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Submitting IT Purchasing Statements of Work to DIR

Learn how to ensure compliance for Texas state agencies by preparing and submitting Statements of Work (SOWs) according to DIR SB.20 guidelines. Understand the process, exceptions, and exemptions for government and education technology solutions. Discover the necessary steps for implementing changes in procurement and contracting practices. Utilize resources and guidelines provided by DIR for effective SOW preparation and review. Stay updated on SB.20 requirements for agency procurement and technology services.

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Submitting IT Purchasing Statements of Work to DIR

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  1. Submitting IT Purchasing Statements of Work to DIR SB 20 Compliance for Texas state agencies Technology solutions for government and education

  2. Agenda • SB 20 Overview • Statement of Work Preparation • Steps in Review Process • Submitting and Monitoring SOWs • Next Steps

  3. SB 20 IMPLEMENTATION Changes DIR Cooperative Contracts Process Agency Procurement & Contracting Practices Effective September 1, 2015

  4. But wait… customer and program exceptions

  5. Customer Exceptions • Threshold and Statement of Work review and signature processes donotapply • Institutions of higher education • K-12 • Local governments • Assistance organizations • Out-of-state customers

  6. Program Exemptions • Threshold requirements and Statement of Work processes do notapply to contracts procured through the Data Center Services program signed by the contracted vendors (e.g. Atos, Capgemini and Xerox Corporation).

  7. Program Exemptions: DCS continued All Statements of Work that are being administered through the Data Center Services program as a Pass-through expense will be subject to SB 20 and State Procurement Rules. The Statement of Work draft will need to be sent to DIR for review and the final SOW will require DIR’s signature approval.

  8. Program Exemptions • Thresholds donot apply to contracts for telecommunications services, such as TEX-AN Services and Managed Services for Telecommunications. • Managed Services for Telecommunications contracts have • separate review process for approval of Statements of Work, but will notrequire DIR signature for executing the SOW.

  9. Threshold Requirements

  10. SOW Review Requirements • When an SOW is required • Standard elements of an SOW • Writing an SOW: Tips • Resources available from DIR

  11. Statement of Work Required > $50,000 • Cloud Services (if the customer completes a SOW) • Deliverables Based Information Technology Services (DBITS) • Managed Services for Information Technology • IT Security Services • Comprehensive Web Development

  12. Statement of Work Review NOT Required Review REQUIRED • IT Staffing Services • Support Agreements • Maintenance Agreements • Hardware or Software Only Contracts

  13. Preparing a Statement of Work Technology solutions for government and education

  14. Statementof Work Defined • SB 20, Sec. 2157.0685 • "statement of work" means a document that states the requirements for a contract, including deliverables, performance specifications, and other requirements, specific to the vendor under that contract …

  15. Standard Elements of an SOW • Scope of Project • Roles and Responsibilities • Deliverables • Schedule • Service Levels • Acceptance Criteria • Pricing and Payment Schedules/Milestones • Assumptions

  16. Scope Statement • A high level overview of the project to be accomplished. It answers what the agency seeks, and what the vendor will provide.

  17. SB 20: Roles and Responsibilities

  18. Deliverables • An item that is tangible, measurable and specific to the scope of the project • Usually tied to a milestone • May be tied to payment schedule established in the statement of work

  19. Schedule • A timeline of the project with critical milestones/deliverables noted.

  20. Service Levels • Enable agency to specify service level expectations for services being performed. Service Levels may be tied to response times for service, uptime of a network, mean time to repair (MTTR), or similar measures.

  21. Acceptance Criteria • Defines what is required for deliverables or milestones to be approved for payment or for the vendor to move on to the next step of the project.

  22. Pricing and Payment Schedules/Milestones • May be tied to Deliverables or Milestones or completion of phases of a project as long as vendor demonstrates task completion, meets defined acceptance criteria, and is tracking toward project goal.

  23. Assumptions • Assumed actions that may be directly or indirectly related to the project that either the agency or the vendor want to note in writing before the project starts.

  24. SOW Guidelines • Understandable language • Concise, active voice • Specific • Unambiguous language • Spell check

  25. DIR Resources Technology solutions for government and education

  26. Resources FAQs Webinars DIR Website Templates Link to Submit

  27. Submission Process Technology solutions for government and education

  28. SOW Process: Draft Submission

  29. SOW Process: Draft Submission

  30. SOW Process: Draft Submission

  31. SOW Process: Draft Submission

  32. SOW Process: Final Submission

  33. SOW Process: Final Submission

  34. SOW Process: Final Submission

  35. SOW Process: Final Submission Technology solutions for government and education

  36. Agencies must post all executed SOWs on their websites IMPORTANT Vendor can not be paid until DIR signs the final SOW

  37. Submit Your SOW Technology solutions for government and education

  38. Submitting a Statement of Work • September 1 • CONTRACTS AND SERVICES Landing Page • Check DIR’s website for regular updates on Customer Portal launch

  39. "All Contracts and Services" webpage SUBMIT SOW DRAFT SUBMIT FINAL SOW SOW Submission

  40. Submission form – SOW Draft

  41. Screen shot of Statement of Work screen that includes Primary Contact information.

  42. Screen shot of Statement of Work information that includes SOW Name, Scope, and Estimated Value

  43. Screen shot of Statement of Work information that includes Services Types and DIR Contracts to Include

  44. Screen shot of Statement of Work information that includes a drop down of the Service Types and Contracts Select: Other TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION

  45. Screen shot of Statement of Work information that includes a detail view of the Service Types and Contracts drop down menus TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION

  46. Screen shot of DIR website that demonstrates how a customer can search for multiple websites and export them to an Excel website. Export the contract list to an Excel Spreadsheet. TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION

  47. Screenshot of Statement of Work form to show Comments field and SOW draft upload field.

  48. Can the process be expedited?

  49. Your SOW Draft has been successfully submitted.

  50. Screen shot of Statement of Work Final Submission home page

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