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Statewide Consolidated IT Procurement Processes Summary and Details July 30, 2014.

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Presentation on theme: "Statewide Consolidated IT Procurement Processes Summary and Details July 30, 2014."— Presentation transcript:

1 Statewide Consolidated IT Procurement Processes Summary and Details July 30, 2014

2 Purpose To identify and define the processes needed to allow Day to Day normal procurement to continue: – Short Term after July 1 st, using simplified manual forms – Longer Term, a more automated work flow

3 Proposed Acquisition Request Form We will use a modified version of this simple fillable form in the beginning to get started. It would be hand signed, scanned and attached to an ed to the OTS Help Desk for dispatching. This form will keep evolving. Later we will try to better automate the work flow on this.

4 Exemption List The items in the following lists may be purchased without approval of IT.

5 General Exemption List for all Agencies 1.Keyboards/mice wired or wireless 2.Computer Cables 3.Flash Drives 4.DVDR/CDR media 5.UPS – Desktop use only 6.Speakers <$ Audio Visual Equipment (such as large screen monitors for projection or TV use, scalers, switchers, A/V recording) 8.GPS for simple everyday use when accuracy is not critical for GIS Data (For More Accuracy and GIS Mapping must buy via IT) 9.Other consumables 10.Toner, Paper, Ink

6 IT Procurement Exemption List for DOTD Sections 56, 70 (Example) (Each agency liaison will define their own special items subject to approval by DOA/OTS. Agencies buy and pay for themselves) 1. CCTV Cameras, and parts 2. Video Encoders, Video Decoders, Video Servers, and parts 3. Radar Vehicle Detectors, Video Vehicle Detectors, Blue Tooth Vehicle Detectors, and parts 4. Highway Advisory Radios and parts 5. Zetron Alarm Systems and parts 6. Permanent/Portable Dynamic Message Signs and parts 7. Ramp Meter Equipment and parts 8. Electronic Toll Collection equipment and parts 9. Outdoor Licensed/Unlicensed microwave radios, Ethernet radios, T1 radios, and parts mhz two way radios, and parts 11. Cellular Modems, antennas, and parts 12. Fiber Optic Regens, cables, patch panels, splice enclosures, and parts 13. Equipment cabinets, fans, A/C, Surge Suppression, solar panels, batteries, and parts 14. Uninterruptible Power Supplies, batteries, and parts 15. Edge switches, hub site switches and parts 16. Cisco switches 3xxx level and smaller for Traffic Cameras and Microwave 17. Power supplies for all levels of Cisco switches 18. TMC operator console furniture 19. TMC Audio/Video equipment and parts 20. Misc. PC accessories under $ All internal replacement parts for broken devices acquired through various construction projects. 22. Server Racks, Rack Power Supplies, Rack Fans, and Rack Mounting Hardware at various microwave and TMC sites. 23. Toll Collection Servers (until they move to IT) 24. Toll Collection Lane and Field Equipment 25. Bluetooth Readers for Travel Time *

7 Example - IT Procurement Special Item Exemption List for XXXX Agency Other in-scope Directors will create their list of special agency needs which make sense and send to Tom Sands and David Dousay for inclusion on the List

8 PCard Procurement Supply items under $5000 may be purchased by authorized PCard buyers of IT Items, not including hardware. Normal Rules and Logs which support the procurements must be followed. These logs will need to be sent to the OTS Procurement Team (Janelle Hart initially). Software Items under $5000 may be procured on a PCard. Proof of licenses (including tag numbers of machine installed on) need to be forwarded on to OTS Help Desk for Tracking. Training on PCards is on LEO (LaCarte Training for Cardholders) and that will be required for all OTS PCard Holders Use of PCards, after the request form is created submitted for approval by Agency Director/Liaison, is being encouraged and may be required to be able to keep needed procurements flowing after 7/1. To apply for a PCard contact Vicki Breaux in OTS.

9 Day to day IT related Hardware, Software, and Services Procurements Process (Short term) Some small day to day items are exempt from the consolidated procurement process (such as toner, flash drives, etc. – See Exemption List for details) Requests for day to day IT acquisitions which ARE part of the consolidated IT Procurement (i.e. hardware, software, maintenance, and services) must initiate with the completion of an IT Procurement Request Form.IT Procurement Request Form This form will be signed by Agency Management (per a list of agency managers delegated by the Agency Undersecretary) to grant approval for a recharge from OTS, and is then submitted to Agency IT Director/Liaison for final approval. The Agency IT Director/Liaison or delegate(s) shall be responsible for the review and final approval of all requests and deciding which items to buy internally on PCards, which items we may have on hand, how the procurement fit in our standards, strategy, etc. This form is then sent to the OTS Help Desk and placed into the Remedy System who then forwards it to the Operations Unit Procurement Team (Temporarily Procurement is only Janelle Hart who will utilize the IT Resources that are available for IT Procurement in the OTS team from the agencies……additional information will be published later). Other levels of Approvals would follow existing processes for large items per state rules (OCR, OSP, etc.) that have always existed.

10 Generic IT Procurement Process - (except Large Contracts) Step # WhatWho 1User submits a completed Procurement Request form (fillable.PDF)User 2User’s Management signs off saying there is a need, it is OK to buy and recharge the agency. The form is scanned and ed to Agency IT Director. User Management 3Agency IT Director checks the IAT budgets to make sure funds are available for item requested. OTS will be tracking the budget for that type of spending and forwarding a monthly report to Agency IT Director. Agency IT Director 4Agency Director / Liaison assures the need, vets request for compatibility, that it does not need to be part of a larger purchase, and if applicable follow normal Procurement laws like assuring RFP Process is completed if needed. Quotes and supporting info are attached and when all is ready Agency IT Director signs off to approve. Agency IT Director then scans signed form and forwards into Remedy System at address: which then gets sent on to OTS Operations / Procurement Team. This copies Janelle Hart in the beginning as well. For smaller everyday items the Agency Director may refer it back to an internal OTS PCard procurement by the requestor and the whole Remedy Ticket Process would not be needed. Appropriate PCard logs and documentation will need to be sent back to Janelle Hart in OTS Procurement monthly. A report will be available to the Director to track spending and verify budget is available prior to Agency IT Director 5OTS Operations / Procurement Team (currently just Janelle and OTS resources she has available in the agency) – If further quotes are needed the OTS Procurement team gets further quote. If maintenance is needed, include on quote. Follow normal procurement laws and schedule PST meeting if needed. Decision is made on whether to Buy, LEAF, or Lease. OTS Procurement 6Must determine where the property will be delivered. (It MAY be sent to ISB to delivered, setup, etc. or to the agency if staging is needed for that agency….in the beginning. That may change as groups are centralized and as lines of service become available)….or in some cases it might be sent directly to the address on the request form. OTS / Users 7If on contract, enter a contract release order (type of PO) or they charge on PCard (Limits=$5K). Copy the requestor, the requestor’s Management who approved, and the Agency IT Director that the order has been placed (a scanned copy of the issued PO or PCard Transaction is also sent). For smaller items the procurement team may refer it back to an internal OTS PCard procurement by the requestor if they have an OTS one. OTS Procurement 8Once property is received, receiver signs and dates the packing slip which will include the PO # or the remedy ticket if PCard was used by OTS Procurement. If item was bought on an individual's OTS PCard, appropriate documentation must be provided with the PCard Log. Notification is sent to OTS Operations Procurement/Receiving Team to let them know the material was received at Liaison will work with agency’s property section to ensure all items are tagged according to agency OTS Procurement / Accounting 9Installation team provisions equipment as needed assures in installation final location and tells OTS Procurement that the installation is complete so they can close the remedy ticket. OTS Installers at ISB or Agency OTS 10OTS Procurement sends paperwork (Online Notification) to OFSS for charge back to agency.OTS Procurement and OFSS

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