Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 5 - Procurement Process › Rule 36-2-5-205.2 - 009-005 Procurement Process: Submitting a Request

Current through June 25, 2024
Instructions for Preparing and Submitting a
				  Procurement Request
Overview
Requested Information: General/Competitive
				  Procurement
Additional Information: Cooperative Purchasing Supplement
Additional Information: Sole Source Certifications
Additional Information: Emergency Purchase Requests
Additional Information: Exemption Requests
Additional Information: Revision Requests
Additional Information: Planned Purchase Requests
OVERVIEW
Requests for the procurement of information technology
				  hardware, equipment, systems, software or services by agencies or public
				  universities under the purview of ITS may be submitted to ITS via the On-line
				  Procurement Requests System or by faxing, mailing, or emailing the applicable
				  request form.
The On-line Procurement Requests system is accessed from the
				  ITS website under the "Procurement" link on the top of the home page, selecting
				  " On-line Procurement Requests." State employees should use their ACE user id
				  and password to log in. Staff at IHLs, local governments, or other entities
				  that do not use the ACE applications should contact the ITS Procurement Help
				  Desk at (601) 432-8166 to obtain a user id.
Customers who do not use the On-line Procurement Requests
				  System will find the forms needed for submitting a request under the
				  "Procurement" link on the top of the ITS home page, by selecting Procurement
				  Request Forms. All forms are available in PDF or Word format.
Note: The ITS procurement function occasionally has a queue
				  of projects that have been submitted and are waiting assignment to the ITS
				  Technology Consultant who will conduct or process the procurement request. ITS
				  encourages customers to send in requests as early as possible to help ensure
				  the products or services being procured are available when needed. Customers do
				  not have to complete every item on the procurement request form prior to
				  submitting a procurement. It is preferable to submit partial information than
				  to hold the request for additional research and jeopardize the procurement
				  schedule. Customers are encouraged to include the Agency IT Planning Project
				  Name and Number that contains documentation related to the procurement request.
Each Procurement Request form consolidates the basic
				  information ITS needs to manage and track your request through the ITS
				  procurement process and allows detailed information concerning the procurement
				  to be attached. Include all the information about your agency or public
				  university requested on the form, including project contact name, phone, hand
				  mail or mailing address, fax number, and email address. It is also important
				  that you assign a Project Title to each request that ITS can use to reference
				  your project in our communications with you. Most other fields on the form are
				  not required for initial submission of a request. The more information you
				  provide, however, the more quickly and easily your request can be processed
				  once assigned.
ITS will need detailed background information about the
				  needs to be met by this acquisition. ITS procurement personnel must fully
				  comprehend what you are trying to accomplish with this acquisition to determine
				  the best way to meet your needs. Detail as much as you know at the time of
				  submitting the request. Your assigned Technology Consultant will work with you
				  during the procurement process to obtain any additional information required.
The request form asks for information concerning alternative
				  solutions and functional specifications for the acquisition. If you have
				  researched and documented alternatives and specifications, include these
				  details in your request. ITS can expedite procurement requests that are
				  submitted with complete, correct, and specific background, alternatives, and
				  specification information. However, as with other information requested on the
				  forms, ITS staff will be glad to work with you to research alternatives and
				  develop functional specifications for items to most appropriately meet your
				  needs.
Agencies presenting to the ITS Board for approval of
				  procurements must have the following:
*
A current IT Security Risk Assessment from a
				  third-party security consultant. For more information, please visit the
				  Information Security page of the ITS Website at
http://www.its.ms.gov/Services/Pages/services
				  security.aspx.
*
A completed Business Case on the project
				  detailing the scope, lifecycle cost, and return on investment of the
				  procurement. To assist agencies in preparing a Business Case, documentation and
				  forms are located on the Agency Planning Page of the ITS website at
http://www.its.ms.gov/Services/Pages/Agency-IT-Planning.aspx.
The information listed below further defines the information
				  to be provided on the various request forms. Call the ITS Help Desk at (601)
				  432-8166 if you have additional questions when filling out the forms.
REQUESTED INFORMATION: GENERAL
The following items are generally applicable across
				  multiple request types.
Project Title -
The project name used by the
				  customer agency when referencing the project (up to 40 characters) that
				  uniquely identifies a procurement request for the customer.
Stimulus (ARRA) Funds? -
Mark "Yes" or "No" as
				  to whether or not the project is ARRA-funded.
Customer Contact Information:
Agency/Institution
-The full name of the agency
				  or institution submitting the request.
Address
-The complete address for the contact
				  person listed below as the project contact. This may be a HANDMAIL address or a
				  U.S. postal address.
Contact Person
-The name and title of the
				  individual whom ITS can contact should additional information be needed. This
				  person should be involved in the preparation of the request and completely
				  familiar with the background, requirements, project schedule, etc.
Phone
-The telephone number of the contact
				  person.
Fax
-The fax number of the contact person.
E-mail
address
-The e-mail address
				  of the of the contact person
MAGIC Customer Number Code (state agencies
				  only)
-to make sure that invoices for ITS procurement services are
				  addressed and routed correctly to your agency
Division/Department
-The department(s) and
				  subdepartment(s) that will use the requested equipment or services.
Handmail
-Mark "Yes" if the address listed in
				  item is a handmail address for delivery by DFA's Office of Capitol Facilities.
				  Mark "No" if the address listed is a postal address.
Project Summary:
Narrative Description of Project -
Provide an
				  overview of the project:
*
What is being procured
*
What business needs the product or services
				  will meet
*
Any applicable statutory mandates
*
Is this a new function, replacement of
				  current automation, automation of a manual function
ITS Acquisition Approval (CP-1) should be effective
				  through this date
-Date through which the requesting agency will need to
				  pay vendor invoices. For example, if you anticipate that a software system will
				  be implemented by December 31, 2013, and you will pay monthly hosting fees for
				  three years beginning with implementation, the CP-1 must be in effect long
				  enough after December 31, 2016 to allow payment of the final vendor invoice.
				  Forty-five to sixty days after the anticipated completion of a project is a
				  good rule-of-thumb in assigning this date.
Cost Estimates
-This section of the request form
				  is designed to capture your best estimates of one-time and recurring
costs for the lifecycle
of the project. Costs should
				  be broken out by state fiscal year, for the lifecycle of the project. Note:
				  These estimates should include total project costs to be paid to outside
				  vendors for new hardware, software, and services, and do not include internal
				  agency costs such as staff, floor space, and existing hardware.
Time Constraints:
Item Needed by
-Date by which you need the
				  requested equipment or software delivered or services to begin.
Funds Expire
-Date funds expire, for state or
				  federal funding year, grant end date, or other time-related funding
				  constraints.
Discuss Funding
-
*
How much of total anticipated funding needed
				  for the project is actually available at this time?
*
What is your total project budget (external
				  and internal)?
*
What is the percent of federal matching
				  funds, if applicable?
*
Are there other funds that are not general
				  fund monies?
*
From what fund number will the payments be
				  made?
Anticipated Lifecycle of Products/System (i.e.
				  estimate years effective use)
-
*
How long do you anticipate using the product
				  to be acquired before replacing?
*
What types of upgrade options are needed?
*
How long do you plan to pay
				  maintenance/support?
*
What do you anticipate the term of the
				  initial contract will be
*
What renewal options are desirable (i.e.
				  number of renewals and length of each optional renewal term)
Acquisition Details:
Items Requested -
Depending on what is being
				  requested, you may either (1) detail the requested items on the form or (2)
				  attach specifications. If detailing the items on the form, list the name,
				  quantity, description, and building location(s) of the items being requested.
				  Include the estimated dollar amount of each item or service. If more space is
				  needed, you may include an itemized attachment. If you itemize on an
				  attachment, be sure to summarize the acquisition in the space provided and
				  reference the attachment. If attaching specifications, furnish as much of the
				  information outlined below as practical and applicable.
Remember:
State law requires that procurements of
				  information technology be open and competitive. ITS is prohibited by statute
				  from issuing specifications that limit competition when there are multiple
				  products available to meet your business needs. We are committed to working
				  with you to develop the best possible specifications both to ensure your
				  objectives are achieved and to protect you via a legal and defensible
				  procurement.
*
Initial minimum functional
				  specifications
-Based upon your agency or public university's initial
				  needs, define in as much detail as possible what your minimum requirements are
				  for the item(s) you are requesting. Outline those requirements you consider
				  mandatory. Do
not
simply list specifications from a
				  vendor's technical sheet. Instead,
define those functions that
				  correlate with your business needs
. Where specifications are
				  restrictive, be particularly specific as to why the requirements are necessary
				  to meet your needs. If the item(s) requested must be compatible with existing
				  equipment or interface with current applications, describe the equipment and
				  applications currently in place. For application software, are you seeking a
				  COTS solution or custom development? How much customization of an existing
				  package is acceptable?
Note
: The preferred format for
				  detailed requirements is bulleted or paragraph form in a Word document.
Do not insert the specifications into an ITS RFP or LOC template or
				  develop an RFP or LOC document, as our templates change frequently and this
				  step will create extra work for you as our customer
.
*
Training, documentation,
				  implementation, and related services
-In addition to the functional
				  requirements for equipment or software, what services will be needed for the
				  vendor during implementation? What are training requirements (number of staff,
				  level of training, location of training, classroom versus online, etc.)?
*
Maintenance and support
				  requirements
-Selection of lowest and best proposal in many instances is
				  determined by the maintenance and support a vendor can offer on the item(s) he
				  sells. Define what maintenance arrangement you deem most acceptable for the
				  item(s) requested.
Describe platform and infrastructure
-Provide
				  relevant information depending on what is being procured:
*
What voice/data/video network connectivity
				  will be needed
*
Provide information on transaction size,
				  volume
*
Describe utilization of State Data Center
				  resources:
* Mainframe
* Government portal
* Payment engine
* Document management
* Hosting
*
Describe security requirements based on
				  classification of data and how these requirements will be met
*
What database and programming language will
				  be used
*
Will any additional hardware, software,
				  personnel be required at your agency (beyond what is included on this request)
ITS Statute and the ITS Board require that systems for state
				  agencies be hosted at the State Data Center by default. If requesting approval
				  for equipment to be located outside the State Data Center, provide
				  justification. If requesting approval for hosting to be provided by other than
				  the State Data Center, provide justification.
Progress to date
-What has been done related to
				  this project, including any communication with ITS staff
				  (data/voice/procurement/other)? Your assigned project manager can process your
				  request most effectively if he/she is aware of any decisions that have been
				  made or information that has been obtained to date. If applicable, provide
				  names and phone numbers of contacts within ITS or within the requesting
				  organization who can provide additional information.
Vendors Contacted: Attach written estimates or other
				  information received from vendors -
Provide the names, addresses and
				  telephone numbers of vendors whom you have talked with regarding the
				  procurement. Provide copies of any vendor proposals, configurations,
				  recommendations, or literature you have received on the item(s) being
				  requested.
Critical Factor(s) (in the selection of a
				  vendor/brand/solution for this acquisition)
-Section
				  25-53-5
				  of the ITS law specifies that acquisitions be made from the lowest and best
				  proposal. Many factors can be considered in determining the lowest and best
				  proposal. If selection of the proposal and products to meet your agency/public
				  university's needs should be based on criteria in addition to price, you should
				  furnish a listing of criteria upon which your agency/ public university
				  believes the selection of "lowest and best" proposal should be based and the
				  priority of each criterion. Discuss any manufacturer standards in place that
				  were established in compliance with ITS policy. What are the most critical
				  functional or technical requirements from your agency's perspective? Discuss
				  budget/cost constraints.
Acknowledgement of procurement costs -
Since
				  ITS does not receive funding for the procurement function, we must bill for the
				  time spent performing procurement-related tasks. This billing is done on a
				  monthly basis for hours expended during the prior month and continues until the
				  procurement project is closed. For larger procurement projects or for smaller
				  projects that span more than one month, you will receive multiple bills for
				  services for a given procurement. When proposals must be solicited for an
				  acquisition, the requesting agency/ public university is responsible for the
				  costs of the required advertisements in
The Clarion Ledger.
Advertising charges and procurement services will be billed to the customer on
				  the same invoice. When submitting a procurement form via mail, fax, or email,
				  enter the name and title of the agency head, public university CIO, or designee
				  on the line to the bottom left of the form. This person must then sign and date
				  the request. By signing the request, the authorized individual acknowledges
				  understanding of the procurement charges and commits the agency/public
				  university to paying all costs incurred. In the On-Line Procurement Requests
				  System, the acknowledgement of charges is required when the request is
				  submitted to ITS.
Note
: ITS must assume that persons
				  submitting procurement requests under their signature or via the on-line
				  request system have been authorized to do so by their agency or public
				  university. The customer agency must establish its own internal procedures
				  regarding signature and procurement request authority.
ADDITIONAL INFORMATION: COOPERATIVE PURCHASING
				  SUPPLEMENT
See 011-070 Procurement Instruments: Cooperative Purchasing
				  Agreements for additional information on cooperative purchasing.
Governmental Entity Establishing the Cooperative
				  Agreement
-Name of the specific governing body (level of government:
				  state, local, federal; name of entity and department) or consortium
				  (membership; type consortium) that initially established the cooperative
				  agreement.
Name of Cooperative Agreement -
Specific
				  contract/purchase instrument reference name. Examples: GSA Schedule 70; WSCA
				  Wireless Communication & Equipment Contract.
Contact at Sponsoring Governmental Entity -
Name of person who can answer questions and provide any additional information
				  required regarding the initial establishment and permissible use of the
				  cooperative agreement.
Phone -
Of contact
Fax -
Of contract
Email Address
-Of contact
Certification this cooperative agreement is available
				  for use by the state -
Requestor should obtain certification from the
				  entity establishing the cooperative agreement, stating that the State of
				  Mississippi may use the pricing and terms and conditions as a procurement
				  vehicle and that the contract was awarded in an open and competitive manner.
				  Optionally, the requestor may ask ITS to obtain this certification from the
				  contact listed above as part of the procurement process.
Other Requirements for use of agreement -
Requirements the purchaser must meet in order to use the cooperative agreement,
				  including any necessary organizational memberships or other prerequisites.
Attach printout and/or Internet link for requested
				  products or services, with contract pricing -
Attach a printout of the
				  page from the contract, attachment, or Internet that shows the specific
				  products or services being procured and the associated pricing of those items.
Attach printout and/or Internet link for terms and
				  conditions -
Attach a copy of the contract, including any processes or
				  procedures for negotiating state-specific terms and conditions as a
				  modification or addition to the base contract. Provide a contact for contract
				  questions and issues, if known and if different from the contact above.
Cost Benefit Justification -
Discuss and
				  quantify research regarding the pricing and terms of the cooperative agreement
				  demonstrating that the use of this agreement for the requested products and
				  services is in the best interest of the State.
ADDITIONAL INFORMATION: SOLE SOURCE
				  CERTIFICATIONS
Note
: Certification must be renewed
				  for revisions to previous Sole Source Acquisitions. The marketplace may have
				  changed since the original sole source acquisition. After an initial contract
				  term, a competition may be required.
See 013-030 Procurement Types: Sole Source for additional
				  information on Sole Source Certification.
Specific business requirements to be met by the
				  requested products or services
-The purchasing agency or institution is
				  responsible for documenting its business needs in the sole source request. What
				  are the business requirements, based on your agency's mission, enabling
				  legislation, or external mandate, that are to be met via the sole source
				  acquisition? Include both an overview of the business requirements and details
				  on the specific features of the requested product or service provider on which
				  the sole source certification will be based.
Other products/vendors researched or evaluated
-Before a product or service can be certified as single source, the market must
				  be researched to identify alternate sources or products. Describe the
				  competitive market and document the specific reasons why other products or
				  service providers in this market cannot substantially meet your business needs.
				  If similar products or services exist in the marketplace, the business case for
				  the unique functionality or characteristics of the sole-sourced item must be
				  compelling for the procurement to be sole-sourced under state statute.
Unique features (i.e. special functionality) of the
				  requested product(s) or vendor
-Document in detail the unique
				  capabilities of the product or service to be sole-sourced. These features
				  should be based on business requirements described above. As the requestor, you
				  are responsible for demonstrating that only one product or supplier is capable
				  of satisfying these requirements. The uniqueness must be based on
				  functionality. The following are
not
acceptable as
				  sole source determinants:
*
Patented methodologies
*
low cost
*
special incentives
*
largest user base
*
other comparative features
Is the expenditure reasonable? Explain why or why
				  not:
Per Mississippi Code annotated Section
				  25-9-120(3),
				  purchasers requesting sole source approval of services must provide an
				  explanation of why the amount to be expended for the service is reasonable.
				  Section 25-9 directs the efforts of the Personal Services Contract Review
				  Board, and by policy and procedure, ITS follows similar documentation
				  requirements.
Negotiation Efforts:
Per Mississippi Code
				  annotated Section
				  25-9-120(3),
				  purchasers requesting sole source approval of services must provide an
				  explanation of the efforts to obtain the best possible price for the service.
				  Section 25-9 directs the efforts of the Personal Services Contract Review
				  Board, and by policy and procedure, ITS follows similar documentation
				  requirements.
Vendor's Certification of Sole Source attached
				  -
In addition to the requestor's certification of need and uniqueness of
				  the requested product, a statement is required from the vendor, on the
				  company's letterhead. This statement should certify both that (1) the product
				  is unique in the specific ways documented by the customer above and (2) the
				  product is available only through the manufacturer and not via resellers.
				  Requestors should provide instructions to vendors on the type of certification
				  that is required by Mississippi's sole source statute. Vendors should not
				  include adjectival justification (best, largest, fastest) but should clearly
				  describe unique functionality. If there are resellers but the product itself is
				  certified as single source, a product-specific competition must be conducted
				  among resellers to obtain competitive pricing.
Vendor's proposal attached
-If the vendor has
				  provided pricing and/or terms and conditions for a contract, attach these.
				  Because the State is at a contractual disadvantage in an acquisition not based
				  upon a competition with detailed specifications, it is especially important
				  that the contract be based on the State's contract templates that meet
				  Mississippi's statutory requirements. The proposal and vendor contracts provide
				  a starting point for incorporating the specifics of the purchase into the
				  State's paperwork as a solid contractual foundation that protects the purchaser
				  for the life of the product.
MAGIC Vendor Code(s)-Vendor must be in MAGIC before
				  a
CP-1
can be issued -
Because the vendor has already been
				  determined in a Sole Source request, providing the following information in
				  parallel with the documentation required for sole source certification may
				  speed up the acquisition process.
Place order to: Vendor name and address
Remit to: Vendor name and address -
Provide if
				  different from "Place order to" information.
Signature of agency head or IHL CIO (or
				  designee)
-In addition to acknowledging procurement charges, as described
				  in "REQUESTED INFORMATION-GENERAL", this signature, for a sole source request,
				  is the requesting entity's certification that the request is in fact a sole
				  source as defined in Mississippi Code and explained in Chapter 013-010 of the
				  Procurement Handbook.
ADDITIONAL INFORMATION: EMERGENCY PURCHASE
				  REQUESTS
See 013-060 Emergency Purchases for additional information
				  on emergency purchase requests.
If applicable, attach a certified copy of the
				  appropriate minutes of the agency's board meeting regarding the emergency
				  purchase -
Mississippi Code Section
				  31-7-13(j)
				  outlines the emergency purchase procedure for state agencies and IHLs. This
				  paragraph specifically requires that any agency head or designee responsible to
				  an agency board must ensure that each emergency purchase is documented in the
				  minutes of the board meeting prior to the emergency purchase. The minutes
				  should include a description of the product or service to be purchased, the
				  cost, the vendor from whom the purchase will be made and the nature of the
				  emergency. A copy of these minutes must be provided to ITS with the emergency
				  purchase request.
Does the situation fall under the definition of an
				  emergency set forth in Section
				  31-7-1(f)
				  of Mississippi Code?
-The statutory definition of an emergency is as
				  follows:
f) "Emergency" shall mean any
				circumstances caused by fire, flood, explosion, storm, earthquake, epidemic,
				riot, insurrection or caused by any inherent defect due to defective
				construction, or when the immediate preservation of order or of public health
				is necessary by reason of unforeseen emergency, or when the immediate
				restoration of a condition of usefulness of any public building, equipment,
				road or bridge appears advisable, or in the case of a public utility when there
				is a failure of any machine or other thing used and useful in the generation,
				production or distribution of electricity, water or natural gas, or in the
				transportation or treatment of sewage; or when the delay incident to obtaining
				competitive bids could cause adverse impact upon the governing authorities or
				agency, its employees or its citizens; or in the case of a public airport, when
				the delay incident to publishing an advertisement for competitive bids would
				endanger public safety in a specific (not general) manner, result in or
				perpetuate a specific breach of airport security, or prevent the airport from
				providing specific air transportation services.
The response to this item should outline the specific
				  component of this definition that applies in the current emergency situation.
Note:
The definition applies only to events that could
				  not have been reasonably anticipated. Failure to plan or to act in a timely and
				  proactive manner to replace or upgrade equipment or other products does
not
fall within the statutory definition of
				  "emergency."
What happened to cause the emergency? -
This
				  explanation should be an expansion on the events surrounding the specific
				  emergency that is cited in response to question 2.
Is this specific emergency purchase directly related
				  to the threatening of the health or safety of any person, or the preservation
				  or protection of property? -
As outlined in Mississippi Code 31-7-13
				  (j), procurement oversight approval is required prior to the emergency purchase
				  when the emergency is not directly related to the threatening of the health or
				  safety of any person, or the preservation or protection of property. ITS
				  anticipates an emergency situation may include purchases that require prior
				  approval along with purchases that do not, in accordance with Mississippi Code
				  31-7-13 (j). The purchasing agency or institution should pay careful attention
				  as to whether an emergency purchase requires prior approval, and submit
				  paperwork for
each
emergency purchase separately.
What would be the negative consequences of following
				  normal purchasing procedures? -
This section should include an
				  explanation of the expected turnaround time for following a normal purchasing
				  process, contrasted with the timeframe in which the products or services are
				  required in order to perform the mission of the agency.
Note: The
				  law requires that the total purchases made under the emergency purchase
				  procedure must only be for the purpose of meeting the needs created by the
				  emergency.
Basis of selection of vendor(s) to be used -
Even when using the emergency purchase procedure, agencies should use
				  reasonable efforts to
*
Compare vendor offerings
*
Ensure the selected product or service
				  provider meets the needs of the agency
*
Obtain favorable pricing and contract terms
				  using the following:
* Written quotations
* Use of state contract templates
* Internet research
* Reference checking
* Other informal means that can be used within the time
				  constraints imposed by the emergency
In response to this question, the agency should describe the
				  research and selection process used for the requested emergency purchase.
Vendor's proposal attached
Remit to: Vendor name and address
Signature of agency head or IHL CIO (or
				  designee)
-In addition to acknowledging procurement charges, as describe
				  in "REQUESTED INFORMATION-GENERAL", this signature, for an emergency purchase,
				  is the requesting entity's certification that an extreme emergency exists to
				  such an extent that delay incident to giving opportunity for competitive
				  bidding would be detrimental to the interest of the state.
ADDITIONAL INFORMATION: EXEMPTION REQUESTS
See 013-040 Procurement Types: Exemption for additional
				  information on exemption requests.
Planned Acquisition Method: Describe the manner in
				  which this procurement will be conducted in fulfillment of state law
-An
				  exemption request is used by a purchasing entity to request that ITS delegate
				  the procurement process for an acquisition that falls within ITS purview and
				  has not been delegated to the agencies and institutions via a global delegation
				  (See 015-010 Procurement Limits Policies: State Agencies and 015-020
				  Procurement Limits Policies: IHLs for information on global delegations) ITS
				  cannot exempt a procurement from the competitive process required by state law.
				  This section should be used to describe the competitive instrument that will be
				  used for the acquisition (RFP, Request for Quotes, Bid), including a high-level
				  description of the scope and content of that document, and a description of how
				  the procurement will be handled by the requesting agency in accordance with
				  such statutory requirements as advertisement in a newspaper with statewide
				  circulation, receipt of sealed proposals, and fair and equitable determination
				  of lowest and best response.
Signature of agency head or IHL CIO
-In addition
				  to acknowledging procurement charges, as described in "REQUESTED
				  INFORMATION-GENERAL", this signature, for an exemption request, is the
				  requesting entity's certification of the following:
*
The agency/institution will follow all
				  applicable laws for public purchasing in the acquisition, including the
				  following:
* Developing open specifications
* Advertising according to IT Procurement law, and ITS
				  policy and procedure as documented in this Handbook
* Ensuring a thorough and equitable evaluation of all
				  responses
* Responding in a timely manner to all public records and
				  post-procurement review requests
*
The agency/institution will negotiate any and
				  all applicable contracts and contract amendments arising from the procurement,
				  with signature authority for the State delegated by the ITS Executive Director
				  to the agency/institution
*
Any protests resulting from the procurement
				  will be heard by the ITS Executive Director and/or ITS Board, in accordance
				  with the ITS Protest Procedure and Policy.
The signature also acknowledges that the authority of the
				  ITS Executive Director to negotiate limitation of liability cannot be delegated
				  and does not apply to an exemption.
ADDITIONAL INFORMATION: REVISION REQUESTS
See 013-020 Procurement Types: Revision for additional
				  information on revision requests.
Project History and Accounting:
CP-1 Number to be Revised -
Full CP-1 number of
				  current CP-1(s) (YYYYnnnn, where YYYY=Fiscal Year issued; nnnn = sequence
				  number)
Total Amount Authorized on CP-1 to be
				  Revised
-Total dollar amount originally approved on the current CP-1(s)
				  (Dollar amount labeled "Lifecycle" on last page of CP-1)
Reason(s) Revision Required
-Check all that
				  apply. For "Other," enter explanation as described below.
Project Accounting -
Summarize expenditures to
				  date from the original CP-1, to show the remaining balance, if any, from the
				  initial approval.
Note:
Provide invoice details for at
				  least the previous 12 months. Payments older than 12 months may be summarized
				  by Fiscal Year. This information is intended to help the customer and ITS
				  reconcile the change request with previous approvals and to ensure the new CP-1
				  is issued for the correct amount, bringing forward any remaining dollars from
				  the previous CP-1 if appropriate. Include any invoiced or encumbered amounts in
				  the payment history and subtract the total amount spent or encumbered from the
				  original approval amount to represent the current remaining balance as
				  accurately as possible.
Dollar Amount:
Complete this section if
				  the revision includes an increase in the dollar amount.
Original Amount Approved -
Total dollar amount
				  originally approved on the CP-1
Current Balance -
Amount remaining, per Project
				  Accounting above.
Amount of Increase -
Total dollar amount of
				  requested increase in project cost. Explain the reason for the increased cost
				  in the section "Project Scope," as described below.
New Balance -
Current Balance + Amount of
				  Increase; New CP-1 will be issued for this amount.
Expiration Date:
Complete this section
				  if the revision includes an extension to the CP-1 expiration date.
Original
-Provide the expiration date of the
				  CP-1 that is being revised.
New -
Provide the desired expiration date for
				  the new CP-1. Allow time to process final invoices after project completion.
Vendor Information:
Vendor Name
-
Complete this section if
				  the revision includes a vendor name change
. If the name change is due
				  to an acquisition or assignment, provide all relevant information and
				  explanation.
Original -
Vendor name as shown on current CP-1
New -
Vendor name for new CP-1. If vendor is
				  not in MAGIC under the new name, or if the project has been assigned to a
				  vendor not in MAGIC, ITS will work with you and the vendor to acquire the W-9
				  form and any other documentation needed.
Vendor Address
-
Complete this section if
				  the revision includes an address change for the vendor.
Note whether
				  the change applies to "Notice", "Remit To", and/or "Place Order To" addresses.
If the address change impacts the vendor file record in
				  MAGIC, ITS will work with you and the vendor to acquire the needed
				  documentation and submit the update to DFA.
Original
-Address as shown on current CP-1
New
-Provide both physical and mailing
				  addresses, if different.
Project Scope -
Complete this section
				  if the revision includes any change in project scope from the scope defined in
				  the original CP-1 and supporting contract documents.
All revision
				  requests that include an increase in dollar amount should include an
				  explanation of that increase in this section. Scope changes with no cost impact
				  or that reduce the total cost should also be clearly documented in this
				  section. Examples of requested scope changes include:
*
More or fewer of specific items than
				  originally planned
*
Alternate products or services in lieu of
				  those originally planned
*
Additional consulting hours to provide
				  additional services or services over a longer period of time.
Provide quantitative information and unit costs, such as
*
Number of additional hours and hourly rates
*
Model of equipment
*
Unit cost
*
Quantity required
*
Description of new deliverable(s) and
				  deliverable costs with vendor's methodology for determining that cost
Other
-
Complete this section if the
				  reason for revision included "Other."
Provide an explanation of the
				  change needed and the circumstances that led to the change request. This
				  section can also be used to provide additional supporting details that would be
				  required to issue a revised CP-1.
ADDITIONAL INFORMATION: PLANNED PURCHASES
See 013-080 Procurement Types: EPL Planned Purchase for
				  additional information on planned purchases.
Project Title -
Planned Purchases for FY20__:
				  This standard project title is used for an agency's planned purchases for a
				  fiscal year.
ITS Project # (IT Plan)
-From the Planning
				  System
Vendors Contacted
-Specific instructions are
				  included on the form for Planned Purchases regarding attaching written quotes
				  from EPL vendors.
Note:
A minimum of two quotes are
				  required for total FY purchases up to $1,000,000 and a minimum of three quotes
				  are required above $1,000,000 total FY purchases.
Selection and Justification: -
Indicate the
				  selected vendor(s) from the quotation received. See additional documentation on
				  the Planned Purchases form. If the quotes requested were brand specific, the
				  request should include documentation on how the manufacturer standard was
				  established in compliance with ITS policy. If the quote selected is not low
				  cost, the requestor must supply substantial justification to support the
				  selection.
Name and official title of agency head to whom Planned
				  Procurement authorization letter will be addressed -
The authorization
				  to exceed the EPL purchasing limits using the planned purchases procedure is
				  issued in the form of a letter from the ITS Executive Director to the
				  requesting agency's executive director or officer. Provide the full name and
				  title of the agency's executive. This letter should be maintained in the
				  purchasing file for audit purposes.
25-53-5; 31-7-7;
				  31-7-13; 25-53-25 (2)