013-020 Procurement Types: Revision

013-020 Procurement Types: Revision Request for Revised or Extended Approval Agencies and institutions should complete and send a completed Request for Revision to Previous Approval and appropriate attachments as listed on the form to ITS to request changes to a previously issued CP-1. A copy of the revision request form is available in PDF and Word formats on the ITS website. Customers may also submit revision requests via ITS' online procurement request system. ITS approves a revision or extension by issuing a new CP-1. The new CP-1 will have the same Contract Number as the original CP-1 and any other revision CP-1s previously issued for the same project. For state agencies, the new CP-1 updates the information in MAGIC for that contract record. Customers should continue to reference the same contract number when making payments related to the project. When to Request Revised ITS Approval It is necessary to request revised ITS approval and obtain a replacement CP-1 in the following instances: • Expired Purchase CP-1 that you still need to use. Attach a letter from the vendor stating that equipment can still be delivered at (or below) the pricing on the CP-1. Try to issue purchase orders promptly upon receipt of a CP-1 to avoid the problem of expired CP-1s. Vendors submit pricing that they will honor for only a limited amount of time. Also, equipment may not be available after long periods of time. If the vendor can no longer deliver the equipment at or below the price approved on the original CP-1, it may be appropriate to handle your revision request as a new procurement. • Expired Ongoing CP-1 for hardware or software maintenance, software licensing fees, etc. The CP-1 from which you make ongoing payments has expired but you still need the coverage. In this instance, ITS will confer with the agency or institution and reference the terms of the original proposal solicitation and contract to assess whether it is appropriate to extend the current contract with the existing vendor or to initiate a new procurement. • Vendor Change. Whether for a purchase CP-1 or for an ongoing CP-1, you need to acquire revised ITS approval to change vendors. A change of vendors will typically require that ITS handle the request as a new procurement unless it is a name or address change only. • Price Increase. It is necessary to seek revised ITS approval for price increases over the lifecycle amount authorized on the CP-1. See Terms: Lifecycle Cost and Procurement Process: CP-1 Approval Documents and MAGIC for an explanation of the lifecycle amount authorized on the CP-1. • Major Configuration Change. It is necessary to acquire revised ITS approval for major configuration changes. It is not necessary to acquire revised ITS approval for price decreases or minor configuration changes. Minor Configuration Changes On Purchase CP-1s and CP-1s for a maximum amount, ITS itemizes the configuration, typically submitted in a proposal by the vendor and requested by the agency or institution. It is not necessary to request that ITS issue a replacement CP-1 to reflect minor changes made to the configuration. Minor configuration changes must generally meet the following criteria: • Does not exceed the total lifecycle cost specified on the CP-1, • In line with the proposal solicitation, the vendor’s proposal and the resulting contract, • More or better capability at or below the original price, • In the best interest of the state, and • Acceptable to the agency. An example of such a minor configuration change would be an offer by a vendor to substitute newly available microcomputers of the same brand with a faster processing speed and/or with a larger hard drive than those proposed within the lifecycle cost authorized by the CP-1. On CP-1s of an ongoing nature, typically those for maintenance, it is not necessary to request a replacement CP-1 to reflect minor additions/deletions within the lifecycle amount authorized by the CP-1. An example of such a minor configuration change would be an agency’s addition of several new PCs which have recently rolled off of warranty along with the deletion of several old printers which have been disposed of by the agency. The agency should document and keep in its file for audit trail purposes the reason for all such minor configuration changes and document that the changes are in line and are in the best interest of the state. The agency will need to furnish this documentation to ITS if a replacement CP-1 should later become necessary. Major Configuration Changes Major configuration changes do require ITS approval. An example of a major configuration change on a purchase would be one where the agency has decided to considerably change workstation and server configurations. An example of a major configuration change on a maintenance CP-1 would be the need to add 25 microcomputers that have recently rolled off warranty to an existing contract with a maintenance vendor. A New Procurement is Required It is appropriate for ITS to revise or extend approval and to issue a replacement CP-1 only where the revision or extension is within the scope of the original procurement. There may be situations where you request a replacement CP-1 but the situation merits a new procurement. ITS will work with you to solicit the additional information needed if it is determined that your request should be processed as a competitive procurement. Refer to 009-001 ITS Procurement Process Flows for additional information, specifically the flow labeled Revisions to Previous Approvals.