Mississippi Department of Information Technology …

1 procurement handbook The Mississippi Department of Information Technology Services (ITS) was created by the legislature to maximize the use and benefit of Information Technology in state government by promoting full cooperation, coordination, cohesive planning, and maximum compatibility among all state agencies and institutions of higher learning. State statute establishing ITS and outlining the duties and responsibilities of the agency is found in Mississippi Code Section 25-53-1. November 2017 Mississippi Department of Information Technology Services 1 Table of Contents Part 2 Chapter 1: ITS Roles in IT procurement .. 4 Rule : 001-010 Introduction to ITS and Technology procurement .. 4 Rule : 001-020 Acquisitions within ITS Purview .. 6 Rule : 001-025 Approvals for Internet-based Applications and Services (State Agencies).. 10 Rule : 001-030 Exceptions to ITS Purview .. 12 Rule : 001-050 Summary of ITS 16 Rule : 001-060 Index to ITS Statute.

2 22 Rule : 001-070 Index to Attorney General Opinions .. 25 Part 2 Chapter 2: FAQs .. 31 Rule : 002-010 FAQs for Customers .. 31 Rule : 002-020 FAQs for Vendors .. 35 Part 2 Chapter 3: Glossary of Terms .. 38 Rule : 005-125 Competitive Written Bid .. 38 Rule : 005-150 Consensus Scoring .. 39 Rule : 005-200 Delegation of Approval .. 40 Rule : 005-400 Lifecycle Cost .. 42 Rule : 005-600 Project .. 43 Rule : 005-800 Silent Period .. 45 Part 2 Chapter 4: procurement Contacts .. 46 Rule : 007-010 procurement Contacts: by Role .. 46 Part 2 Chapter 5: procurement Process .. 47 Rule : 009-001 ITS procurement Process Flows .. 47 Rule : 009-005 procurement Process: Submitting a Request .. 59 Rule : 009-010 procurement Process: Multi-Year Prepayment Approvals .. 73 Rule : 009-025 procurement Process: CP-1 Approval Documents and MAGIC .. 76 Rule : 009-070 procurement Process: Deadlines for Submitting Requests .. 78 Rule : 009-080 procurement Process: Public Records Requests.

3 81 Rule : 009-090 procurement Process: Vendor Protests .. 85 2 Rule : 009-100 procurement Process: Disposals .. 86 Part 2 Chapter 6: procurement Instruments .. 88 Rule : 011-010 procurement Instruments: Requests for Proposals (RFPs) .. 88 Rule : 011-030 procurement Instruments: Express Products Lists (EPLs) .. 90 Rule : 011-050 procurement Instruments: General RFPs and Letters of Configuration . 93 Rule : 011-060 procurement Instruments: Special RFPs and Requests for Information (RFIs) .. 94 Rule : 011-070 procurement Instruments: Cooperative Purchasing Agreements .. 95 Rule : 011-080 ITS Telecommunications Contracts and Services for State Agencies .. 97 Rule : 011-085 ITS Telecommunications Contracts and Services for Institutions of Higher Learning (IHLs) .. 101 Part 2 Chapter 7: procurement Types .. 105 Rule : 013-020 procurement Types: Revision .. 105 Rule : 013-030 procurement Types: Sole Source .. 108 Rule : 013-040 procurement Types: Exemption.

4 113 Rule : 013-050 Acquisition of Telecommunications Services by State 116 Rule : 013-055 Acquisition of Telecommunications Services by IHLs .. 118 Rule : 013-060 procurement Types: Emergency Purchases .. 119 Rule : 013-080 procurement Types: EPL Planned Purchase .. 121 Part 2 Chapter 8: procurement Limits Policies .. 123 Rule : 015-010 procurement Limits Policies: State Agencies .. 123 Rule : 015-020 procurement Limits Policies: IHLs .. 129 Part 2 Chapter 9: Awards and Contracts .. 136 Rule : 018-010 Proposal Evaluation Process .. 136 Rule : 018-020 Proposal Evaluation Criteria and Scoring Formula .. 140 Rule : 018-030 ITS Director Approval & ITS Board Approval of Procurements .. 142 Part 2 Chapter 10: procurement Policies .. 145 Rule : 019-001 ITS procurement Ethics .. 145 Rule : 019-010 ITS Public Records Policy and Procedures .. 154 Rule : 019-020 ITS Protest Policy and Procedures .. 172 Rule : 019-030 Setting a Manufacturer Standard.

5 181 3 Rule : 019-050 Proposal Confidentiality Procedure .. 183 Rule : 019-070 Timely Receipt of Bids and Proposals .. 186 Part 2 Chapter 11: ITS Board .. 187 Rule : 020-005 ITS Board Meetings: Overview .. 187 Rule : 020-010 Board Meeting Schedule, Called Meetings, and Notice .. 189 Rule : 020-015 Rules and Regulations Governing the Conduct of Persons at ITS Board Meetings .. 190 Part 2 Chapter 12: Information for Vendors .. 192 Rule : 021-010 How to Do Business with the State of Mississippi .. 192 Rule : 021-020 procurement Information for Vendors .. 194 Rule 212. 3: 021-030 Suggestions for Responding to ITS RFPs .. 202 Rule : 021-040 Post- procurement Reviews .. 203 Part 2 Chapter 13: State Holidays .. 206 Rule : 023-010 State Holidays .. 206 4 Mississippi Department of Information Technology Services (ITS) procurement handbook Title 36: Technology Part 2: Information Systems Services Part 2 Chapter 1: ITS Roles in IT procurement Rule : 001-010 Introduction to ITS and Technology procurement Introduction: The Mississippi Department of Information Technology Services (ITS) was created by the legislature to maximize the use and benefit of Information Technology in state government by promoting full cooperation, coordination, cohesive planning, and maximum compatibility among all state agencies and institutions of higher learning.

6 State statute establishing ITS and outlining the duties and responsibilities of the agency is found in Mississippi Code Section 25-53-1, et seq. Lexis Publishing is the official publisher of the Mississippi Code, which can be accessed through the Secretary of State s website: Search the Mississippi Code at Michie s Legal Resources powered by LexisNexis Publishing A summary of ITS statute is found in this handbook under 001-050 Summary of ITS Statute. The acquisition of Information Technology for all state agencies and institutions of higher learning (IHLs) is within the scope of the ITS law and the policies and procedures established in accordance with this statute. ITS law and policy cover the procurement of all Information Technology hardware, software, and services by state agencies and IHLs. The responsibilities of ITS in the procurement of Technology for the state of Mississippi include: Furnishing customers with technical guidance and assistance in complying with the legal requirements of state purchasing laws for Information Technology Maximizing competition among Technology manufacturers and service providers Maximizing the compatibility of the State's Information resources Acquiring complete Information Technology solutions that provide the best combination of functionality and cost Leveraging the State's combined purchasing power to provide the best possible discounts State agencies and institutions of higher learning are required by law to follow ITS procedures in Information Technology procurements.

7 The only statutory exception is for acquisitions by institutions of higher learning made wholly with federal funds. Note that there is no exception for state agency projects that are federally funded, use grant money, or paid for via other nontraditional funding models. 5 For many acquisitions, agencies and IHLs must obtain ITS approval prior to initiating a purchase. For other acquisitions, ITS has delegated responsibility for Technology purchases to the agencies and institutions according to specific guidelines. Governing authorities ( community/junior colleges, county boards of supervisors, school districts, and municipalities) are not required to use ITS procurement procedures but may choose to do so as one way of meeting public purchasing requirements. Public Purchasing Law, Mississippi Code Title 31, Chapter 7, governs the purchase of commodities, non-IT equipment, and travel for the state of Mississippi .

8 This law is administered by the Mississippi Department of Finance and Administration (DFA), Office of Purchasing, Travel, and Fleet Management (OPTFM) and can be accessed through the Secretary of State s website: Search the Mississippi Code at Michie s Legal Resources powered by LexisNexis Publishing ITS utilizes the provisions of Public Purchasing Law and DFA/OPTFM purchasing guidelines for Sole Source and Emergency procurements of Information Technology . ITS also works closely with DFA to assist customers and vendors in interpreting and complying with the provisions of ITS and Public Purchasing statutes. To the extent possible, the staffs of these two organizations keep rules and procedures synchronized for IT and non-IT procurements. The Personal Service Contract Review Board (PSCRB) governs the solicitation and selection of contractual services personnel for personal and professional services that do not involve Information Technology .

9 Note that IT professional services provided by contract workers, as opposed to independent contractors, are outside the scope of ITS law and policy and therefore fall under the guidelines of the Personal Service Contract Review Board. Personal Service Contract procurement Regulations can be accessed through the State Personnel Board s website. Source: 25-53-1, et seq; 31-7-1 et seq; 25-9-120 6 Part 2 Chapter 1: ITS Roles in IT procurement Rule : 001-020 Acquisitions within ITS Purview 1. Information Technology Equipment, Software, and Services: Section 25-53-3 of the Mississippi Code of 1972 defines ITS' authority over the acquisition of any Information Technology , computer or telecommunications equipment, electronic word processing and office systems, or services utilized in connection therewith, including, but not limited to, all phases of computer software and consulting services and insurance on all state-owned computer equipment.

10 Acquisition of computer or telecommunications equipment or services means the purchase, lease, rental, or acquisition in any other manner of any such computer or telecommunications equipment or services. Telecommunications equipment, systems, and related services are defined as the equipment and means to provide telecommunications transmission facilities; telephone systems, including voice processing systems; facsimile systems; radio paging services; satellite radio, telephone, and dispatch services; mobile telephone services, including cellular mobile telephone services; intercom and paging systems; video teleconferencing systems; personal communications networks and services; and any and all systems based on emerging and future telecommunications technologies related to any of these devices or services. Note that, unlike public purchasing law, the statute that defines ITS' purview over Technology acquisitions includes services.