IT Pre-Procurement Information

The IT Pre-Procurement Information form is a tool for State Agencies to describe their procurement requirements for a specific projectafter the project, or the applicable procurement-related resources, have been reviewed and approved by the Office of Information Technology (OIT). Alternatively, OIT may request completion of this form to assist in its enterprise review of the project.

The form is intended to provide the OIT Enterprise IT Contracting (EITC) section the ability to make an assessment and initial determination of the procurement method and other related procurement decisions.

This form is the first step in the IT procurement process with DAS. Your agency was required, by OIT, to enter both application and project-specific information into the Application Lifecycle and Projects System (ALPS).

Although, some high-level information regarding your project may be pulled from ALPS, please take the time to enter additional, detailed information regarding your project that may not be reflected in ALPS.

The information entered into this form will assist OIT staff with an initial review of your agency needs and with project assignment and prioritization.

Use this form to share information regarding related, dependent, or previous work for this project such as assessment studies, requirements definition, previous or current contract numbers, and project associations from ALPS, etc.

IT Pre-Procurement Information Form

1.0 GENERAL PROJECT INFORMATION
Agency Name:
Project Manager or Primary Contact for Project:
ALPS Project Name:
ALPS Project ID:
ALPS Spend Type:
REQUESTING AGENCY CONTACT INFORMATION
PROCUREMENT CONTRACT – Provide contact information if known.
Name: / Title: / Phone: / Email:
PROGRAM (BUSINESS) AREA CONTRACT – Provide contact information if known.
Name: / Title: / Phone: / Email:
INFORMATION TECHNOLOGY CONTACT – Provide contact information if known.
Name: / Title: / Phone: / Email:
OTHER PROJECT PARTICIPANTS – Provide contact information if known.
Name: / Title: / Phone: / Email:
2.0 PROCUREMENT OVERVIEW
BUSINESS NEEDS AND FACTORS INFLUENCING PROCUREMENT STRATEGY
Provide an overview of the procurement plan with a brief statement of need. Summarize the technical and contractual history of the acquisition. Discuss feasible acquisition alternatives, the impact of prior acquisitions on those alternatives, and any related in-house effort. Describe the scope of the procurement and any assumptions related to or impacting potential procurement strategies.
Business needs/objectives
Tangible (Intangible) Benefits

“What” is the benefit?
“Who” will benefit? “
“How” will this project provide benefit?

Project description, including all phases
Project background and acquisition history
Alternatives examined, including prior acquisitions or in-house efforts
Procurement scope
Procurement assumptions
Critical Dependencies (Project – Application Associations)
3.0 PROCUREMENT TIMELINE ESTIMATES
IDENTIFY PLANNED PROCUREMENT SCHEDULE OF ACTIVITIES
PlannedProcurementEvent Start Date: / Month: / Year:
Planned Award By Date: / Month: / Year:
Estimated Contract Term (number of years)
4.0 RESOURCE REQUIREMENTS
DESCRIBE THE PLANNED RESOURCES REQUIRED FOR THE PROJECT
Any changes to information originally submitted should be updated in ALPS.
Hardware
Software
External Labor/Services
5.0 ESTIMATED COSTS
TOTAL ESTIMATED COST – DETAIL PLANNED VALUE (BUDGET) AS ENTERED INTO ALPS
Any changes to information originally submitted should be updated in ALPS.
Resource / Planned Value
Entered into ALPS / Current Estimate
(if different from
ALPS Entry) / Total Project
Lifecycle Cost
Estimated Cost of Hardware / $ / $ / $
Estimated Cost of Software / $ / $ / $
Estimated Cost of External Labor/Services / $ / $ / $
Estimated Cost of Enterprise Services / $ / $ / $
Totals / $ / $ / $
Total budgeted cost(s)
Fiscal Year 20 _ _ / $ / Fiscal Year 20 _ _ / $
Fiscal Year 20 _ _ / $ / Fiscal Year 20 _ _ / $
Fiscal Year 20 _ _ / $ / Fiscal Year 20 _ _ / $
Fiscal Year 20 _ _ / $ / Fiscal Year 20 _ _ / $
Total (Planned Value as Entered into ALPS) / $
FUNDING SOURCE?
Identify Federal, State, Combination / FEDERAL APPROVAL NEEDED?
Check the appropriate box
Yes / No / If Yes, approval received on:
6.0 NOTES AND SPECIAL CONDITIONS
Enter any additional information regarding related, dependent or previous project work such as assessment studies, requirement definition, project associations from ALPS, etc.
Enterprise IT Contracting Use Only
Describe recommended procurement approach and indicate what procurement options were considered.

ENTERPRISE IT CONTRACTING | IT Pre-Procurement Information Form (11/11/15)1