OSF/ISD Information OSF/ISD Information Technology Technology Procurement Procurement

To support the State of To support the State of Oklahoma Agencies’ Information Oklahoma Agencies’ Information Technology purchasing initiatives Technology purchasing initiatives by providing outstanding service by providing outstanding service through quality, efficiency, integrity through quality, efficiency, integrity and understanding. and understanding.

OFFICE OF OFFICE OF MANAGEMENT & MANAGEMENT & ENTERPRISE SERVICESENTERPRISE SERVICES

Name Change Effective August 24, 2012

Office of State Finance

Will officially becomeWill officially become

Bridging the GapBridging the Gapbetween processes and between processes and productivityproductivity

Question:Is the approval requirement for information technology under the Information Technology Consolidation and Coordination ACT (HB1304) a $0 threshold or since it says assets, the inventory threshold?

Answer:Under the act, no state agency shall expend or encumber any funds for the purchase, lease, lease-purchase, or lease with option to purchase, rental or other procurement of any information technology assets without the prior written approval of the Chief Information Officer. In addition, no state agency shall initiate or implement an information technology planned project without the prior written approval of the Chief Information Officer. Copiers are included.

IT Consolidation and IT Consolidation and Coordination Act (HB 1304) Coordination Act (HB 1304) Cont’dCont’d

FAQsFAQsQuestion:

Does the act include maintenance of computer equipment, license, or any other Information Technology encumbrance?

Answer:Yes, the act includes maintenance, licenses, and any other information technology encumbrance.

Question:If I need to buy a keyboard for a PC, a desktop workstation, scientific, analytical testing equipment that is computer

driven or a copier, am I required to have that purchased authorized by the CIO?

Answer:Yes

IT Consolidation andIT Consolidation andCoordination Coordination Act(HB1304Act(HB1304))Cont’d Cont’d

FAQsFAQsQuestion:

What all is defined as “information technology”Answer:

Information Technology is defined as any equipment or interconnected system or subsystem of equipment that is used in the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, telecommunications, or reception of data or information. The term shall include computer, ancillary equipment, software, firmware, and similar procedures, services, including support services and consulting services, software development and

related resources.

IT Consolidations IT Consolidations CompletedCompleted

AeronauticsAbstractors BoardAICCMAnatomical BoardArts CouncilBanking DepartmentBoard of NursingBuilding Bond CommissionCapitol Improvement AuthorityCapital Investment BoardCommission Consumer CreditCommercial Pet BreederConstruction Industry BoardDept. of Central ServicesDept. of EducationDept. TourismDisability ConcernsEmployee Benefits CouncilEthics CommissionFire Marshall

Governor’ OfficeHuman Rights CommissionInterstate OilLicensed Social WorkersLong Term Care BoardLP Gas Research, Mktg. & Safety CommissionMarginal Well Commission Merit ProtectionMotor Vehicle CommissionMultiple Injury Trust FundOffice of Personnel Mgmn’tOptometry BoardPhysicians ManpowerProfessional Engineers License BoardState TreasurerTeacher Preparation CommissionTeachers’ Retirement SystemTobacco Settlement Endowment Trust

IT ConsolidationsIT ConsolidationsComing up………….Coming up………….

Commission on Children and YouthDepartment of AgricultureDepartment of CommerceDepartment of HealthDepartment of LibrariesDepartment of MinesDevelopment Finance AuthorityLabor BoardLt. Governor’s OfficeMedical Examiner’ OfficeOklahoma State & Education EmployeesPardon and Parole BoardPrivate Vocational SchoolsScenic Rivers CommissionSchool of Science and MathematicsSecretary of StateUniversity Hospital Authority

Veterans Affairs Water Resources Board

eProeProE-procurementE-procurement

PurposePaperless requisition process Easily source to POImprove tracking of approvalsElectronic document storageOverall efficiency

Agencies are required to:Attend ePro trainingWho should attend training:All CPOsRequestors & ApproversAccountingProcedures can be found @ IT and Telecom ePro Requisition Procedureshttp://www.ok.gov/cio/Procurement/index.html

IT Procurement WIKIup and running

Provides a means for potential vendors to post any questions they may have regarding a request for proposal or an invitation to bid publicly

Provides viewing access to members of the general public

OKAPP OKAPP Reverse Vendor Trade ShowReverse Vendor Trade Show

OSF/ISD Procurement participated inReverse Vendor Trade Show

ISD Goals Build Supplier relationshipsInformation GatheringEducate Suppliers on doing business

with ISD IT ProcurementGuide Suppliers through the use of the

ITProcurement WIKI

OSF/ISD IT Procurement OSF/ISD IT Procurement

Helpful web links:

http://osf.ok.gov

http://cio.ok.gov

http://www.ok.gov/cio/Procurement/

http://www.ok.gov/cio/documents/Bid_Process.pdf

https://wiki.ok.gov/display/itprocurement/Home

http://www.ok.gov/cio/Procurement/Solicitations/

https://confluence.atlassian.com/display/CONF35/Watching+a+Page+or+Blog+Post

 

New Statewide ContractsNew Statewide ContractsSee OSF website for complete See OSF website for complete details………………details………………

Statewide # Contract Description Vendor/Mfg Information

ITSW1001 Virus Protection Software Vendor/Mfg Information

ITSW1002 Desktop Management Intuitive Technology Group

ITSW1006 Networking Products & Services

Avaya, Cisco, Extreme & Juniper (See website for list of resellers)

ITSW1007 Enterprise Portfolio Project Management (EPPM)

Intuitive Technology Group

ITSW1008 Mailroom Equipment Pitney Bowes & Neopost FP (Pending)

ITSW1010 Software Products, Adobe SHI (Software House Int’l)

ITSW1012 Wireless Services & Equipment

Sprint, Verizon & pending AT&T US Cellular & Pioneer

ITSW0206P WSCA- Panasonic Toughbooks

TKM, Insight, & CDW-G

Contracts, Purchase Orders & Contracts, Purchase Orders & PeopleSoft PeopleSoft

IT Procurement FlowIT Procurement Flow

Solicitations processed by ISD IT Procurement requires the following:

People Soft RequisitionThe solicitation’s description and scope Detailed specificationsAny agency Special ProvisionsAny instructions to suppliersEvaluation method and criteriaEvaluation Scoring ToolYour Suggested Vendor List

All files should be submitted electronically and in modifiable format

Additional details can be found@ http://www.ok.gov/cio/Procurement/

IT Solicitation Pre-PlanningIt’s all about providing good quality service with greater efficiency

Early involvement of ISD IT Procurement is recommended for high dollar and complex acquisitions

ISD will…………Assist you with developing the solicitation, evaluation tools and any required research etc.Review and discuss agency’s timeline to establish a timely completionProvide you with any other additional procurement assistance required

IT Solicitation Pre-IT Solicitation Pre-PlanningPlanning RFP Development RFP Development

IT Solicitation Pre-IT Solicitation Pre-PlanningPlanning RFP Development RFP Development Cont’dCont’dAgencies are encouraged to request an IT Solicitation Pre-Planning with ISD Procurement

When…….. The need has been establishedThe expenditure has been verifiedThe expenditure is in the agency IT Budget and on file at OSF

IT Solicitation Pre-IT Solicitation Pre-PlanningPlanning RFP Development RFP Development Cont’dCont’dWho should the agency involve…………?Agency Purchasing/ Contracting OfficerSubject Matter Expert (SME)AdministrationEnd UserAnyone who will have a vested interested in the final outcome

QuestionsQuestions

You may submit your questions to: purchasing@osf.ok.gov