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Technology Supplier Guidelines

SELLING TECHNOLOGY TO THE STATE OF OKLAHOMA

The State of Oklahoma is pleased to be of interest to your organization. The technology infrastructure, organizations, requirements and procedures may be confusing to new suppliers. To assist in the development of strategic supplier relationships and help navigate the technology landscape at the State of Oklahoma, the Office of Management and Enterprise Services Information Services Division (OMES ISD) has established the Strategic Alliance Management (SAM) program. This team can assist your organization in making contacts with the correct people in OMES ISD, aligning your efforts and priorities, and coordinating technology procurement for OMES ISD. They can also help guide your communications and interactions at other agencies within the state.

How can I engage SAM?
When should I engage SAM?
Can I work directly with OMES ISD employees?
What are the purchasing guidelines for the State of Oklahoma?
Where do I find business opportunities?
What if I have questions?
General Guidelines
Terms and Definitions
Feedback

HOW CAN I ENGAGE SAM?

Initial communications should go through SAM. From there, a SAM specialist will be assigned to your account and will serve as your primary point of contact moving forward. Contact SAM by email at sam@omes.ok.gov.

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WHEN SHOULD I ENGAGE SAM?

We encourage you to communicate with your SAM specialist on a regular basis. The more information you share with them, the more they can help guide you through our organization and processes. However, there are a few instances where you will be required to work with the appropriate SAM Specialist. Those instances include:

Any requests that would require the travel of an OMES ISD employee
Any contractual or business relationship issues
Any time you are providing quotations for products or services

If your organization plans to respond to an active solicitation, all visits, whether at a state agency or via telephone, must be coordinated through your specialist.

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CAN I WORK DIRECTLY WITH OMES ISD EMPLOYEES?

Absolutely. It is highly desirable to allow OMES ISD employees to interact directly with our suppliers. This allows better understanding of products, services, options and, ultimately, leads to better designed solutions for each State of Oklahoma agency. Please be sure to include your SAM specialist when required (see above).

Please note, OMES ISD employees are prohibited from attending supplier-sponsored events (lunches, dinners, social gatherings, etc.). These types of events create the perception of a conflict of interest.

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WHAT ARE THE PURCHASING GUIDELINES FOR THE STATE OF OKLAHOMA?

Purchasing for political subdivisions, known as affiliates, varies from organization to organization. Please check with the correct procurement teams for more information. For further information on State of Oklahoma procurement, view the“Doing Business with the State of Oklahoma” document.

For state agencies, the following guidelines apply:

Agency < $5,000 (fair and reasonable) – No solicitation required, some market research recommended.
Agency $5,001 < $10,000 (3 quotes, if available) – Request for quote (RFQ) phone or fax, document file. This is considered an informal solicitation process.
Agency $10,001 < $25,000 (10 quotes, if available) – Request for proposal (RFP) solicitation written proposal from suppliers.
Agency $25,001 < $50,000 (all registered suppliers) – RFP solicitation written proposal from suppliers.
Agency $50,001 < $100,000 (by approval of State Purchasing Director (SPD) – RFP solicitation requiring written proposal from suppliers.

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WHERE DO I FIND BUSINESS OPPORTUNITIES?

Suppliers must be registered and verified with the state prior to completion of award. More information on supplier registration and verification.

Suppliers do not have to be registered in order to bid on opportunities but registration will provide notification when solicitations are posted that match your business offerings.

Information Technology (IT) business opportunities are located on the procurement website. View the available business opportunities. Awarded contracts are also linked from this page that show the awarded supplier, the award amount, the term of the award and the contracting officer responsible for the contract.

Suppliers must register and gain access to the IT procurement wiki in order to ask questions and receive answers pertaining to open solicitations before the question and answer period has expired. Allow at least 5 days to obtain access to the wiki. Not Registered yet? Fill out the online access request form for the IT procurement wiki.

Projects.ok.gov is a service provided to Oklahomans and the State of Oklahoma supplier community to access information about information technology projects resulting in expenditures in excess of $100,000.00.

It is a simple way to explore Oklahoma’s current IT projects and future opportunities on one website.

Information is provided by the OMES Information Services project management office, which oversees IT projects within the organization and standardizes the management process.

Projects.ok.gov was created as part of House Bill 1086, the Oklahoma State Government IT Project Monitoring and Transparency Initiative, enacted in 2011 and codified at 62 O.S. § 34.11.8.

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WHAT IF I HAVE QUESTIONS?

Contact SAM by email at sam@omes.ok.gov.

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GENERAL GUIDELINES

Please call ahead for appointments. Avoid “dropping in” on any OMES ISD contact.
Make your visit profitable by bringing new ideas, approaches or products. Avoid social calls.
Gifts and gratuities are problematic. Do not offer them. Do not give them.
When a bid or RFP is active, all communications regarding that solicitation must go through the designated buyer.
Always respond to requests for bids, quotes or proposals with your most aggressive offering.
Please pay special attention to timelines and deadlines. Extensions are rarely given by request and never, once the date passes.
When responding to solicitations, to ensure your response is considered, do not take exceptions to terms and conditions and follow all submitted instructions closely.

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