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Procuring IT Goods & Services Insights

November 2017

IT Procurement Fun Facts1. State Agencies purchase over $500 million in IT related goods and services annually

2. An estimated $160 million* (32%) of this spend was made against IT statewide term contracts

managed by the North Carolina Department of Information Technology (DIT)

3. The North Carolina Department of Information Technology (DIT) has a staff of 19 procurement

professionals that are committed to supporting North Carolina government and educational entities to

efficiently procure IT-related goods and services at the lowest total cost

4. DIT Procurement supported over 700 procurements in FY16/17, including 115 RFPs and IFBs with

awarded contract value of $160 million

IT Services

Telecom

IT Software

IT Hardware

18%

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. It does not include spend from other eligible users (e.g., K-12,

local governments), which heavily use statewide term contracts to save time and money and do not use NCAS or eProcurement systems

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DIT Procurement Customers

Customer Segment

Use of IT Statewide Term

ContractsDIT Procurement Support

For Agency IT

ProcurementsMandatory Convenience

Executive Branch State Agencies Have to Use May Use Have to Use Above $25,000

Non-Executive Branch State Agencies May Use May Use May Use

Community Colleges May Use May Use May Use

Universities May Use May Use May Use

Local Education Authorities May Use May Use May Use

Local Governments May Use May Use May Use

Top 5 IT Procurement Tips1. Know about and use IT statewide term contracts where available to get competitively priced goods

and services faster with less administrative effort

2. Know about and use your DIT Procurement resources, which include agency-dedicated

Procurement Officers, technical writers, solicitation templates, procurement checklist, award

recommendation form, and training

3. For IT needs not covered by IT statewide term contracts, understand and follow the established IT

Procurement process to get the right stakeholders involved at the right time to obtain best value

solutions in an efficient and timely manner

4. Provide DIT Procurement with as much advanced notice of major IT procurement needs to support

improved resource planning and availability

5. Provide DIT Procurement with feedback and ideas for improvement (e.g., new IT statewide term

contracts)

24%

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IT Statewide Term Contracts

24%

DIT Procurement manages a growing portfolio of IT statewide term contracts that are intended to capture the

majority of the state’s IT procurement needs.

A complete listing of active IT statewide term contracts is available on DIT Procurement’s

website: https://it.nc.gov/resources/it-strategic-sourcing/statewide-it-contracts

Contract Name Contract #

Microcomputers and Peripherals 204A

Mobile Ruggedized Computers 204B

UNIX Workstations/Servers & Peripherals 204C

Printers and Multi-function Devices for Purchase or Lease 204D

Mass Storage Components (Convenience) 204J

Layer 2 LAN Switches (Convenience) 204L

Apple Computer Equipment, Peripherals, and Services (Convenience) 204N

Servers and Peripheral Components 204S

Contract Name Contract #

Oracle Software and Maintenance 208A

Adobe Enterprise Term License Agreement 208B

Microsoft Software Enterprise Agreement 208C

Mobile Device Management - MobileIron 208D

Microsoft Software Select Agreement 208H

ESRI Geographical Information System (GIS) Software 208K

Endpoint Security Software 208M

Virtualization Software and Support 208V

Citrix Brand Software, Hardware and Professional Services 208X

Geographical Information System (GIS) Services 208Z

Contract Name Contract #

Telephony Premise Equipment and Maintenance 725A

Radios (2-Way), Communications Equipment (Convenience) 725G

SIP Trunking Services 725T

Cellular Telephone Service and Equipment 915A

Paging Service and Equipment 915B

Contract Name Contract #

eLearning Products and Related Services (Convenience) 920A

Managed Print Services (Convenience) 920M

Structured Cabling Services 962A

Short Term Staffing Contract (Convenience) ITS-009440

IT Hardware

Telecom

IT Services

IT Software

IT Statewide Term ContractsA 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 contract.

Contract Summary Information

Contract Scope Awarded Vendor Information Pricing Information

Ordering Process Information

Contract Details

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New IT Statewide Term Contracts

DIT Procurement is in process of developing new IT statewide term contracts for Infrastructure

Solutions and General Software.

DIT Procurement ResourcesDIT Procurement’s website contains resources that can help government and educational entities procure IT

goods and services more efficiently and effectively.

Please visit DIT Procurement’s website: https://it.nc.gov/resources/statewide-it-procurement-office

IT Statewide

Term Contracts

List

IT Procurement

Rules

Training Class

Schedule and

Materials

PC Volume

Purchase

(Bulk) Program

DIT Exception

Forms

DIT Staff Contact

InformationHelpful Links

IT Procurement

Policies and

Procedures

IT Project Management

Training

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DIT Procurement ResourcesDIT Procurement also maintains forms and templates to streamline the IT procurement process.

Form or Template Description

Statewide IT Procurement Checklist for

AgenciesContains the items that should be completed before submitting a solicitation to DIT Procurement. Agencies must include a

copy of the completed checklist when submitting solicitation documents.

RFP Template Solicitation document used for seeking competition and obtaining offers for more complex services or a combination of

goods and services. The RFP is used when the value is over $10,000.

RFP for Online Services Template Solicitation document typically used for seeking competition and obtaining offers for online services. The RFP is used when

the value is over $10,000.

IFB for IT Goods and Services Template Solicitation document used to procure information technology (IT) goods, embedded software and/or associated services.

IFB / RFQ for Software and Software Support

TemplateSolicitation document used to procure software, or software and software support, as applicable.

IFB / 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 Conditions Terms 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 services.

Software as a Service Terms and Conditions Terms and Conditions to replace DIT Terms and Conditions in a RFP, IFB, or RFQ for Software as a Service procurements.

Solicitation Addendum Form Makes changes or corrections to a solicitation or answers vendors’ submitted questions prior to the due date of the offer.

Clarification Form Collects information from vendor to improve the understanding of vendor's offer.

Clarification of Confidential Information Form Confirms which pages of vendor's offer meet the requirements of the solicitation's Confidentiality section.

Best and Final Offer (BAFO) Form Collects vendor’s updated offer during a RFP, IFB, or RFQ.

Award Recommendation Letter Template Contains important information that Agencies need to document in the award recommendation for a RFP, IFB, or RFQ.

RFI Template Document 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 document.

Non-Disclosure Form Standard Non-Disclosure Agreement document

Vendor Complaint Form Documents complaints regarding a vendor’s performance in fulfilling a contract.

DIT Procurement ResourcesAgencies can view details on the IT Procurement Process on DIT’s website.

Agency

Business

Owner

Agency

Finance

Identify need

Post

approved

bid on IPS

Approve

requisition

Agency

Management

Approve

requisition

DIT Contract

Specialist

Legal

Review

bid

Send

Approval

to Post

Agency

Purchasing

Develop SOW

/

specifications

Enter

requisition in

eProcurement

and complete

Checklist

Develop

and submit

draft bid

using DIT

templates

Address

feedback

and

submit

bid for

approval

PRE-PLANNING

REQUISITIONDRAFT BID

REVIEWBID

EVALUATIONAWARDQ&A

Identify

funding

strategy

Create

statement of

need

Develop

business

case

Conduct

market

research

Determine

procurement

strategy

Identify

vendor

evaluation

criteria

Review

requisition

Receive

and

respond

to

vendors’

questions

Receive

and

evaluate

bid

responses

Develop draft

Award

Recommendation

Letter and send

to DIT

Procurement;

process feedback

and send Final

Award

Recommendation

Letter to DIT

Review Award

Recommendation

Letter, provide

feedback, and

send Approval to

Execute

Execute

contract;

send copy

to DIT

Post

award

on IPS

Review bid

/ provide

feedback

Issue

PO to

vendor

B

Send

Approval

to Award

On

Statewide

Term

Contract?

Above

Abnormal

Quantity?

Above

Delegation

Level?

Project?

Follow Normal Agency Procurement Process

Follow Abnormal Quantity Procurement Process

Follow IT Non-Projects Procurement Process

Follow IT Projects Procurement Process

Yes

Yes

Yes

Yes

No

NoNo No

A

B

C

TIP: See DIT’s website for Abnormal

Quantity threshold for 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 Project and to see

listing of assigned Project Management

Advisors (PMAs) for each agency

TIP: For State Agencies and Community

Colleges, the current delegation level for

purchases of IT goods or services is

$25,000.

Agency

Business

Owner

Agency

Finance

Identify

need

Update

requisition

Approve

requisition

Agency

Management

Approve

requisition

DIT Contract

Specialist

Legal

Review quote and conduct

negotiations (if needed)

Provide final

quote(s)

Agency

Purchasing

Develop SOW /

Specs

Enter requisition in

eProcurement and

complete Checklist

PRE-PLANNING

REQUISITIONDRAFT BID

REVIEWBID

EVALUATIONAWARDQ&A

Identify funding

strategy

Identify DIT

statewide term

contract

Review

requisition

Issue

PO to

vendor

Approve

requisition

Approve

requisition

A

Obtain

quote

from a

minimum

of 1

vendor

Agency

Business

Owner

Agency

Finance

Post

approved

bid on IPS

Approve

requisition

Agency

Management

Approve

requisition

DIT Contract

Specialist

Legal

Send

Approval

to Post

Agency

Purchasing

Develop SOW

/

specifications

Enter

requisition in

eProcurement

and complete

Checklist

Develop

and submit

draft bid

using DIT

templates

Address

feedback

and

submit

bid for

approval

PRE-PLANNING

REQUISITIONDRAFT BID

REVIEWBID

EVALUATIONAWARDQ&A

Identify

funding

strategy

Create

statement of

need

Develop

business case

Conduct market

research

Identify

vendor

evaluation

criteria

Review

requisition

Receive

and

respond

to

vendors’

questions

Receive

and

evaluate

bid

responses

Develop draft

Award

Recommendation

Letter and send to

DIT Procurement;

process feedback

and send Final

Award

Recommendation

Letter to DIT

Send

Approval

to Award

Execute

contract;

send

copy to

DIT Post

award

on IPS

Issue

PO to

vendor

DIT EPMO, Enterprise

Architecture, and Security

Review bid

/ provide

feedback

Determine

procurement

strategy

Review

bid

Review Award

Recommendation

Letter, provide

feedback, and

send Approval to

Execute

C

Identify need,

engage PMA,

enter project in

Touchdown

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DIT Procurement Agency AssignmentsExecutive Branch State Agencies should contact their assigned DIT Procurement Team Lead for assistance.

Team 1 ‐ Sherwood Creech (Team Lead), Linda

Waterman, Denise Blanchard, and Lydia Glasgow • Dept. of Agriculture

• Dept. of Commerce

• Utilities Commission

• Dept. of Cultural Resources

• NC Community Colleges System

• Dept. of Information Technology

• Dept. of Public Safety

• Dept. of Justice

Team 3 ‐ Releata Jones (Team Lead), Allison

Howard, Andrea Pacyna, and Sandra Rosser• Dept. of Revenue

• Dept. of Transportation

• State Ports Authority

• Office of State Budget & Management

• Office of State Human Resources

All other government and education entities should contact DIT Procurement at:

submit2.StatewideIT@its.nc.gov

Team 2 ‐ Melinda Williams (Team Lead), Jennie Elias, and Fred

Nielsen • Dept. of Administration

• Dept. of Environmental Quality

• Dept. of Insurance

• Dept. of Labor

• Dept. of Military and Veteran Affairs

• Dept. of Public Instruction

• Dept. of State Treasurer

• DHHS (All Divisions)

• NC Wildlife Resource Commission

• Office of Administrative Hearings

• Office of the State Auditor

• Office of the State Controller

• State Board of Elections

• State Health Plan

Team 4 ‐ Kristen Burnette, Debbie Patterson, and Monica Olsen• Works with All Agencies on State Term Contracts and Volume Purchasing

Technical Writers – Eric Townsend and Tae Edwards