Submitting IT Purchasing Statements of Work to DIR SB 20 COMPLIANCE FOR TEXAS STATE AGENCIES TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION

SPEAKERS 2 Dana L. Collins Contract and Vendor Management Shannon Kelley Enterprise Contracts Kelly Parker Contract Manager

Agenda SB 20 Overview Statement of Work Preparation Steps in Review Process Submitting and Monitoring SOWs Next Steps Kelly Parker Contract Manager 5

SB 20 IMPLEMENTATION 4 Changes DIR Cooperative Contracts Process Agency Procurement & Contracting Practices Effective September 1, 2015

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 5 But wait… there are customer and program exceptions

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 6 Threshold and Statement of Work review and signature processes do not apply: Institutions of higher education K-12 Local governments Assistance organizations Out-of-state customers Customer Exceptions

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 7 Program Exemptions Threshold requirements and Statement of Work processes do not apply to contracts procured through the Data Center Services program signed by the contracted vendors (e.g. Atos, Capgemini and Xerox Corporation).

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 8 Program Exemptions: DCS continued All Statements of Work that are being administered through the Data Center Services program as a Pass-through expense will be subject to SB 20 and State Procurement Rules. The Statement of Work draft will need to be sent to DIR for review and the final SOW will require DIR’s signature approval.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 9 Program Exemptions: Telecommunications Thresholds do not apply to contracts for telecommunications services, such as TEX-AN Services and Managed Services for Telecommunications. Managed Services for Telecommunications contracts have separate review process for approval of Statements of Work, but will not require DIR signature for executing the SOW.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 10 $50,000 or less May directly award contract to DIR Cooperative Contracts vendor(s) or reseller(s) $50,000 to $150,000 Must submit request for pricing to at least three (3) DIR vendors or resellers $150,000 to $1 million Must submit request for pricing to at least six (6) DIR vendors or resellers exceeds $1 million? May not enter into a contract through the DIR Cooperative Contracts program to purchase a commodity item Threshold Requirements

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 11 SOW Review Requirements When an SOW is required Standard elements of an SOW Writing an SOW: Tips Resources available from DIR

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 12 Statement of Work Required > $50,000 Cloud Services (if the customer completes an SOW) Deliverables Based Information Technology Services (DBITS) Managed Services for Information Technology IT Security Services Comprehensive Web Development

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 13 Statement of Work Review NOT Required REVIEW REQUIRED IT Staffing Services Support Agreements Maintenance Agreements Hardware or Software Only Contracts

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 14 Preparing a Statement of Work

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 15 Statement of Work Defined SB 20, Sec "statement of work" means a document that states the requirements for a contract, including deliverables, performance specifications, and other requirements, specific to the vendor under that contract …

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 16 Standard Elements of an SOW Scope of Project Roles and Responsibilities Deliverables Schedule Service Levels Acceptance Criteria Pricing and Payment Schedules/Milestones Assumptions

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 17 Scope Statement A high level overview of the project to be accomplished. It answers what the agency seeks, and what the vendor will provide.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 18 SB 20: Roles and Responsibilities CustomerVendor

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 19 Deliverables An item that is tangible, measurable and specific to the scope of the project Usually tied to a milestone May be tied to payment schedule established in the statement of work

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 20 Schedule A timeline of project with critical milestones/ deliverables noted.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 21 Service Levels Enable agency to specify service level expectations for services being performed. Service Levels may be tied to response times for service, uptime of a network, mean time to repair (MTTR), or similar measures.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 22 Acceptance Criteria Defines what is required for deliverables or milestones to be approved for payment or for the vendor to move on to the next step of the project.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 23 Pricing and Payment Schedules/Milestones May be tied to Deliverables or Milestones or completion of phases of project as long as vendor demonstrates task completion, meets defined acceptance criteria, and is tracking toward project goal.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 24 Assumptions Assumed actions that may be directly or indirectly related to the project that either the agency or the vendor want to note in writing before the project starts.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 25 SOW Guidelines Understandable language Concise, active voice Specific Unambiguous language Spell check

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 26 DIR Resources

Resource s 27 FAQs Webinars DIR Website Templates Link to Submit

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 28 Submission Process

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 29 SOW Process: Draft Submission – Step 1 1: Agency Submits Draft SOW to DIR 2: DIR Reviews and Consults with Agency 3: DIR Responds to Agency within 30 business days of submission 4: Agency submits Approved SOW to relevant DIR vendor(s)

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 30 SOW Process: Draft Submission – Step 2 1: Agency Submits Draft SOW to DIR 2: DIR Reviews and Consults with Agency 3: DIR Responds to Agency within 30 business days of submission 4: Agency submits Approved SOW to relevant DIR vendor(s)

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 31 SOW Process: Draft Submission – Step 3 1: Agency Submits Draft SOW to DIR 2: DIR Reviews and Consults with Agency 3: DIR Responds to Agency within 30 business days of submission 4: Agency submits Approved SOW to relevant DIR vendor(s)

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 32 SOW Process: Draft Submission – Step 4 1: Agency Submits Draft SOW to DIR 2: DIR Reviews and Consults with Agency 3: DIR Responds to Agency within 30 business days of submission 4: Agency submits Approved SOW to relevant DIR vendor(s)

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 33 SOW Process: Final Submission – Step 1 1: Agency evaluates vendor responses, negotiates final version of SOW 2: Agency and vendor execute final version of SOW 3: Agency sends final signed SOW to DIR for approval 4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 34 SOW Process: Final Submission – Step 2 1: Agency evaluates vendor responses, negotiates final version of SOW 2: Agency and vendor execute final version of SOW 3: Agency sends final signed SOW to DIR for approval 4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 35 SOW Process: Final Submission – Step 3 1: Agency evaluates vendor responses, negotiates final version of SOW 2: Agency and vendor execute final version of SOW 3: Agency sends final signed SOW to DIR for approval 4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 36 SOW Process: Final Submission – Step 4 1: Agency evaluates vendor responses, negotiates final version of SOW 2: Agency and vendor execute final version of SOW 3: Agency sends final signed SOW to DIR for approval 4: DIR reviews, approves, signs and returns SOW to agency. Agency issues the purchase order to selected vendor.

37 Vendor can not be paid until DIR signs the final SOW Agencies must post all executed SOWs on their websites

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 38 Submit Your SOW

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 39 Before you begin… Prepare your SOW document to upload Research contracts on DIR website - know the contracts you will choose Prepare a brief, accurate scope statement Estimate the value of the proposed work

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 40 Submitting a Statement of Work CONTRACTS AND SERVICES Landing Page Check DIR’s website for regular updates on additional features

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 41 DIR Website ‘All Contracts & Services’ SOW Submission box

42 SOW Draft Submission Form

43 Enter Primary Contact

44 Provide SOW Name, SOW Scope, and Estimated Value

45 Select Service Type and Enter Contracts

46 Can upload contract lists

47 Can export the contract list from DIR website to an Excel spreadsheet TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 47

48 Upload SOW as a PDF

49 Can only be expedited with document signed by your executive director

50 Your SOW Draft has been successfully submitted.

51 Final SOW Submission Form

52 Final SOW Submission Form - continued

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 53 Process Timelines Draft SOW Review < 30 Business Days (Expedited Draft SOW Review < 3 Business Days) Final SOW Review < 3 Business Days

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 54 Approval Criteria  Contract meets SOW scope  Number of contracts matches threshold requirements  SOW is for services SOWContractScope

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 55 DIR Review DIR will be reviewing your SOW to ensure the scope is appropriate for the DIR contract(s) selected. What does that mean?

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 56 SB 20 Implementation: SOW Process Submit through Customer Portal Resubmit Draft after Reject Withdraw SOW Submit Final SOW DIR signs final using Docusign

Addressing Your Questions 57 Dana L. Collins Contract and Vendor Management Shannon Kelley Enterprise Contracts Kelly Parker Contract Manager

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 58 Close  Event Survey  Continuing Education Lynda Baker Stakeholder Engagement

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 59 Texas Department of Information Resources Thank you. To contact us: Website feedback form ASK-DIR1 ( ) Texas Department of Information Resources

TECHNOLOGY SOLUTIONS FOR GOVERNMENT AND EDUCATION 60 Texas Department of Information Resources Stay tuned for updates: