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Guidance for OIT Pre-approved Information Technology Vendor ...
Guidance for OIT Pre-approved Information Technology Vendor ...
Guidance for OIT Pre-approved Information Technology Vendor ...
Guidance for OIT Pre-approved Information Technology Vendor ...
Guidance for OIT Pre-approved Information Technology Vendor ...
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Guidance for OIT Pre-approved Information Technology Vendor ...

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  • 1. STATE OF MAINE DEPARTMENT ADMINISTRATIVE & FINANCIAL SERVICES OF DIVISION OF PURCHASES BURTON M. CROSS BUILDING, 4 FLOOR TH 9 STATE HOUSE STATION AUGUSTA, MAINE 04333-0009 JOHN ELIAS BALDACCI RYAN LOW BETTY M. LAMOREAU GOVERNOR COMMISSIONER DIRECTOR 3/25/2009 From: Michael Wenzel, Division of Purchases To: All Information Technology Stakeholders Subject: Technology Services Procurement – Pre-approved Information Technology Vendor List Procedures Clarification This memo clarifies the procurement procedures necessary to successfully execute contracts using the Pre-approved Information Technology Vendor List. This initial procurement structure was created by RFP 102136 Contract Information Technology (IT) Services. It essentially created the three financial categories of technology agreements and eight service groups as indicated in the charts below. Please follow this guideline to ensure the most expeditious processing of your technology contracts. If you have questions contact the Division of Purchases. PHONE: (207) 624-7340 www.Maine.gov FAX: (207) 287-6578
  • 2. Service Procurement Categories Agreement Development When developing a Category I contract you need to submit the following to Category I – Contracts up to $10,000, small Purchases: one time projects. Quickly executed by an Requisition for Contract/Grant Authorization (BP37R) Agency with the selection of Provider left Under Justification for Sole Source Procurement include to the Agency’s discretion. Generally the following: limited to one per Provider per calendar “This contract is issued as a result of State of year Maine Contract Information Technology (IT) Services RFP #102136”. Standard Agreement for Services (BP54EO-IT) When developing Category II agreements under the “pre-approved IT vendor Category II – Time and materials contracts list” you need to submit the following to Purchases: limited to $100,000, or up to 1,000 hours 1. A selection package containing: per individual per year per agency with the  Bid Evaluation Matrix cost for all individuals under a single  Bidder Award and Rejection Letters contract no to exceed $100,000 dollars in 2. The following forms: total. • Requisition for Contract/Grant Authorization (BP37R) o Under “Justification for Sole Source Procurement” include the following: “This contract is issued as a result of State of Maine Contract Information Technology (IT) Services RFP #102136”. • Standard Agreement for Services (BP54EO-IT) When developing Category III agreements under the “pre-approved IT vendor Category III – For projects with clear list” you need to submit the following to Purchases: fixed price deliverables up to $250,000 1. A selection package containing:  Bid Evaluation Matrix  Bidder Award and Rejection Letters 2. The following forms: • Requisition for Contract/Grant Authorization (BP37R) o Under “Justification for Sole Source Procurement” include the following: “This contract is issued as a result of State of Maine Contract Information Technology (IT) Services RFP #102136”. • Standard Agreement for Services (BP54EO-IT) Important Note: (The selection package must be approved by Purchases prior to any engagement with the awarded vendor.)
  • 3. Technology Service Categories Group 1 - Core Technology Services Group 2 - Database Management Services Group 3 - Project Management Services Group 4 - Systems Engineering Services Group 5 - Telecommunications/Network Services Group 6 - Web/Internet/Intranet Services Group 7 - GIS Specialists Group 8 - Local Area Network Services Procurement Forms Requisition for Contract/Grant Authorization (BP37R) http://www.maine.gov/purchases/forms/BP37R%20Jan%202008.doc Standard Agreement for Services (BP54EO-IT) http://www.maine.gov/purchases/forms/BP54%20EO-IT.doc Contents of Selection Package  Evaluation Matrix  Vendor Award and Rejection Letters (see attached samples) Contracts with any exception to the State’s terms and conditions will not be approved as this was a condition in RFP 102136. SAMPLE: SUCCESSFUL BIDDER LETTER
  • 4. Re: Award Decision, Department of (Dept. name) RFP for (type of service) Dear (Successful Bidder): Congratulations! The evaluation panel, using the weighted criteria outlined in the RFP, has completed its review of the proposals received. We are pleased to announce that your proposal received the panel's highest score. The award decision is subject to approval by the State Purchases Review Committee. We will be contacting you soon to finalize a contract for these services. Thank you for submitting your proposal; we are looking forward to working with you! SAMPLE: UNSUCCESSFUL BIDDER LETTER Dear (Unsuccessful Bidder):
  • 5. Re: Award Decision, Department of (Dept. name) RFP for (type of service) Thank you for submitting a proposal in response to our RFP. An evaluation panel, using the weighted criteria outlined in the RFP, has completed its review and scoring of all the proposals we received. The proposal submitted by (vendor name) received the panel's highest score. We will be developing a contract with them for the requested services, subject to the State Purchases Review Committee's approval of the award decision. Thank you again for your participation.

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