Submitting IT Purchasing Statements of Work to DIR SB 20 COMPLIANCE FOR TEXAS STATE AGENCIES...

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION

Submitting IT Purchasing Statements of Work to DIRSB 20 COMPLIANCE FOR TEXAS STATE AGENCIES

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SPEAKERS

Dana L. CollinsContract and Vendor

Management

Shannon KelleyEnterprise Contracts

Kelly ParkerContract Manager

Agenda

• SB 20 Overview• Statement of Work

Preparation• Steps in Review Process• Submitting and Monitoring

SOWs• Next Steps

Kelly ParkerContract Manager

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SB 20 IMPLEMENTATION

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Changes• DIR Cooperative

Contracts Process

• Agency Procurement & Contracting Practices

Effective September 1, 2015

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But wait… there are customer and program exceptions

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Threshold and Statement of Work review and signature processes do not apply:

•Institutions of higher education•K-12•Local governments•Assistance organizations•Out-of-state customers

Customer Exceptions

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Program Exemptions Threshold requirements and Statement of Work processes do not apply to contracts procured through the Data Center Services program signed by the contracted vendors (e.g. Atos, Capgemini and Xerox Corporation).

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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.

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Program Exemptions: Telecommunications Thresholds do not 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 not require DIR signature for executing the SOW.

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$50,000 or less May directly award contract to DIR Cooperative Contracts vendor(s) or reseller(s)

$50,000 to $150,000 Must submit request for pricing to at least three (3) DIR vendors or resellers

$150,000 to $1 million Must submit request for pricing to at least six (6) DIR vendors or resellers

exceeds $1 million? May not enter into a contract through the DIR Cooperative Contracts program to purchase a commodity item

Threshold Requirements

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SOW Review Requirements

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

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Statement of Work Required > $50,000• Cloud Services (if the customer

completes an SOW)• Deliverables Based Information

Technology Services (DBITS)• Managed Services for Information

Technology • IT Security Services• Comprehensive Web Development

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Statement of Work Review NOT Required

REVIEWREQUIRED

• IT Staffing Services• Support Agreements• Maintenance Agreements• Hardware or Software Only Contracts

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Preparing a Statement of Work

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Statement of 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 …

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Standard Elements of an SOW

• Scope of Project• Roles and

Responsibilities• Deliverables• Schedule

• Service Levels• Acceptance Criteria• Pricing and Payment

Schedules/Milestones• Assumptions

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

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SB 20: Roles and Responsibilities

Custome

r

Vendor

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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

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

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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.

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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.

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Pricing and Payment Schedules/Milestones

May be tied to Deliverables or Milestones or completion of phases of project as long as vendor demonstrates task completion, meets defined acceptance criteria, and is tracking toward project goal.

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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.

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

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DIR Resources

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Resources

•FAQs•Webinars•DIR Website•Templates•Link to Submit

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Submission Process

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SOW Process: Draft Submission – Step 1

1: Agency Submits Draft SOW to DIR

2: DIR Reviews and Consults with Agency

3: DIR Responds to Agency within 30 business days of submission

4: Agency submits Approved SOW to relevant DIR vendor(s)Mail Room

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SOW Process: Draft Submission – Step 2

1: Agency Submits Draft SOW to DIR

2: DIR Reviews and Consults with Agency

3: DIR Responds to Agency within 30 business days of submission

4: Agency submits Approved SOW to relevant DIR vendor(s)

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SOW Process: Draft Submission – Step 3

1: Agency Submits Draft SOW to DIR

2: DIR Reviews and Consults with Agency

3: DIR Responds to Agency within 30 business days of submission

4: Agency submits Approved SOW to relevant DIR vendor(s)

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SOW Process: Draft Submission – Step 4

1: Agency Submits Draft SOW to DIR

2: DIR Reviews and Consults with Agency

3: DIR Responds to Agency within 30 business days of submission

4: Agency submits Approved SOW to relevant DIR vendor(s)

Shipping

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SOW Process: Final Submission – Step 1

1: Agency evaluates vendor responses, negotiates final version of SOW

2: Agency and vendor execute final version of SOW

3: Agency sends final signed SOW to DIR for approval

4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

Publications

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SOW Process: Final Submission – Step 2

1: Agency evaluates vendor responses, negotiates final version of SOW

2: Agency and vendor execute final version of SOW

3: Agency sends final signed SOW to DIR for approval

4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

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SOW Process: Final Submission – Step 3

1: Agency evaluates vendor responses, negotiates final version of SOW

2: Agency and vendor execute final version of SOW

3: Agency sends final signed SOW to DIR for approval

4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

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SOW Process: Final Submission – Step 4

1: Agency evaluates vendor responses, negotiates final version of SOW

2: Agency and vendor execute final version of SOW

3: Agency sends final signed SOW to DIR for approval

4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

Reception

3737

IMPORTANT

Vendor can not be paid until DIR signs the final

SOW

Agencies must post all

executed SOWs on

their websites

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Submit Your SOW Mail Room

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Before you begin…• Prepare your SOW document to upload

• Research contracts on DIR website - know the contracts you will choose

• Prepare a brief, accurate scope statement

• Estimate the value of the proposed work

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Submitting a Statement of Work

CONTRACTS AND SERVICES Landing Page

Check DIR’s website for regular updates on additional features

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DIR Website ‘All Contracts & Services’

SOW Submission box

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SOW Draft Submission Form

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Enter Primary Contact

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Provide SOW Name, SOW Scope, and Estimated Value

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Select Service Type and Enter Contracts

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Can upload contract lists

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Can export the contract list from DIR website to an Excel spreadsheet

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Upload SOW as a PDF

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Can only be expedited with document signed by your executive director

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Your SOW Draft has

been successfully submitted.

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Final SOW Submission Form

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Final SOW Submission Form - continued

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Process Timelines Draft SOW Review < 30 Business Days

(Expedited Draft SOW Review < 3 Business Days)

Final SOW Review < 3 Business Days

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Approval Criteria Contract meets SOW scope Number of contracts matches

threshold requirements SOW is for services

SOW

ContractScope

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DIR ReviewDIR will be reviewing your SOW to ensure the scope is appropriate for the DIR contract(s) selected. What does that mean?

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SB 20 Implementation: SOW Process

• Submit through Customer Portal• Resubmit Draft after Reject• Withdraw SOW• Submit Final SOW• DIR signs final using Docusign

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Addressing Your

Questions

Dana L. CollinsContract and Vendor

Management

Shannon KelleyEnterprise Contracts

Kelly ParkerContract Manager

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Close Event SurveyContinuing Education

Lynda BakerStakeholder Engagement

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 59Texas Department of Information Resources

Thank you. To contact us:

•Website feedback form• CustomerAssistance@dir.texas.gov• 1-855-ASK-DIR1 (1-855-275-3471)

Texas Department of Information Resources

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 60Texas Department of Information Resources

Stay tuned for updates: www.dir.texas.gov