IT Procurement Process TIP See DITs website for

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IT Procurement Process TIP: See DIT’s website for list of active statewide term contracts

IT Procurement Process TIP: See DIT’s website for list of active statewide term contracts and instructions on how to use them On Statewide Term Contract? Yes Above Abnormal Quantity? Yes No No No Project? TIP: See DIT’s website for Abnormal Quantity threshold for each statewide term contract (click ion STC number to view summary page) No Follow Normal Agency Procurement Process Above Delegation Level? Yes TIP: See DIT’s website for help in determining what is an IT Project and to see listing of assigned Project Management Advisors (PMAs) for each agency A Follow Abnormal Quantity Procurement Process Follow IT Non-Projects Procurement Process B Follow IT Projects Procurement Process C TIP: For State Agencies and Community Colleges, the current delegation level for purchases of IT goods or services is $25, 000. Information Technology 1

Abnormal Quantity Procurement Process PREPLANNING A Identify Agency need Business Owner REQUISITION DRAFT BID

Abnormal Quantity Procurement Process PREPLANNING A Identify Agency need Business Owner REQUISITION DRAFT BID REVIEW Q&A BID EVALUATION AWARD Identify DIT statewide term contract Develop SOW / Specs Identify funding strategy Agency Purchasing Obtain quote from a minimum of 1 vendor Enter requisition in e. Procurement and complete Checklist Agency Finance Approve requisition Agency Management Approve requisition DIT Contract Specialist Review requisition Update requisition Review quote and conduct negotiations (if needed) Provide final quote(s) Issue PO to vendor Approve requisition Legal Information Technology 2

IT Non-Projects Procurement Process PREPLANNING B Identify need Agency Business Owner Conduct market research

IT Non-Projects Procurement Process PREPLANNING B Identify need Agency Business Owner Conduct market research Develop business case Agency Purchasing Create statement of need Identify funding strategy Determine procurement strategy REQUISITION Develop SOW / specifications Enter requisition in e. Procurement and complete Checklist Identify vendor evaluation criteria Develop and submit draft bid using DIT templates DRAFT BID REVIEW Receive and respond to vendors’ questions Address feedback and submit bid for approval Post approved bid on IPS Agency Finance Approve requisition Agency Management Approve requisition DIT Contract Specialist Review requisition Review bid / provide feedback Review bid Legal Information Technology BID EVALUATION Q&A Send Approval to Post Receive and evaluate bid responses Develop draft Award Recommendation Letter and send to DIT Procurement; process feedback and send Final Award Recommendation Letter to DIT Review Award Recommendation Letter, provide feedback, and send Approval to Execute AWARD Execute contract; send copy to DIT Post award on IPS Send Approval to Award 3 Issue PO to vendor

IT Projects Procurement Process PREPLANNING C Agency Business Identify need, engage PMA, enter project

IT Projects Procurement Process PREPLANNING C Agency Business Identify need, engage PMA, enter project in Owner Touchdown Conduct market research Develop business case Agency Purchasing REQUISITION Create statement of need Develop SOW / specifications Identify funding strategy Enter requisition in e. Procurement and complete Checklist Determine procurement strategy Agency Finance Approve requisition Agency Management Approve requisition DIT Contract Specialist Review requisition DRAFT BID REVIEW Identify vendor evaluation criteria Develop and submit draft bid using DIT templates Review bid / provide feedback Q&A Receive and respond to vendors’ questions Address feedback and submit bid for approval Post approved bid on IPS Review bid Legal DIT EPMO, Enterprise Architecture, and Security Information Technology Send Approval to Post BID EVALUATION Receive and evaluate bid responses Develop draft Award Recommendation Letter and send to DIT Procurement; process feedback and send Final Award Recommendation Letter to DIT Review Award Recommendation Letter, provide feedback, and send Approval to Execute AWARD Execute contract; send copy to DIT Post award on IPS Send Approval to Award 4 Issue PO to vendor

Procurement Process (High Level) PREPLANNING DIT Procurement Identify need Agency Conduct market research (e.

Procurement Process (High Level) PREPLANNING DIT Procurement Identify need Agency Conduct market research (e. g. , RFI, Industry Day, Vendor Interviews) Determine procurement strategy REQUISITION Review requisition Review bid / provide feedback Enter requisition in e. Procurement Develop and submit draft bid (e. g. , IFB, RFP) Develop SOW / specifications DRAFT BID REVIEW Q&A Send Approval to Post Address feedback and submit bid for approval Review Award Recommendation and provide feedback Post approved bid on IPS Conduct Pre -Offer Conference and / or Site Visits BID EVALUATION Receive and respond to vendors’ questions Receive and evaluate bid responses Seek clarifications and conduct Best and Final Offer process (optional) Develop draft Award Recommendation Letter and address DIT Procurement feedback AWARD Send Approval to Execute Send Approval to Award Post award on IPS Execute contract; with vendor and send copy to DIT Issue PO to vendor Vendors Optional Information Technology 5