Policies, Procedures and Guidelines

Red Table

The following Policies, Procedures and Guidelines are available to assist state agencies with the procurement of Information Technology (IT) resources:

Policy: Approval of State Agency Procurement for Information Technology (IT)

Procedure: The Governor’s Office of Information Technology (OIT) has statutory authority and responsibility to review and approve all IT contracts. This includes contracts with the State Internet Portal Authority (SIPA).

To obtain OIT approval, State agencies (except for the Colorado Department of Transportation [CDOT]) must submit a requisition (RQS) through the State's financial system, "CORE". CDOT must submit a shopping cart through their SAP financial system.

The RQS/cart must include an IT commodity code, an estimation of cost, and description of goods or services statement of work (SOW), and/or a vendor quote. The final approval and award of the quote will be dependent upon an active OIT Enterprise Agreements, other OIT approved vendor agreements, or a solicitation (bid).

CORE/SAP are programmed to route the RQS/cart through agency approvals, and then based on the IT commodity code, will route to teams of OIT central approvers. Upon final approval the RQS is routed to: the agency purchasing queue (if less than $5,000); or the OIT purchasing queue (if $5,001 or more). To expedite, OIT Procurement may route the order back to the department for processing/ordering. This is the only way to obtain OIT approval of purchasing and contracts.

Policy: Buying from State Price Agreements

State Price Agreements may exist that do not meet mandatory OIT standards applicable to state agencies (as defined in C.R.S. 24-37.5-102(4)) or that require OIT approval prior to use. State agencies are therefore cautioned to ensure that any price agreement for communication and IT resources (C.R.S. 24-37.5-102(2)), hardware, software, radios, communication systems/towers meets OIT standards and that necessary OIT approvals have been obtained prior to use of the Price Agreement.

The following Price Agreement categories are considered communication and IT resources and meet the statutory definition of IT resources falling under OIT authority:

  • Computer - Toner Cartridges
  • Computer Printers, Accessories, Parts, Extended Warranties
  • Computers
  • Copiers
  • Credentialing Identity Systems
  • Document Destruction
  • IT Staff Augmentation/Hourly programmers and small IT projects (exists under OIT Enterprise Agreement)
  • Mailing Equipment and Maintenance
  • Records/Tape Storage
  • Software
  • Storage Solutions
  • Telecommunication - Cellular Phones
  • Telecommunication - Data Communication Products and Services
  • Telecommunication - Long Distance & Audio Conferencing
  • Telecommunication - Paging Services & Pager Rentals
  • Telecommunication - Public Safety
  • Telecommunication - Radios, Digital Trunk User Equipment Contract
  • Temporary Personnel Services (data entry/computer programmer positions)
  • Wireless Management & Contract Compliance Services
  • Not Categorized:  20556YYY15P - eLearning and Learning Management Systems

Extending Purchases to Maximize Consolidation

In an effort to promote consolidation and standardization, it may be desirable to extend an IT project or contract beyond the initial agency to additional agencies. To satisfy OIT statutory requirements, the original solicitation document must:

  • Include cooperative language notifying the vendors that the State may wish to extend the contract to additional state agencies;
  • Ask the offeror for some minimal commitment as to cost for extension, e.g., price per unit of equipment, price per hour or programming time, etc., and major cost elements;
  • Ask the offeror for a general description of how extension could be accomplished, including resulting efficiencies (limit this discussion to a specific number of pages);
  • Evaluate the responses and include this evaluation in the determination of the winning vendor;
  • In addition, the resulting contract should make reference to this commitment.