Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 6 - Procurement Instruments › Rule 36-2-6-206.2 - 011-030 Procurement Instruments: Express Products Lists (EPLs)

Current through June 25, 2024
Express Products Lists (EPLs) are compilations of proposals
				  competitively solicited by ITS, evaluated, and awarded, usually to multiple
				  vendors, for the purchase of IT commodity products. These lists, when used in
				  accordance with ITS instructions, meet all requirements of Mississippi law for
				  legal competitive procurement of technology products.
EPL categories are added, changed and dropped based upon
				  purchasing demand. Agencies, public universities, community/junior colleges,
				  K-12 schools, and other governing authorities may, but are not required to, use
				  the lists to make information technology purchases in accordance with ITS
				  procedures and guidelines.
Note: When an ITS customer uses an EPL as their procurement
				  authority, that customer is accepting, by their use of the instrument, the
				  requirements as described in the published EPL, the underlying Request for
				  Proposal, and, when applicable, the EPL Purchase Agreement or contract executed
				  by the EPL vendor and ITS on the customer's behalf.
EPL Distribution
ITS publishes selected Express Products Lists on the ITS
				  website.
ITS will distribute single copies of some EPLs upon request
				  to the individual designated by the agency/institution to receive EPLs
				  (typically the purchasing agent). Distribute additional copies to interested
				  persons in your agency/institution.
Procedures for Using Express Products Lists
Agencies may make purchases from an EPL up to the dollar
				  limit specified in that EPL without advance approval from ITS. For further
				  information regarding dollar limits and use of EPLs, see the following sections
				  of this handbook:
(1) Procurement
				Limits Policies: State Agencies, Section 015-010
(2) Procurement Request Types: Planned
				Purchase, Section 013-080
(3) ITS
				Telecommunications Contracts and Services for State Agencies, Section 011-080.
Public universities may make purchases from an EPL up to the
				  dollar limit specified in the EPL without advance approval from ITS. For
				  further information see the following sections of this handbook:
(1) Procurement Limits Policies: IHLs,
				Section 015-020
(2) ITS
				Telecommunications Contracts and Services for IHLs, Section 011-085.
Governing authorities may make acquisitions from an EPL up
				  to the dollar limit specified in the EPL.
Purchase orders using an EPL must be coded with the EPL
				  Number (RFP Number) and a copy of the applicable EPL pages should be retained
				  with the purchasing documentation to provide an audit trail. Each EPL has its
				  own "Instructions for Use". Within this document are sections addressing "best
				  practices" and "what goes in your purchase/audit file".
Items included on ITS EPLs are based upon customer buying
				  demands. ITS does not necessarily endorse or support products appearing on an
				  EPL.
Responsible Use of EPLs
EPLs are excellent tools for making routine purchases. They
				  are, however, general purpose in nature and must be used responsibly and in
				  good faith. The larger the dollar amount purchased from an EPL, the more
				  evaluation and documentation is recommended. The following are guidelines for
				  responsible use of an EPL:
*
Always consider the alternative of bidding
				  the purchase, especially large purchases, if you reasonably expect that you
				  would get better pricing or contractual terms and conditions that obligate the
				  vendor to meet your specific requirements. Document for the purchasing file the
				  rationale for using the EPL versus bidding the purchase.
*
ITS encourages purchasers to aggressively
				  seek the best possible value from an EPL based upon established EPL
				  specifications and proposals. Pricing is one major factor in selecting vendors
				  for the EPL. However, because pricing for information technology hardware
				  generally tends to decrease, ITS strongly encourages purchasers to check with
				  the vendor before placing an order. Vendors are required by the terms of the
				  EPL to pass price decreases to the State. If purchasing multiple items from the
				  list, check with the vendor about quantity pricing. Many vendors price their
				  proposals based upon "quantity of one" purchases and may be able to provide a
				  better price based upon quantity purchases. Purchasers should be aware that it
				  is often appropriate to negotiate with EPL vendors for better pricing,
				  especially when multiple units are being acquired or the EPL is approaching the
				  end of its cycle.
*
EPL customers are encouraged to secure these
				  "best possible value" scenarios in writing from all EPL vendors meeting their
				  specifications within a given class. Award the purchase to the lowest and best
				  bidder and maintain all documentation with the purchasing file as an audit
				  trail.
*
To maintain the integrity of the EPL process,
				  EPL customers and vendors must adhere to all requirements of the RFP and the
				  Instructions for Use memo issued for each EPL. If you have questions, Contact
				  the ITS Procurement Help Desk at 601-432-8166.
Tips for Making a Successful EPL Purchase
Compatibility can be a major issue in configuring
				  information technology. ITS strongly advises you to contact the vendor to make
				  sure components you purchase from any EPL will be compatible with each other or
				  with your existing equipment.
Technical specifications may not all be represented on the
				  EPL printout. ITS strongly advises that you contact the vendor to verify all
				  critical specifications about the product you intend to purchase.
Vendors are required by the terms of their EPL proposals to
				  provide timely delivery of items on the list. There are occasionally
				  circumstances that prevent a vendor from making timely delivery. Report
				  problems with timely delivery to ITS. Vendors who have chronic difficulties
				  delivering will be excluded from future EPLs. However, to mitigate any delivery
				  problems,
ITS strongly encourages you to check with the vendor before you
				  place an order, especially near the end of the fiscal year or when you have
				  other critical delivery requirements.
If there is a problem with item availability, the vendor is
				  expected, within reason, to offer you an equivalent or better substitute at or
				  below the original price. It is your responsibility to make sure that the
				  substitution is equivalent to or better than the original offering.
If you have difficulties using or suggestions regarding an
				  EPL let ITS know. Our address is:
Information Technology Services
ATTN: EPL
3771 Eastwood Drive
Jackson, MS 39211
FAX: (601) 713-6380
You may also contact the ITS Procurement Help Desk at 601
				  432-8166 or
isshelp@its.ms.gov.
25-53-5
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