Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 8 - Procurement Limits Policies › Rule 36-2-8-208.1 - 015-010 Procurement Limits Policies: State Agencies

Current through June 25, 2024
Procedures for the Acquisition of Information
				  Technology Equipment, Software, and Services by Procurement Type and Total
				  Lifecycle Cost for State Agencies
By law, all acquisitions of information technology must be
				  approved by ITS. ITS has delegated this responsibility to agencies for certain
				  types of purchases and lifecycle cost limits. Note that these thresholds are
				  based upon
total lifecycle costs
and that
there are
				  situations in which actual monies paid is not the sole determinant of the
				  requirement for a competitive procurement process
. For purchases in
				  which (1) the value of the goods and services exceeds bid limit, (2) there is a
				  competitive market, and (3) there is potential for vendor profit from the
				  project, contracts must be awarded based on an open and competitive process
				  that allows the state to compare offerings to obtain the best product, service,
				  and value, regardless of monies paid directly to the vendor by the state
				  entity. The competitive process ensures the state's requirements are
				  well-defined, project contracts are negotiated to protect the state's interest,
				  and the vendor selected is the one with the most advantageous combination of
				  cost and services.
The table below defines the procedures and the required
				  approvals for each category and project lifecycle cost range. For current
				  Director Approval thresholds, see Section 018-030.
Procurement
Type/
Lifecycle Cost
$.01-$5,000.00
$5,000.01 -
$50,000.00
Greater than
$50,000, up
							 to
Director Approval Threshold
Above
Director Approval
							 Threshold
Regular Competitive
Procurement
*
Delegated to Agency
*
May purchase without advertising or
							 otherwise requesting competitive bids
*
Delegated to Agency
*
May purchase without advertisement
							 for bids, provided at least two competitive written bids have been
							 obtained
*
You must select the lowest
							 quote
EXCEPTION
: By state statute, all
							 American Recovery and Reinvestment Act (ARRA) projects in excess of $25,000.00
							 must be bid.
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Advertisement & receipt of
							 competitive bids required by law
*
Submit Procurement Request to ITS 2-5
							 months before purchase
EXCEPTION
: By state statute, all
							 American Recovery and Reinvestment Act (ARRA) projects in excess of $25,000.00
							 must be bid.
*
Requires ITS Board approval
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Advertisement & receipt of
							 competitive bids required by law
*
Submit Procurement Request to ITS 3-8
							 months before purchase
*
Requires Business Case
*
Requires IT Security Risk
							 Assessment
Cooperative Purchasing Agreement
No delegation.
Regardless of lifecycle cost, ITS statute and policy
							 require ITS review and approval of all cooperative purchases of technology.
No delegation.
Regardless of lifecycle cost, ITS statute and policy
							 require ITS review and approval of all cooperative purchases of
							 technology.
No delegation.
Regardless of lifecycle cost, ITS statute and policy
							 require ITS review and approval of all cooperative purchases of
							 technology.
No delegation.
Regardless of lifecycle cost, ITS statute and policy
							 require ITS review and approval of all cooperative purchases of
							 technology.
Telecommunications Systems and Services
(See Acquisition of Telecommunications Services by
							 State Agencies for more information)
No delegation.
ITS has conducted these procurements on behalf of
							 the state and has contracts in place that must be used by agencies for
							 telecommunications systems and services (voice and data).
See ITS Telecommunications Contracts for State
							 Agencies for details.
No delegation.
ITS has conducted these procurements on behalf of
							 the state and has contracts in place that must be used by agencies for
							 telecommunications systems and services (voice and data).
See ITS Telecommunications Contracts for State
							 Agencies for details.
No delegation.
ITS has conducted these procurements on behalf of
							 the state and has contracts in place that must be used by agencies for
							 telecommunications systems and services (voice and data).
See ITS Telecommunications Contracts for State
							 Agencies for details.
No delegation.
ITS has conducted these procurements on behalf of
							 the state and has contracts in place that must be used by agencies for
							 telecommunications systems and services (voice and data).
See ITS Telecommunications Contracts for State
							 Agencies for details.
Note: ITS contracts have already
							 received
Board approval
. Agency acquisitions of services from
							 these contracts do not require additional Board action.
Sole Source Procurement
*
Delegated to Agency
*
May purchase without advertising or
							 otherwise requesting competitive bids
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Submit Sole Source Certification
							 Request with vendor and agency documentation to ITS 3-5 weeks before purchase
							 (Note: Agency Head or Designee must sign the sole source request)
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Submit Sole Source Certification
							 Request with vendor and agency documentation to ITS 3-5 weeks before purchase
							 (Note: Agency Head or Designee must sign the sole source request)
*
Requires ITS Board approval
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Submit Sole Source Certification
							 Request with vendor and agency documentation to ITS 2-4 months before
							 purchase
*
Requires Business Case
*
Requires IT Security Risk Assessment
							 (Note: Agency Head or Designee must sign the sole source request)
Exemption
from ITS
Not applicable:
Already delegated to agency
Not applicable:
Already delegated to agency
(Note: ITS cannot exempt a sole source procurement
							 > $5,000)
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Advertisement & receipt of
							 competitive bids required by law (conducted by the Agency after exemption is
							 approved by ITS)
*
Submit Exemption Request to ITS 2-4
							 weeks prior to advertising the procurement
*
Requires ITS Board approval
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Advertisement & receipt of
							 competitive bids required by law (conducted by the Agency after exemption is
							 approved by ITS)
*
Submit Exemption Request to ITS 4-6
							 weeks prior to advertising the procurement
*
Requires Business Case
*
Requires IT Security Risk
							 Assessment
Express Products Lists (EPLs)
*
Delegated to Agency
*
Access EPL on ITS website
*
Follow instructions on specific
							 EPL
Delegated to Agency
*
Access EPL on ITS website
*
Follow instructions on specific
							 EPL
*
Delegated to Agency up to EPL
							 limit
*
Access EPL on ITS website
*
Follow instructions on specific
							 EPL
*
See EPL Planned Purchase
EPL Planned Purchase
Not applicable
Not applicable
Purchase above EPL limit:
*
Requires approval letter from ITS
							 Executive Director and CP-1
*
Requires that project be in current
							 IT Plan submitted by agency to ITS & equipment /software needed must appear
							 on a current EPL
*
ITS planner contacts agency
							 concerning Planned Purchases during review of agency's plan. Call your planner
							 or submit an EPL Planned Purchase Request to ITS to initiate a Planned Purchase
							 prior to being contacted.
Requires ITS Board approval
*
Requires approval letter from ITS
							 Executive Director and CP-1
*
Requires that project be in current
							 IT Plan submitted by agency to ITS & equipment /software needed must appear
							 on a current EPL
*
ITS planner contacts agency
							 concerning Planned Purchases during review of agency's plan. Call your planner
							 or submit an EPL Planned Purchase Request to initiate a Planned Purchase prior
							 to being contacted (at least 2 weeks prior to ITS Board Meeting).
*
Requires Business Case
Emergency Procurement (where purchase delay does not
							 threaten life or property)
Not applicable
*
Requires ITS
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Submit Emergency Purchase Request with
							 vendor and agency documentation to ITS before purchase
*
(Note: Agency Head or Designee must
							 sign the Emergency Purchase Request)
*
Requires ITS approval: CP-1 in
							 MAGIC
*
Submit Emergency Purchase Request
							 with vendor and agency documentation to ITS before purchase
*
(Note: Agency Head or Designee must
							 sign the Emergency Purchase Request)
Emergency Procurement (where purchase delay
							 threatens life or property)
Not applicable
*
Inform ITS in writing, using ITS'
							 Emergency Purchase Request Form signed by the agency executive director, as
							 soon as possible after the emergency procurement
*
Inform ITS in writing, using ITS'
							 Emergency Purchase Request Form signed by the agency executive director, as
							 soon as possible after the emergency procurement
*
ITS loads a CP-1 to MAGIC so the
							 vendor payment can be processed
*
Inform ITS in writing, using ITS'
							 Emergency Purchase Request Form signed by the agency executive director, as
							 soon as possible after the emergency procurement
*
ITS loads a CP-1 to MAGIC so the
							 vendor payment can be processed
*
ITS Board informed of
							 emergency
E-Government
Procurement
NOTE: Due to the different vendor business models for
							 E-Government services and products, the procurement approach is not governed by
							 the total expenditure but by the
true market value,
as determined
							 by the complexity and size of the project. See Sections 001-020 and 001-025 of
							 this handbook for additional information on Electronic Government
							 procurements.
*
Cost category must be based on true
							 market value, not funds paid to vendor by agency
*
Requires DFA approval for any payment
							 functionality
*
Follow process outlined in 001-025
							 Approvals for Internet-based Applications and Services
*
Cost category must
*
Cost category must be based on true
							 market value, not funds pa id to vendor by agency
*
Requires DFA approval for any payment
							 functionality
*
Follow process outlined in 001-025
							 Approvals for Internet-based Applications and Services
*
Cost category must be based on true
							 market value, not funds paid to vendor by agency
*
Requires DFA approval for any payment
							 functionality
*
Requires ITS Board approval if true
							 market value exceeds Director Approval Threshold
*
Follow process outlined in 001-025
							 Approvals for Internet-based Applications and Services
*
Requires Business Case
*
Requires IT Security Risk
							 Assessment
25-53-5; 25-53-25
				  (2); 25-53-151; 31-7-13 (c)