Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 7 - Procurement Types › Rule 36-2-7-207.1 - 013-020 Procurement Types: Revision Request for Revised or Extended Approval

Current through June 25, 2024
Agencies and institutions should complete and send a
				  completed Request for Revision to Previous Approval and appropriate attachments
				  as listed on the form to ITS to request changes to a previously issued CP-1. A
				  copy of the revision request form is available in PDF and Word formats on the
				  ITS website. Customers may also submit revision requests via ITS' online
				  procurement request system.
ITS approves a revision or extension by issuing a new CP-1.
				  The new CP-1 will have the same Contract Number as the original CP-1 and any
				  other revision CP-1s previously issued for the same project. For state
				  agencies, the new CP-1 updates the information in MAGIC for that contract
				  record. Customers should continue to reference the same contract number when
				  making payments related to the project.
When to Request Revised ITS Approval
It is necessary to request revised ITS approval and obtain a
				  replacement CP-1 in the following instances:
*
Expired Purchase CP-1
that you
				  still need to use. Attach a letter from the vendor stating that equipment can
				  still be delivered at (or below) the pricing on the CP-1. Try to issue purchase
				  orders promptly upon receipt of a CP-1 to avoid the problem of expired CP-1s.
				  Vendors submit pricing that they will honor for only a limited amount of time.
				  Also, equipment may not be available after long periods of time. If the vendor
				  can no longer deliver the equipment at or below the price approved on the
				  original CP-1, it may be appropriate to handle your revision request as a new
				  procurement.
*
Expired Ongoing CP-1
for hardware
				  or software maintenance, software licensing fees, etc. The CP-1 from which you
				  make ongoing payments has expired but you still need the coverage. In this
				  instance, ITS will confer with the agency or institution and reference the
				  terms of the original proposal solicitation and contract to assess whether it
				  is appropriate to extend the current contract with the existing vendor or to
				  initiate a new procurement.
*
Vendor Change.
Whether for a
				  purchase CP-1 or for an ongoing CP-1, you need to acquire revised ITS approval
				  to change vendors. A change of vendors will typically require that ITS handle
				  the request as a new procurement unless it is a name or address change only.
*
Price Increase.
It is necessary
				  to seek revised ITS approval for price increases over the lifecycle amount
				  authorized on the CP-1. See Terms: Lifecycle Cost and Procurement Process: CP-1
				  Approval Documents and MAGIC for an explanation of the lifecycle amount
				  authorized on the CP-1.
*
Major Configuration Change
. It is
				  necessary to acquire revised ITS approval for major configuration changes.
It is not necessary to acquire revised ITS approval for
				  price decreases or minor configuration changes.
Minor Configuration Changes
On Purchase CP-1s and CP-1s for a maximum amount, ITS
				  itemizes the configuration, typically submitted in a proposal by the vendor and
				  requested by the agency or institution. It is not necessary to request that ITS
				  issue a replacement CP-1 to reflect minor changes made to the configuration.
				  Minor configuration changes must generally meet the following criteria:
*
Does not exceed the total lifecycle cost
				  specified on the CP-1,
*
In line with the proposal solicitation, the
				  vendor's proposal and the resulting contract,
*
More or better capability at or below the
				  original price,
*
In the best interest of the state, and
*
Acceptable to the agency.
An example of such a minor configuration change would be an
				  offer by a vendor to substitute newly available microcomputers of the same
				  brand with a faster processing speed and/or with a larger hard drive than those
				  proposed within the lifecycle cost authorized by the CP-1.
On CP-1s of an ongoing nature, typically those for
				  maintenance, it is not necessary to request a replacement CP-1 to reflect minor
				  additions/deletions within the lifecycle amount authorized by the CP-1.
An example of such a minor configuration change would be an
				  agency's addition of several new PCs which have recently rolled off of warranty
				  along with the deletion of several old printers which have been disposed of by
				  the agency.
The agency should document and keep in its file for audit
				  trail purposes the reason for all such minor configuration changes and document
				  that the changes are in line and are in the best interest of the state. The
				  agency will need to furnish this documentation to ITS if a replacement CP-1
				  should later become necessary.
Major Configuration Changes
Major configuration changes do require ITS approval.
An example of a major configuration change on a purchase
				  would be one where the agency has decided to considerably change workstation
				  and server configurations.
An example of a major configuration change on a maintenance
				  CP-1 would be the need to add 25 microcomputers that have recently rolled off
				  warranty to an existing contract with a maintenance vendor.
A New Procurement is Required
It is appropriate for ITS to revise or extend approval and
				  to issue a replacement CP-1 only where the revision or extension is within the
				  scope of the original procurement. There may be situations where you request a
				  replacement CP-1 but the situation merits a new procurement. ITS will work with
				  you to solicit the additional information needed if it is determined that your
				  request should be processed as a competitive procurement.
Refer to 009-001 ITS Procurement Process Flows for
				  additional information, specifically the flow labeled Revisions to Previous
				  Approvals.
25-53-5
				  (o)