Policy ACAF-IT-020

Responsible University Administrator:Vice President for Academic Affairs
Responsible Officer:Chief Information Officer
Origination Date:N/A
Current Revision Date:02/19/13
Next Review Date:02/19/17
End of Policy Date:N/A
Policy Number:ACAF-IT-020
Status:Effective

 

PROCUREMENT PROCESS

PDF Version

 


Policy Statement


The University of Southern Mississippi and all institutions of higher learning are required by law to follow ITS procedures for information technology procurements. For many, technology acquisitions, hosting services, IT projects and consultants must obtain ITS and IHL approval prior to initiating a purchase. Fortunately, ITS has delegated compliance responsibility for technology purchases between $5,000 and $250,000 to the IHL CIO’s. All technology purchases over $250,000 must go through IHL and ITS for approval.


Reason for Policy/Purpose


This policy is required for the effective communication of university policies regarding information technology procurement. 


Who Needs to Know This Policy


All university employees who procure information technology. 


Website Address for this Policy


www.usm.edu/institutional-policies/policy-ACAF-IT-020

 


Definitions


 

    

Policy/Procedures


Acquisitions within ITS/CIO purview include, but are not limited to:

  • Information Technology Equipment, Software, and Services
  • Global Positioning System (GPS) and Navigation devices
  • Internet and Application Service Providers
  • Printers/Copiers
  • Document Imaging and Management
  • Management Consulting Contracts
  • Computer Networks
  • Phones (Telecommunication Systems)
  • Computer/Network Security

 

Acquisition of technology products (hardware, application software) and/or services greater than $50,000 are required to be fulfilled through a competitive bidding process unless the products can be procured through the ITS Express Products List (EPL). In this case, only the approval of the CIO is necessary.

 The Process

Step

Process Summary

Time Frame (Worst Case Est)

1

Submit a Technology Services work order

n/a

2

A Technology Services (iTech) representative contacts the department/customer to gather requirements and develop expectations (Project Request Form). Information sought includes, without limitation, does the request include EPL products, are there
existing or similar products at the university, is there volume licensing, is a funding source established, what is the expected costs, does the request have VP approval.

2 hrs

3

The Project Request Form is submitted for Project Prioritization Committee

1 wk

4

A detailed assessment including a business case and/or business requirements (BC/BR) is developed

Based on Scope

6

For projects greater than $50,000, build an RFP

2 days

7

Advertised for proposals

4 wks

8

Bids are evaluated during the Bid Review meeting

1 wk

9

Contract review by Procurement Director/University Legal Counsel

TBD

 

For Projects greater than $250,000

 

10.0

For projects greater than $250,000 and less than $1million, get ITS Exec Dir approval

4-8 wks

10.1

For projects greater than $1 million, get ITS Board approval

4-8 wks

 

For Contracts greater than $250,000

 

10.2

If an individual contract is greater than $250,000, IHL approval is necessary with ITS’s recommendation (Bid responses are required)

4-8 wks

11

Implementation of the solution(s)

Based on Scope

12

Go live and move into operational support

Ongoing

 

 

 

 


Review


The Chief Information Officer is responsible for the review of this policy every four years (or whenever circumstances require immediate review).

 


Forms/Instructions


N/A 

 


Appendices


N/A 

 


Related Information


N/A 

 


History


Amendments: Month, Day, Year – summary of changes

  1. 02/20/12: Formatted for Institutional Policies website.
  2. 02/19/13: Name changed from PROCUREMENT SUMMARY to better reflect purpose. Formatted for template. Minor editing of punctuation and usage throughout.