IT Procurement Fun Facts - North Carolina

1 11/3/20171 Procuring IT Goods and Services InsightsOctober 20172IT Procurement Fun FactsInformation Agencies purchase over $500 million in IT related goods and services estimated $160 million* (32%) of this spend was made against IT statewide term contracts managed by the North Carolina Department of Information Technology (DIT) North Carolina Department of Information Technology (DIT) has a staff of 19procurement professionals that are committed to supporting North Carolina government and educational entities to efficiently procure IT-related goods and services at the lowest total Procurement supported over 700 procurements in FY16/17, including 115 RFPs and IFBs with awarded contract value of $160 millionIT ServicesTelecomIT SoftwareIT Hardware18%24%39%19%* This estimated annual spend amount on statewide term contracts is based on analysis of 2013 spend data across NCAS, SAP, and eProcurement systems.

2 It does notinclude spend from other eligible users ( , K-12, local governments), which heavily use statewide term contracts to save time and money and do not use NCAS or eProcurement systems11/3/201723 DIT Procurement CustomersInformation TechnologyCustomer SegmentUse of ITStatewide Term ContractsDIT Procurement SupportFor Agency IT ProcurementsMandatoryConvenienceExecutiv e Branch State AgenciesHave toUseMay UseHave toUse Above $25,000 Non-Executive Branch State AgenciesMay UseMay UseMay UseCommunity CollegesMay UseMay UseMay UseUniversitiesMay UseMay UseMay UseLocal Education AuthoritiesMay UseMay UseMay UseLocal GovernmentsMay UseMay UseMay Use4 Top 5 IT Procurement TipsInformation about and use IT statewide term contractswhere available to get competitively priced goods and services faster with less administrative about and use your DIT Procurement resources, which include agency-dedicated Procurement Officers, technical writers, solicitation templates, Procurement checklist, award recommendation form, and training IT needs not covered by IT statewide term contracts.

3 Understand and follow the established IT Procurement processto get the right stakeholders involved at the right time to obtain best value solutions in an efficient and timely DIT Procurement with as much advanced noticeof major IT Procurement needs to support improved resource planning and DIT Procurement with feedbackand ideas for improvement ( , new IT statewide term contracts) 11/3/201735IT Statewide Term ContractsInformation TechnologyDIT Procurement manages a growing portfolio of IT statewide term contracts that are intended to capture the majority of the State s IT Procurement complete listing of active IT statewide term contracts is available on DIT Procurement s website: NameContract #Microcomputers and Peripherals204 AMobile Ruggedized Computers204 BUNIX Workstations/Servers & Peripherals204 CPrinters and Multi-function Devices for Purchase or Lease204 DMass Storage Components (Convenience)204 JLayer 2 LAN Switches (Convenience)204 LApple Computer Equipment, Peripherals, and Services (Convenience)204 NServers and Peripheral Components204 SContract NameContract #Oracle Software and Maintenance208 AAdobe Enterprise Term License Agreement208 BMicrosoft Software Enterprise Agreement208 CMobile Device Management -MobileIron208 DMicrosoft Software Select Agreement208 HESRI Geographical Information System (GIS)

4 Software208 KEndpoint Security Software208 MVirtualization Software and Support208 VCitrix Brand Software, Hardware and Professional Services208 XGeographical Information System (GIS) Services208 ZContract NameContract #Telephony Premise Equipment and Maintenance725 ARadios (2-Way), Communications Equipment (Convenience)725 GSIP Trunking Services725 TCellular Telephone Service and Equipment915 APaging Service and Equipment915 BContract NameContract #eLearning Products and Related Services (Convenience)920 AManaged Print Services (Convenience)920 MStructured Cabling Services962 AShort Term Staffing Contract (Convenience)ITS-009440IT HardwareTelecomIT ServicesIT Software6IT Statewide Term ContractsInformation TechnologyA summary of each IT statewide term contract is available on DIT s website to help government and educational entities to understand the scope of the contract and how to effectively use the Summary InformationContract ScopeAwarded Vendor InformationPricing InformationOrdering Process InformationContract Details11/3/201747 New IT Statewide Term ContractsInformation TechnologyDIT Procurement is in process of developing new IT statewide term contracts for Infrastructure Solutionsand General Software.

5 8 DIT Procurement ResourcesInformation TechnologyDIT Procurement s website contains many resources that can help government and educational entities procure IT goods and services more efficiently and visit DIT Procurement s website: Statewide Term Contracts ListIT Procurement RulesTraining Class Schedule and MaterialsPC Volume Purchase (Bulk) ProgramDIT Exception FormsDIT Staff Contact InformationHelpful LinksIT Procurement Policies and ProceduresIT Project Management Training11/3/201759 DIT Procurement ResourcesInformation TechnologyDIT Procurement also maintains forms and templates to streamline the IT Procurement or TemplateDescriptionStatewide IT Procurement Checklist for AgenciesContainstheitems thatshouldbe completed before submittinga solicitationtoDIT mustinclude a copy of the completed checklist whensubmittingsolicitation TemplateSolicitation document used for seeking competition and obtaining offers for more complex services or a combination of goods and services.

6 The RFP is used when the value is over $10, for Online Services TemplateSolicitation document typically used for seeking competition and obtaining offers for online services. The RFP is used when the value is over $10, IT Goods and Services TemplateSolicitation document used to procure information technology (IT) goods, embedded software and/or associated / RFQ for Software and Software Support TemplateSolicitation document used to procure software, or software and software support, as / RFQ for Software Maintenance TemplateSolicitation document to be used to procure software maintenance for software that is already licensed to the State. Online Services Terms and ConditionsTerms and Conditions to replace DIT Terms and Conditions in a RFP, IFB, or RFQ for Online Services procurements, such as accessible online databases, online business research services, and other services that provide information to the user through online means, except for SaaS as a Service Terms and ConditionsTerms and Conditions to replace DIT Terms and Conditions in a RFP, IFB.

7 Or RFQ for Software as a Service Addendum FormMakes changes or corrections to a solicitation or answers vendors submitted questions prior to the due date of the FormCollects information from vendor to improve the understanding of vendor's of Confidential Information FormConfirms which pages of vendor's offer meet the requirements of the solicitation's Confidentiality and Final Offer (BAFO) FormCollects vendor s updated offer during a RFP,IFB, or Recommendation LetterTemplateContains important information that Agencies need to document in the award recommendation for a RFP, IFB, or used to request information from vendors about products or services when an agency does not have enough information readily available to write an adequate solicitation FormStandard Non-Disclosure Agreement documentVendor Complaint FormDocuments complaints regarding a vendor s performance in fulfilling a Procurement ResourcesInformation TechnologyAgencies can view details on the IT Procurement Process on DIT s Business OwnerAgency FinanceIdentify needPost approved bid on IPSA pprove requisitionAgency ManagementApprove requisitionDIT Contract SpecialistLegalReview bidSend Approval to PostAgency PurchasingDevelop SOW / specificationsEnter requisition in eProcurement and complete ChecklistDevelop and submit draft bid using DIT templatesAddress feedback and submit bid for

8 ApprovalPRE-PLANNINGREQUISITIONDRAFT BID REVIEWBID EVALUATIONAWARDQ&A Identify funding strategyCreate statement of needDevelop business caseConduct market researchDetermine Procurement strategyIdentify vendor evaluation criteriaReview requisitionReceive and respond to vendors questionsReceive and evaluate bid responsesDevelop draft Award Recommendation Letterand send to DIT Procurement ; process feedback and send Final Award Recommendation Letter to DITR eview Award Recommendation Letter, provide feedback, and send Approval to ExecuteExecute contract; send copy to DITPost award on IPSR eview bid / provide feedbackIssue PO to vendorBSend Approval to AwardOn Statewide Term Contract?Above Abnormal Quantity?Above Delegation Level?Project?Follow Normal Agency Procurement ProcessFollow Abnormal Quantity Procurement ProcessFollow IT Non-Projects Procurement ProcessFollow IT Projects Procurement ProcessYesYesYesYesNoNoNoNoABCTIP: See DIT s website for Abnormal Quantity thresholdfor each statewide term contract (click ion STC number to view summary page)TIP: See DIT s website for help in determining what is an IT Projectand to see listing of assigned Project Management Advisors (PMAs) for each agencyTIP.

9 For State Agencies and Community Colleges, the current delegation level for purchases of IT goods or services is $25, Business OwnerAgency FinanceIdentify needUpdate requisitionApprove requisitionAgency ManagementApprove requisitionDIT Contract SpecialistLegalReview quote and conduct negotiations (if needed)Provide final quote(s)Agency PurchasingDevelop SOW / SpecsEnter requisition in eProcurement and complete ChecklistPRE-PLANNINGREQUISITIONDRAFT BID REVIEWBID EVALUATIONAWARDQ&A Identify funding strategyIdentify DIT statewide term contractReview requisitionIssue PO to vendorApprove requisitionApprove requisitionAObtain quote from a minimum of 1 vendorAgency Business OwnerAgency FinancePost approved bid on IPSA pprove requisitionAgency ManagementApprove requisitionDIT Contract SpecialistLegalSend Approval to PostAgency PurchasingDevelop SOW / specificationsEnter requisition in eProcurement and complete ChecklistDevelop and submit draft bid using DIT templatesAddress feedback and submit bid for approvalPRE-PLANNINGREQUISITIONDRAFT BID REVIEWBID EVALUATIONAWARDQ&A Identify funding strategyCreate

10 Statement of needDevelop business caseConduct market researchIdentify vendor evaluation criteriaReview requisitionReceive and respond to vendors questionsReceive and evaluate bid responsesDevelop draft Award Recommendation Letterand send to DIT Procurement ; process feedback and send Final Award Recommendation Letter to DITSend Approval to AwardExecute contract; send copy to DITPost award on IPSI ssue PO to vendorDIT EPMO, Enterprise Architecture, and SecurityReview bid / provide feedbackDetermine Procurement strategyReview bidReview Award Recommendation Letter, provide feedback, and send Approval to ExecuteCIdentify need, engage PMA, enter project in Touchdown11/3/2017611 DIT Procurement Agency AssignmentsInformation TechnologyTeam 1 Sherwood Creech(Team Lead), Linda Waterman,Denise Blanchard, and Lydia Glasgow Dept.