Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 5 - Procurement Process › Rule 36-2-5-205.4 - 009-025 Procurement Process: CP-1 Approval Documents and MAGIC ITS CP-1 Acquisition Approval Form

Current through June 25, 2024
The ITS CP-1 Acquisition Approval form is used to notify
				  agencies and institutions that ITS has approved the agency or institution's
				  request for the acquisition of information technology equipment, software, or
				  service or has approved the exemption of a procurement from ITS. Upon approval,
				  ITS prepares the form and emails (default), mails, or faxes the CP-1 to the
				  designated contact at the customer agency or institution. This form
				  specifically identifies the name of the vendor, a list of the products
				  approved, associated costs, and any additional pertinent information for
				  acquisitions made through ITS, and specifies the nature of the purchase and the
				  maximum expenditure amount for exempted procurements.
For acquisitions made through ITS, the form is the
				  agency/institution's authorization to issue a purchase order and/or to make
				  ongoing payments to the specified vendor for the products or services
				  identified on the form and at the prices itemized. The agency/institution
				  should promptly issue a purchase order upon receipt of the CP-1 as the CP-1 is
				  based upon proposal pricing the vendor is bound to honor for a specified time
				  period.
For acquisitions that involve recurring payments, the CP-1
				  form specifies an effective date and expiration date, authorizing payments
				  throughout that time period. The frequency of payment, payment amount, and
				  total number of payments to be made are also indicated on the CP-1.
The CP-1 form should be kept with related financial records
				  to provide an audit trail of ITS approval. The CP-1 number must be referenced
				  on each related purchase order(s). If a CP-1 approves payment of recurring
				  costs, the dates covered by the payment should be specified on the purchase
				  order.
CP-1 Form and MAGIC
For state agencies, ITS loads a contract into MAGIC that
				  contains the CP-1 approval information. Customers reference the MAGIC contract
				  for payment processing.
CP-1 Revisions
(Replacement CP-1s)
It is necessary to contact ITS for revised or extended
				  approval if any of the following occur:
(1) Major changes to the configuration;
(2) The vendor or vendor name
				changes;
(3) The CP-1 has expired
				and payments still need to be made;
(4) The cost exceeds the lifecycle cost
				authorized on the CP-1.
ITS approves a revision or extension by issuing a
				  replacement CP-1. The replacement CP-1 has a different CP-1 number than the
				  original CP-1 and voids the CP-1 being replaced. Once you have received a
				  replacement CP-1, discontinue use of the CP-1 which was replaced.
It is not necessary to acquire revised ITS approval for
				  price decreases or minor configuration changes.
Lifecycle Cost Authorization on the CP-1
The CP-1 contains a total lifecycle cost and details to show
				  how the lifecycle was derived. The agency/institution is authorized to make
				  payments to the vendor specified on the CP-1 up to this amount.
CP-1 Lifecycle Limit:
(1)
Base Price:
*
For ongoing CP-1s authorizing monthly,
				  quarterly, semi-annual, or annual licensing, hosting, maintenance, support,
				  rental, or lease purchase payments, the base price is calculated as follows:
base price = number of payments (determined by
				  predicted
lifecycle
) x payment amount
*
For purchase or one-time CP-1s, the base
				  price is calculated as follows:
base price = the purchase or one-time price
*
For not-to-exceed CP-1s (for instance, a CP-1
				  authorizing a maximum number of hours for programming services charged by the
				  hour, payable as incurred in varying amounts and/or at non-cyclic times) the
				  base price is calculated as follows:
base price = sum of all payments (if applicable,
				  calculated as hourly rate or average hourly rate x the maximum number of hours
				  of service)
(2)
Cost
				increases allowed per the RFP and/or the contract:
For CP-1s (typically only ongoing CP-1s) based upon an RFP
				  and/or contract that allows a periodic percentage increase in hourly rates,
				  annual maintenance, or other ongoing cost, this increase is included in the
				  amount authorized on the CP-1.
25-53-5
				  (o)