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IT/PPS 05.05 - Procurement Review Process

Procurement Review Process

IT/PPS No. 05.05
Issue No. 2
Effective Date: 3/01/2019
Next Review Date: 3/01/2020 (EY)
Sr. Reviewer: Assistant Vice President for IT Business Operations

  1. POLICY STATEMENTS

    1. This policy establishes the role of Information Technology (IT) Business Operations in the review protocols for IT equipment, software, services and associated contracts, agreements, and terms and conditions. Renewals must go through the same review process.

    2. This policy establishes the role of IT Business Operations in the procurement process for the division including requests for proposals (RFPs).

    3. Library subscription services and digital license agreements are exempt from this policy.

  2. DEFINITIONS

    1. Tier 1 Projects (Strategic Projects) – See IT/PPS No. 04.10, IT Division Project Management for comprehensive definition.

    2. Tier 2 Projects (Key Projects) – See IT/PPS No. 04.10, IT Division Project Management for definition.

    3. Tier 3 Projects (Local Projects) – See IT/PPS No. 04.10, IT Division Project Management for definition.

  3. GUIDELINES

    1. All IT contracts and agreements are administered and procured in accordance with university policies and procedures (see UPPS No. 05.02.02, Texas State Purchasing Policy, and UPPS No. 05.02.06, Acquisition of Information Technology Products and Services).

    2. IT Business Operations is responsible for ensuring IT-related contract and service reviews are completed to include contract terms and conditions per the IT Contract Issues Checklist and other mandatory clauses.

    3. Additionally, IT Business Operations facilitates the Information Security Office and Americans with Disabilities Act (ADA) accessibility reviews, if needed. Additional IT units are engaged, as needed, to ensure adequate service and support for the product. University Libraries is responsible for ensuring appropriate security and ADA reviews for library-specific products and services have been completed.

  4. PROCEDURES

    1. For internal IT strategic (Tier 1), key (Tier 2), and local (Tier 3) projects that require a charter and subsequent procurement of goods and services, the director of IT Business Services must be listed as a stakeholder at the charter stage of the projects. The director of IT Business Services, or designee, will ensure the proper reviews are completed and provide contract management and procurement leadership to the project team.

    2. All RFPs generated within the division will be reviewed and facilitated by the director of IT Business Services, or designee. The director will provide purchasing expertise to ensure compliance with rules associated with the RFP posting and evaluation process to include templates and review of specifications.

    3. For external IT projects that are managed by the division, the director of IT Business Services must be listed as a stakeholder at the charter stage of the projects. The director of IT Business Services, or designee, will ensure the proper reviews are completed and provide contract management and procurement leadership to the project team.

  5. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Assistant Vice President, IT Business Operations March 1 EY
      Director, IT Business Services March 1 EY
      Assistant Vice President, IT Assistance Center March 1 EY
      Associate Vice President, Technology Resources March 1 EY
      Associate Vice President, Technology Innovation Office March 1 EY
      Associate Vice President and University Librarian March 1 EY
      Chief Information Security Officer March 1 EY
      Special Assistant to the Vice President for Information Technology March 1 EY
      Vice President for Information Technology March 1 EY
  6. CERTIFICATION STATEMENT

    This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.

    Assistant Vice President, IT Business Operations; senior reviewer of this PPS

    Vice President for Information Technology