval Requirements • Prior approval of acquisition documents (RFPs, contracts) required if any of following are true: – Cost thresholds are met (45 CFR 95. 611) – This is an initial acquisition for a high-risk activity, such as software development – If the procurement strategy is not adequately described in the APD – OCSE retains authority to provide greater oversight if state’s procurement policy increases costs or risks of failure Office of Child Support Enforcement 5

Prior Approval Requirements (cont’d) • Prior approval process – Denied FFP for failure to obtain prior approval (45 CFR 95. 612) – Reconsideration of denied FFP for failure to obtain prior approval (45 CFR 95. 623) Office of Child Support Enforcement 6

Prior Approval Requirements (cont’d) • Exemptions – Acquisition Checklist (45 CFR 95. 611) – Emergency Situations (45 CFR 95. 624) e. g. , natural disaster – Maintenance & Operations (AT-10 -09) • Exceptions – Independent Verification and Validation (45 CFR 95. 626) Ø Must be submitted to OCSE for prior written approval Ø No exemptions or waivers • Waivers (45 CFR 95. 627) Office of Child Support Enforcement 7

Key RFP/Contract Sections • Statement of Work and/or product specification • Authorities and responsibilities of state and contractor • Evaluation and selection criteria with relative importance • Federal funding – contingent on state and federal funding • Federal clauses – – – Software and Ownership rights (45 CFR 95. 617) Confidentiality (45 CFR 307. 13) Access to Records (45 CFR 95. 615) Record Retention (45 CFR 75. 361) Other procurement federal provisions (45 CFR 95. 613) Office of Child Support Enforcement 8

Key RFP/Contract Sections (cont’d) • Termination for cause, convenience • Contract changes • Hold-backs/Final system acceptance/Warranty period • Transition/Knowledge transfer/System transfer to state • Federal system certification Office of Child Support Enforcement 9

Are These Potential Options to Reduce Risk & Cost? • Shared enterprise services, and architecture (e. g. , data storage, data analytics, infrastructure) • Market research/independent cost estimation • Process automation and innovative strategies/technologies • Firm fixed price contract – With vendor incentives • Master services contract use – Inclusion of small-business companies • Shorter base period with option years vs. longer base period with option years for contracts Office of Child Support Enforcement 10