Friday, February 10, 2012
To: All Certified Procurement Officers
Date: Feb. 10, 2012
Subject: Procurement Procedures for Information Technology (IT) and Telecommunication (Telecom) Acquisitions
Reference: Information Technology Procurement Information Memorandum – 01 (ITPIM-01)
Agency Certified Procurement Officers:
This Procurement Information Memorandum contains information based on feedback we have been receiving. Please refer to the first Information Technology Procurement Information Memorandum (ITPIM-01) for background details.
OSF IT Procurement will process the initial paperwork within 24 to 48 (business) hours and forward it to the appropriate Business Segment Director (within OSF). If the Business Segment Director has questions the agency will be contacted for clarification. Once reviewed by the Business Segment Director the approval is returned to the agency; unless OSF procurement will be completing the acquisition on the agency’s behalf (these documents will be forwarded to the vendor and the agency upon completion).
Business Justification on the Form 115
When outlining the use and purpose for the acquisition, the Form 115 must include details that support how the technology purchase will support the agency’s business. The business justification must be provided by the agency, and should include a detailed description of how the purchase will support the business needs of the agency.
When completing the OSF Form 115, agencies should pay particular attention to the requested information in the form boxes. Please be certain to include the individual within the agency (other than the individual identified for contact purposes) where the approval should be forwarded. Please list this in the “Attention” box of the Form 115. Please do not just list this information on the email or fax, as it could get overlooked.
When submitting the Form 115 with multiple project numbers and categories, the agency must assign a dollar amount to the appropriate project/category; OSF IT procurement will reduce the appropriate amount from the agency’s IT/Telecommunications Plan. Agencies should try to bundle purchases as much as possible. For instance, if you will need ten new cell phones over the next two weeks it would be beneficial to everyone to submit the request for all ten purchases as one request. This should include the vendor’s quote for all ten phones, in this instance.
Agency/OSF Procurement of IT and Telecom Acquisitions
During consolidation agencies will be directed as to new procedures. Until such time, agencies should continue to procure at their established thresholds in accordance with their approved purchasing procedures on file with Central Purchasing. However, all IT and Telecom purchases must be approved by the CIO’s office (firstname.lastname@example.org).
Reminder: If an original IT/Telecom related Purchase Order was issued by DCS, it should be sent to OSF IT Purchasing for the issue of the Purchase Order/Change Order.
IT/Telecom GSA purchases that are submitted for approval to OSF will be returned to the agency for processing. The submitting agency will process the Purchase Order or Change Order associated with the request.
Numbering Changes for Statewide Contracts
IT and Telecom Statewide Contracts will have an “IT” added to the numbering convention. For instance Statewide Contract “SW782” will become “ITSW782”.
Statewide Contracts Released
NOTE: OSF is working on merging all the IT Telecom Solicitations and Contracts into one central location. More details to follow.
Please contact the OSF-ISD Procurement unit if you need further assistance at ISDProcurementManager@osf.ok.gov