Information Technology Retainer Contracts

IT RETAINER VENDORS

The Office of Purchasing & Contracting (OPC) has created master contracts with a number of vendors to enable state agencies to quickly and efficiently obtain a variety of IT consulting and technical services. We have vendors under contract to provide services across a variety of functional areas of IT services. OPC administers and maintains these Statewide Retainer Contracts, and the vendors have all agreed to the standard State terms and conditions.

This results in a two-step approach to procurement. The first step is selecting a group of vendors under a set of requirements or functional areas based upon their response to an RFP requesting those services. This step has been completed and led to creation of the master contracts mentioned above. The second step allows the Agency of Digital Services (ADS) on behalf of state agencies to solicit responses from those retainer vendors for a business need defined in a statement of work-request for proposals (SOW-RFP), and come to agreement by signing a Statement of Work (SOW) Agreement. This process is not intended for projects that would result in SOW Agreements of more than $100,000/$500,000. Although the limit per engagement, i.e. per SOW Agreement, under this prequalification process is $500,000, some IT Retainer Contracts have a per engagement limit of $100,000.  The IT Retainer Contract spreadsheet listed below identifies the maximum SOW Agreement limit for each contracted vendor.

IT SERVICE CATEGORIES - IT site under Construction.

IT Service Categories authorized under the IT Retainer Contracts include the following:

When an agency or department has a need for services, it will prepare a SOW-RFP. The SOW-RFP will be issued to all pre-qualified contractors within the service category identified to provide the desired service(s). Those pre-qualified vendors may then submit bids within the date and time established by the SOW-RFP. Following proposal evaluation, the department or agency may enter into a SOW Agreement with a vendor selected in the best interest of the State.

Statement of Work Process Overview:

A. All SOW RFPs shall be issued by the Agency of Digital Services (ADS) on behalf of an Agency. Vendors shall not respond to any SOW RFP unless it has been issued by the ADS in accordance with this process.

B. When an Agency has a need for services in one or more of the service categories, the Agency will prepare and deliver a Statement of Work (SOW) RFP to ADS SOV - IT Contracting and Procurement at SOV.ITContractingandProcurement@vermont.gov. ADS SOV - IT Contracting and Procurement shall solicit bids from all pre-qualified vendors on the list found on the OPC website at http://bgs.vermont.gov/purchasing-contracting/forms.

C. Vendors will then submit proposals within the date and time established by ADS SOV - IT Contracting and Procurement.

D. Following proposal evaluation, in the best interest of the State, and with prior approval from ADS, the Agency may enter into a Statement of Work (SOW) Agreement with the selected vendor. No SOW Agreement shall be considered valid unless approved in advance by ADS, and AGO certification if applicable, etc.

E. The Statement of Work Agreement will be administered by the Agency with oversight by ADS.

F. Any SOW project having an actual or anticipated cost greater than $500,000 may not be executed pursuant to these Master Agreements, and must instead follow a standard, formal RFP process, except in cases where the Agency has first obtained a waiver from the State CIO authorizing the use of a Master Agreement.

 

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