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Jim Day Department of Administrative Services 515-281-5858 or jim.day@iowa

IT Procurement Overview. Jim Day Department of Administrative Services 515-281-5858 or jim.day@iowa.gov. Chapter 8A of the Iowa Code established the Department of Administrative Services (DAS) and its information technology responsibilities.

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Jim Day Department of Administrative Services 515-281-5858 or jim.day@iowa

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  1. IT Procurement Overview Jim Day Department of Administrative Services 515-281-5858 or jim.day@iowa.gov

  2. Chapter 8A of the Iowa Code established the Department of Administrative Services (DAS) and its information technology responsibilities.

  3. Specific duties of DAS include: the development of Enterprise IT Standards, and prior approval of IT acquisitions requested by Participating Agencies (PAs).

  4. Definition of Participating Agency? • All State agencies are “participating agencies”except: • theBoard or Regentsand related institutions. • the Public Broadcasting Division of the Department of Education(IPTV); • the Department of Transportation mobileradio network; • continued ….

  5. Definition of Participating Agency ….continued • the Department of Public Safety law enforcement communications systems (Iowa System); • capitol complex security systems in use for the legislative branch. • the Iowa Telecommunications and Technology Commission established in Section 8D.3, with respect toinformation technology that is uniqueto theIowa Communications Network. • continued ….

  6. Definition of Participating Agency ….continued • the Iowa lottery authority. • a judicial district department of correctional services established pursuant to section 905.2. • 9. state elected officials, the Judicial Branch, and the Legislative Branch are not PAs.

  7. Iowa Code sections 8A.201 to 207 relate to the Procurement of Information Technology. • Iowa Administrative Code 11-105.10(8A) (the IT Procurement Rules) implements 8A.210 to 207 and addresses 2 issues: • The pre-purchase approval process for PA IT procurement at or above the threshold, and • The post-audit review of PA IT procurements below the threshold.

  8. Why approve IT acquisitions?

  9. To ensure that: • Compatibility, • Connectivity, & • Interoperability • issues are consideredprior to acquisition. • Promotes and permits initiatives such as digital-government, storage area networks, e-forms initiative, licensing/certifications, data sharing, disaster recovery, etc..

  10. Without standards and oversight of procurement we have…..

  11. FRAGMENTATION

  12. Other benefits: Maximize efficiency. Economies of scale. Reduce redundancy. Best value. Cost savings. Compilation of inventory.

  13. How do we get there from here?

  14. Review & Approval of IT acquisition request for:Hardware Software Services (consulting, programming, etc.). RFPs (before they are issued/awarded). RFSs (before they are issued/awarded). RFIs (before they are issued). And IT Project Needs.

  15. The approval process, what you need to do.

  16. Send an E-mail with the following information for procurements expected to meet or exceed the threshold: • Agency/Department name and location. • Contact person and phone number. • Description of the items/services requested. • Explanation of how the item(s)/services will be used, what function/service will be performed. • Operational needs to be met. • Estimated cost. • When needed. • Source (if known). • Control/PO number (optional).

  17. Then either e-mail the information to:IT Procurement@iowa.gov(preferred)orFAX to ITProcurement at 515-281-5802, or via snail-mail to: ITProcurementDepartment of Administrative ServicesHoover State Office Building, Level ADes Moines, IA 50319

  18. DAS will either: • Approve the request (may include recommendations/suggestions), OR, • Deny (not approve) the request, OR, • 3. Other: recommend that the request be modified, combined with another request, request additional information, etc.

  19. What if your request is not APPROVED? • You can either: • Modify the requests and resubmit, or • Submit additional supporting information for DAS’s review and consideration.

  20. Request for procurement waivers A waiver from IT operational standards should be routed to the Director of the Department of Administrative Services.

  21. QUESTIONS? Direct comments and questions to Jim Day at (jim.day@iowa.gov or 515-281-5858). Thank you.

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