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IT Capital Procurement Overview
 

                        
                                                            Click on the blue icons below to access the page/link          

                           

What is IT Capital Procurement?

The IT Capital PMO Procurement requirements stem from legislation that was passed in 2007 (Section 13 of Chapter 27 of the Acts of 2007, "An Act Providing for the Immediate Capital Improvement Needs of the Commonwealth").  Shortly after this legislation was enacted, ITD in concert with the Operational Services Division established requirements to ensure that procurements funded under the 1790-3000 (Bond IV) authorization complied with the policies filed by the Office of the Comptroller and were conducted in as open, fair & transparent manner as possible.

Checklist for Agencies

The following material is addressed to agencies other than MassIT; within MassIT we have different rules about review.

  1. What procurements conducted by other agencies have to be reviewed by MassIT legal? Procurements for systems, software  or consulting services using capital funding. Typically MassIT don’t look at pure hardware procurements less than a ~100K.   
  2. When should I use an RFI vs and RFQ vs and RFR? Use an RFI if you have identified a business need but would like to know more about the marketplace before you write your RFQ or RFR so that you can include detailed requirements. Use an RFQ if there is a statewide contract for what you want. Use an RFR if you have drafted requirements and there is no statewide contract for what you want, OR there is a statewide contract for the general category of good or service that you want but you know the vendors can’t meet your needs, and you have obtained written permission from the Chief State Procurement Officer to use your own RFR.  
  3. When do I go to my own legal department as opposed to MassIT? You should always notify your own legal department when you are making a capital funded procurement, and advise them that you are working with MassIT legal. Some agency legal departments want to partner with MassIT legal in contract review, some do not and instead want to leave the legal work to MassIT legal. Your own legal department always has the right to be involved in any review process in which MassIT Legal is engaged.
  4. Does OSD get involved? OSD creates statewide contracts and issues regulations and policies about procurement.     They are a great resource on the use of such contracts and on their own policies and regulations. They have not in the past become engaged in specific IT transaction document review and negotiation unless they are the procuring agency.  

 

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How does IT Capital Procurement work?

For the majority of IT procurements, the goods or services being sought can be obtained through existing  'statewide contracts'. In some cases, these goods and services are not covered under a statewide contract and so a new contract will need to be pursued.  

If an agency will be conducting a procurement that is already part of a statewide contract, an RFQ (Request for Quote) is developed to capture requirements and communicate them to the applicable vendor community. 

On the other hand, when procurements are for goods or services that are not currently part of a statewide contract, a more extensive form called an RFR (Request for Response) is required. Prior to developing the RFR however, OSD (Operational Services Division) approval is required. 

The following sheds a bit more light as to the distinction between these two forms and their uses:

*As a precursor to any capital procurement involving an RFR or RFQ, projects should always be mindful as to whether an RFI (Request for Information) is an appropriate first step (see ‘RFI Requirement’ section above).  Additionally, capital projects may also want to consider reaching out to other Commonwealth agencies or states to determine how similar business/technology needs have already been achieved.  This is an invaluable, and often overlooked, activity that projects can benefit from given the minimal cost & overhead involved.  It's due diligence such as this that will prove beneficial in the end and demonstrate a capital project's readiness.

 
** When sizeable RFQs (typically procurements in excess of $50K) and RFRs are involved with capital procurements, PMT's (Procurement Management Teams) are usually established to define the requirements, schedule and oversight of the procurement and to ensure best practices are being carried out during the evaluation process.  Generally speaking, PMTs are comprised of a subset of individuals in the business and technology area. Additional members may also be recruited from other departments (such as OSD).  The PMT is chaired by a PTL (Procurement Team Leader) who provides guidance and expertise throughout the solicitation and contract process to ensure that customers obtain best value  (Click here for more  - )

 For more PMT tidbits, click here -

From a statewide capital procurement standpoint, the following process diagram outlines the steps involved:

For more information concerning developing an RFR and the competitive bid process, please contact OSD
(comm-pass@osd.state.ma.us) 

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References

Procurement

Term

Definition/Description

Link/FAQs

Template

Sample

Request for Quote (RFQ)

An RFQ is used to communicate procurement specifications to vendors who are providers under an existing statewide contract

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Request for Response (RFR)

Refers to those postings for a solicitation that are restricted to a one-off procurement (one where there is no statewide contract available that fulfills the purchasing entity's needs).

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RFR - Specifications for Information Technology

This document outlines the importance of conforming to ITD's Enterprise Information Technology Policies, Standards, and Procedures when pursuing IT systems/application, development by, or for Executive department agencies or any other entity that will operate within the Massachusetts Access to Government Network (MAGNet).

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Request for Information (RFI)

The purpose of an RFI is to elicit the advice and best analysis of knowledgeable  persons in the vendor community to enable an agency to craft a potential future solicitation for a particular service

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Statement of Work (SOW)

A formal document that captures and defines the work activities, deliverables, and timeline a vendor will execute against in performance of specified work for a client. Detailed requirements and pricing are usually included in the Statement Of Work, along with standard regulatory and governance terms and conditions.

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Active IT Statewide Contracts (All)

Please select the adjacent link and enter the criteria below for an up-to-date listing of all active IT statewide contracts.

Statewide Contract         YES
Document Number         IT
Document Status           ACTIVE

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Statewide IT Contract Information & FAQs

This document provides contract details and answers many of the commonly asked questions as they relate to procurements using a statewide IT contracts.

 

 

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Accessibility

Term                       

Definition/Description

Link/FAQs

Template

Sample

Accessibility     

Information, guidelines, techniques, and resources for ensuring websites and applications are accessible to all, and comply with the Commonwealth's accessibility policy.

 

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Security

Term                       

Definition/Description

Link/FAQs

Template

Sample

Executive
Order 504

An Order signed by Governor Patrick on September 19, 2008 that recognizes the importance of protecting personal information and specifically outlines how all state agencies in the Executive Branch must address the security and confidentiality of personal information before entering into contracts with third parties.

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Websites of Interest

Term

Definition/Description

Link/FAQs

Template

Sample

Operational
Services
Divison
(OSD)

OSD administers the procurement process by establishing Statewide Contracts for goods and services that ensure best value, provide customer satisfaction, and  support the socioeconomic and environmental goals of the Commonwealth by providing specific operational services.

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Commonwealth Procurement & Solicitation
System (Comm-PASS)

Comm-PASS is the only official procurement record system for the Commonwealth of Massachusetts' Executive Departments. Comm-PASS offers free internet-based access to all public procurement information posted here in order to promote transparency, increase competition, and achieve best value for Massachusetts taxpayers.

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