Technology Checklist and Forms

TECHNOLOGY PLANNING

Please review:

• Timeline for Submission of Technology Requests
• Timeline guide for awards

CHECKLIST – Forms required for technology processes!

DOCUMENTS TO BE COMPLETED FOR PROCESSING ALL TECHNOLOGY REQUESTS

• IT Project Plan – must be completed to include ANY technology to be purchased within the fiscal year

TECHNOLOGY PURCHASE REQUEST (UNDER $75,000)

• Tentative Timeline
• Technology Purchasing Request (TPR)

Email Award or Non-Award Letters to vendors upon receipt of award notice from the Office of Procurement

• Award and Non-Award Letters – see below

TECHNOLOGY PROJECTS THAT REQUIRE ITS INVOLVEMENT (OVER $75,000)

• Technology Purchasing Request (TPR)
• Project Description Form – new scope of work
• Modification Project Description – scope of work amended or renewed
• Technology Business Case
• CP-10E – Contract Provision
• Confidentiality Agreement – all program staff involved in project must complete an agreement.

Services to be performed by a vendor must provide the information below:

• Scope of work
• Technical Specifications
• Deliverables
• List of vendors capable of doing the work

Services to be performed in-house by the MDE must complete the below RFP to include the bulleted information above

• Professional Services Request for Proposals (RFP)  – MSP

ITS REQUIRED FORMS

• Planned Purchase – EPL
• Competitive Purchase
• Exemption
• Brand Specific
• Emergency – delay of services is detrimental
• Emergency – health and safety is at stake
• Sole Source

DOCUMENTS REQUIRED FOR ANY TECHNOLOGY VENDOR SIGNED AGREEMENT OR ITS CONTRACT

• Technology Justification
  • Signed TPR
  • New Software Agreement or ITS Draft Contract
  •  Amended Contract
    • Previous CP-1 and any ITS contract signed for amended contracts
    • W-9 (IRS tax form), if required
    • MS Secretary of State Registration, if required

VENDOR CHANGES

• Information Change Form 

BOARD ITEMS – for technology contracts requiring SBE approval

• Single Year
• Multi-Year
• Modification
• Renewal
• No Cost

DOCUMENTS for OTSS only! 

• Technology Request Form (TPR)
• MDE Request for Quote – Hardware
• MDE Request for Quote – Software
• RFQ Clarification Form

AWARD or NON-AWARD FORMS  

• Award Letter
• Non-Award Letter

How to submit a request for processing:

DESIGNATED EMAIL SUBMISSION OF PACKET