Oregon procurement manual

​What is considered an Information Technology procurement?

Information Technology (IT) procurement includes the acquisition of computers, software, firmware and support services used in the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission or reception of data or information. 

Resource: DAS maintains a webpage that lists existing statewide software license agreements.

When to employ IT procurement oversight processes in procurement

A procuring agency must follow the state’s IT-related procurement policies and processes when it plans and executes an IT procurement. An IT procurement is subject to review and approval by the agency Chief Information Officer (CIO) or state Chief Information Officer (OSCIO), based on the total value of the IT investment.

An agency head is responsible for establishing and following a process to review and approve agency IT investments with a contract value up to $150,000 (refer to DAS Statewide Policy 107-004-130). The state CIO must approve all proposed investments for IT-related procurements with a contract value of $150,000 or more.

How to employ IT procurement oversight processes in procurement

The following table outlines the actions a procuring agency must follow and the reviews and approvals it must obtain to process a procurement for an IT investment.

Note: A procuring agency must obtain advance approval from OSCIO before conducting a procurement for an IT product or service that meets the following criteria, regardless of the amount:
  • Mainframe, midrange or server hardware.
  • Database, application, web, email or file/print solutions.
  • IT security-related hardware, software or contracted services.
  • Non-standard geographic information system (GIS) software (other than supplied through Environmental Systems Research Institute (ESRI)).
 
​Contract value ​Required actions, reviews, and approvals
​Up to $150,000
  • ​Agency conducts the procurement using appropriate procurement method.
  • Agency CIO is responsible to review and assure that the procurement meets statewide policy and standards for IT-related procurements.
  • Senior IT portfolio managers in OSCIO are available to provide support as needed.
  • Additional forms or templates specified by OSCIO may be required to be completed based on the technology being procured.
​$150,000 and over
  • ​Agency completes and submits an Information Resource Request (IRR) to the OSCIO.
  • OSCIO analyst reviews the IRR and determines if a business case is required.
  • Depending on the level of project risk, the procuring agency may be required to complete the OSCIO stage gate review process.
  • If the total project cost exceeds $5 million, or if otherwise determined by the OSCIO, the procuring agency must obtain quality assurance (QA) services using the existing statewide contract (refer to DAS Statewide Policy 107-004-030).
  • Senior IT portfolio managers in OSCIO are available to provide support as needed.
  • Additional forms or templates specified by OSCIO may be required to be completed based on the technology being procured.

 

Resource: Use the OSCIO Information Resource Request Form to document the information needed for advance review and approval of IT procurements that meet or exceed $150,000, or that meet advance review requirements regardless of procurement amount.