Financial Services Frequently Asked Questions

Budget

Procurement & Vendor Services



What’s the process for obtaining OIT input on fiscal notes? 
It is the policy of OIT Central Finance to review all legislation for possible IT impacts.  If your department receives legislation that has not been assessed for IT impact, please contact OIT Central Finance at oit_fiscalnotes@state.co.us.  

What’s the process for coordinating funding requests with OIT impacts? 
Central Finance budget staff review all department funding requests that may have an IT impact. OIT budget staff contacts the applicable services within OIT to determine if there is a fiscal impact.  


What is Common Policy? 
Common Policy is the methodology used to allocate IT costs to departments. OIT is funded through reappropriated funds and recovers a majority of its costs from an IT common policy line item that is allocated to departments. “Reappropriated funds” means that as OIT’s customers, departments are appropriated funding in their annual budgets and then pay OIT for service provided. 

Common Policy based services have their customers, costs, and usage estimated at the start of a fiscal year. The actual usage and amount of money due are then recalculated at the end of the fiscal year.

Common Policy based services include, but are not limited to: email; data storage; IT security; Public Safety Communications; Deskside Support; Service Desk; project management; and back office leadership.

Most of OIT’s services and functions are covered via Common Policy but some services are outside of Common Policy. 

Non-Common Policy Services include, but are not limited to: Voice services; short term legislative mandates; new change requests and initiatives; extra project management; ad hoc technical needs.

Who do I contact with questions related to my OIT Common Policy billing? 
The best means for contact is emailing oit_budgetoffice@state.co.us.

Why are OIT costs allocated through Common Policy and not billed directly in real time? 
  • Utilization metrics are difficult to extract to a billing on a monthly basis. 
  • It is difficult to determine increases and decreases in utilization. 
  • Common Policy is difficult to adjust real-time. 
How are Common Policy rates determined? 
Estimated recoverable costs divided by the estimate total service utilization determines the estimated rate for each service for the upcoming budget year. Estimated recoverable costs are the sum of estimated professional services, estimated operating expenditures, and estimated overhead expenditures (leased space, utilities, overhead).  
  • Estimated Recoverable Costs/Estimated Total Service Utilization = Billing Rate
  • Estimated Recoverable Costs = Estimated Personal Services Expenditures + Estimated Operating Expenditures + Estimated Overhead Expenditures
A rate is determined for each service that is billed to departments via Common Policy.  It is estimated for the formulation of the budget year. At the end of the budget year it is calculated again with actual utilization.
How do I know I am getting what I am paying for? 
The amount charged through Common Policy billing pays for a specified level of service.  This service is set through the Service Level Agreement (SLA) that is agreed upon by the department and OIT.  Issues related to service delivery and service level agreements are handled by the Chief Customer Office.

If a department wishes to enhance a service or has additional projects that require OIT services there are various options for increasing a service level.  Please contact your IT Director and/or Central Finance to discuss which options best fit the needs of your department.
How many FTE are allocated to each department?
OIT delivers services as an enterprise solution.  Service levels are not provided by allocating a certain number of staff to a department.  Personnel are assigned duties based on workflows across all state departments.  One employee often completes work for many departments.  Employees are moved to different tasks on an as needed basis.  There are cases in which specific personnel have been assigned to a department for ease of operations.  This happens in cases when it is operationally advantageous for the specific workload and systems.  However, OIT does not provide a service based on number of staff assigned.    

How do I purchase something? 
  1. Meet with your Fiscal Partner to discuss funding
  2. Clearly define your need
  3. Complete the eReq (electronic requisition)
  4. Vendor selection may involve a solicitation process or the use of an existing Enterprise Agreement
  5. Purchasing agents will assist you in this process
  6. Learn more attending Procurement 101 training

What are some common procurement terms?
  • Buyer: Purchasing agent
  • CMS: Contract Management System for state agencies, used to report ratings for contractors
  • Compliance Officer: Assists PM with contract management
  • Contract Administrator: Manages contract negotiation, development, signing and legal interpretation
  • Contractor: Vendor who has been awarded a solicitation and has a purchase order/contract
  • Discretionary Funding: Budget that is established without a pre-defined purpose; not the same as discretionary purchase
  • Discretionary Purchase: Is a small dollar, one time purchase (used for goods less than $10,000 or services less than $25,000). A solicitation may not be required; not the same as discretionary funding.
  • EA (Enterprise Agreement): An agreement for the purchase of IT or for the purchases of goods or services related to IT that the Office (OIT) enters into for the benefit of the state and that is created in furtherance of the Office’s requirements or responsibilities
  • eReq: Electronic Requisition
  • IFB (Invitation for Bid): Used when the need can be clearly defined
  • IT: Information Technology
  • Office: Governor’s Office of Information Technology (OIT)
  • PM (Program Manager): Individual responsible for managing, monitoring and reporting on one or more contracts
  • PA: Purchasing Agent or buyer
  • RFP (Request for Proposal): Used when the need can not be clearly defined and the state is requesting the vendor community to propose solutions
  • SOW (Statement or Scope of Work): Used to evaluate proposals and is the basis for the contract milestones and deliverables. The Program Manager is responsible for developing a proper Scope of Work.
  • Sourcing Options: Click here for sourcing options for goods and services (not construction)
  • Vendor: Entity who sells products or services; not a contractor
  • VSS (Vendor Self Service): Electronic bidding system from the State of Colorado's financial system (CORE) 

How do I contact Procurement & Vendor Services?

If we are experiencing difficulties understanding the contract, terms and conditions or service level agreement, who do I reach out to for assistance and remediation if necessary?

Contracts & Compliance: The first point of contact is oit_​contracts@state.co.us. Please email with some basic information, contract number (CMS number), vendor name and your contact information.
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