Project Request Form

Project Request Form

Fill out the form for the Mississippi Department of Information Technology Services to receive your project request. At the end of the form submission, you may have a copy of your responses emailed to yourself. ITS staff will reach out to you about your project request after submission.

Project Title*

Competitive Procurement Request

Select this option for ITS's assistance in conducting a competitive procurement on your behalf. Example: Response for Proposal (RFP), Letter of Configuration (LOC), Invitation for Bid (IFB), Request for Information (RFI), and Request for Quote (RFQ).

Cooperative Purchasing Supplement to Competitive Procurement

Select this option in addition to a Competitive Procurement request when requesting to utilize a cooperative agreement.

Exemption Request

Select this option for ITS's approval to conduct a competitive procurement without ITS involvement. Example: Response for Proposal (RFP), Letter of Configuration (LOC), Invitation for Bid (IFB), Request for Information (RFI), and Request for Quote (RFQ).

Exemption Renewal Request

Select this option for ITS's approval to modify an ITS-exempt competitive procurement. Example: Response for Proposal (RFP), Letter of Configuration (LOC), Invitation for Bid (IFB), Request for Information (RFI), and Request for Quote (RFQ). NOTE: Modifications include changes to term or CP-1 authority.

Legal Review

Select this option for one of these requests:

1) Request ITS to review the IT acquisition/contract for the limited purpose of compliance with Mississippi laws.

2) Request ITS to review, negotiate, and approve ONLY the limitation of liability provisions of an IT acquisition/contract.

Planned Purchase Request

Select this option as directed by the Express Product List (EPL) or NASPO SVAR Instructions for Use.

Sole Source Certification Request

Select this option to request an initial sole source certification or to modify an existing sole source certification.

Revision to Previous Procurement Request

Select this option to request a modification to an existing agreement based on a competitive procurement conducted by ITS on your behalf.

Emergency Purchase, Type 1

Select this option to request a CP-1 for an agreement executed without ITS involvement because the delay of competitive bidding would threaten the health or safety of any person or the preservation or protection of property.

Emergency Purchase, Type 2

Select this option to request approval for an agreement to be executed without ITS involvement because the delay of competitive bidding would be detrimental to the interest of the State.

Legal Review Scope

Is there a valid and legal procurement performed by the customer?*

Yes

A valid and legal procurement must have been performed for this project type. Select another Request Type from the top of this form.

Review Type Requested*

Limitation of Liability - Select this type to request ITS negotiate Limitation of Liability provision only.
Legal Review Only - Select this type if you are requesting a review of contract regarding state laws and regulations.

Limitation of Liability

Legal Review Only

A Risk Assessment Form will need to be submitted for this request to be processed. Attach a completed Risk Assessment Form if you have one available. If you do not have the form to attach, one will be sent from ITS after this project is submitted and reviewed.

The proposed agreement for the acquisition will need to be attached for this request to be processed.

Contact Information

Agency/Institution*

Select

Customer Address*

Press the 'Enter' to skip next line.

Contact Name*

Contact Phone*

Phone

Contact Email*

Division/Department

Authorized Approval Information

Project requests must be signed by the Agency Head, Public Institution CIO or Designee with a current signature delegation letter on file at ITS. Please contact ISSHelp@its.ms.gov to submit or update delegation letters.

Name

Title

Project Summary

Description of Project*

ITS Acquisition Approval (CP-1) effective through?

Cost Estimates

Initial Cost*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

Ongoing Cost*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

Total Estimated Project Cost*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

Starting Fiscal Year*

Ending Fiscal Year*

Item Needed by

Do Funds Expire*

Yes

Funds Expire

Other Important Deadlines

E.g.: Current contract/CP-1 expiration date(s) or ancillary board deadlines

Estimate the Anticipated Lifecycle or Years*

Discuss Funding

Acquisition Details

Acquisition Details Required*

Yes

Acquisition Description*

Describe Platform and Infrastructure*

Progress to Date*

Vendors Contacted

Please provide the ITS regulated procurement method conducted (e.g. quotes, RFP, IFB, etc.) and the awarded vendor's name in the box below.

Vendors Contacted*

Critical Factors*

What was considered in the selection of a vendor, brand, or solution for this acquisition?

Planned Acquisition Method*

Describe the manner in which this procurement will be conducted in fulfilment of state law

Magic Vendor Code(s)

Has a Vendor been selected or awarded?*

Select

Place Order to Vendor Code*

Place Order to Vendor Name*

Place Order to Vendor Address*

Press the 'Enter' to skip next line.

Remit to Vendor Code*

Remit to Vendor Name*

Remit To Vendor Address*

Press the 'Enter' to skip next line.

Cooperative Purchasing Supplement to Competitive Procurement

Cooperative Agreement Information*

Name of Cooperative Agreement*

Contact at Sponsoring Governmental Entity

Governmental Entity Establishing the Agreement*

Cooperative Purchasing Contact - Name*

Cooperative Purchasing Contact - Phone Number*

Phone

Cooperative Purchasing Contact - Email Address*

Certification is Available for Use by the State*

Select or enter value

Certification Attached*

Requirements for Use of Agreement*

URL for Requested Products with Pricing*

URL for Contract Terms and Conditions*

Cost Benefit Justification*

Provide narrative and cost based specifics showing that the use of this cooperative purchasing agreement is in the best interest of your agency/institution

Planned Purchase Request

IT Plan's Project Name and Number

This is only required from state agencies.

Planned Purchase Request - Vendors Contacted*

For a Planned Procurement, you must:

1) Attach the solicitation requesting the quotes from vendors

2) Attach the written quotes received from EPL vendors, accompanied by any substitutions letter(s) if applicable

3) Attach a printout of the EPL page(s) containing the product(s) to be acquired

4) Verify that vendor pricing is the same or less than EPL pricing

NOTE: Acquisitions UP to $1,000,000, a minimum of two (2) quotes must be attached. Acquisitions ABOVE $1,000,000, a minimum of three (3) vendor quotes must be attached and ITS Board approval is required.

Planned Purchase - Selection and Justification*

Indicate the selected vendor(s) from the quotation received:

1) If the quotes requested were brand-specific, answer YES below and complete the required fields.

2) If quote chosen was not the low cost, substantial justification for the selection must be entered below or attached to this request.

Justification for Brand Specification Request

Brand Specification*

Does the request include brand-specific requirements?

Select

Explain why only a brand specific model or type*

What Procurement Method was used to acquire*

Describe the Technical/Practical Benefits

Compatibility*

Cost-effectiveness*

Efficiency*

Interoperability and/or Consistency*

Staff Expertise and Institutional Knowledge*

Maintenance and Support*

Synchronization with Peer Gov, EDU or Research*

Volume Discounts Over a Product Lifecycle*

Other Factors for Consideration*

Sole Source Certification Request

Explain why only these prod/services meet needs*

Specific business requirments met by the prod/serv*

Explain why this the only possible entity*

Services or Installations*

Does the purchase include services or installations?

Select or enter value

Why is the amount to be expended is reasonable*

What was done to obtain the best possible price*

Vendor's Proposal Attached*

Vendor's Certification Attached*

Revision to Previous Procurement Request

CP-1 Number to be Revised*

MAGIC Contract Number*

Reason for Revision

Other*

Change of Scope*

Dollar Amounts

Original CP-1 Expiration Date*

Original CP-1 Amount Approved*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

Previously Approved Increases*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

Remaining Balance at Time of Request*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

New Expiration Date*

Requested Revision Amount*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

Quote Attached*

Yes

New Cumulative Balance with Revision*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

Original Vendor Name*

Original Vendor Address*

Press the 'Enter' to skip next line.

New Vendor Name

New Vendor Address

Press the 'Enter' to skip next line.

Emergency Purchase

Total Cost Estimate/Actual Amount*

Ex: Enter a dollar amount of $1,234.56 as '1234.56'

MAGIC Contract or PO #*

Please review Rule 207.6: 013-060 of the ITS Procurement Manual

This will provide detailed descriptions of the below questions

Is this situation an emergency?*

Does this situation fall under the definition of an emergency set forth in Section 31-7-1(f) of the Mississippi Code?

Yes

What happened to cause this emergency?*

Would the delay incident to giving opportunity to competitive bidding threaten the health or safety of any person or the preservation or protection of property?*

Yes

Would the delay incident to giving opportunity for competitive bidding be detrimental to the interests of the state?*

Yes

Negative consequences of normal procedures*

Basis for selection of vendor(s) to be used*

Required Post - Purchase Documentation*

Required Post-Purchase Documentation: In compliance with Section 31-7-13(j), following the emergency purchase, Customer SHALL provide documentation of the purchase, including a description of the product/service purchased, the purchase price thereof, and the nature of the emergency. Customer has attached documentation of the executed contract, if applicable/available, and/or purchase order/invoice which address the above requirements.

Yes

Vendor's proposal attached?*

Yes

Was a contract executed?*

Yes

Purchase Order or Invoice attached?*

Yes

Expected Attachments

You may add no more than ten files to this request. Each file may be no larger than 30 MB. If you have additional or large files to attach for this project, email them to projects@its.ms.gov and include your project name in the subject line.

If attachments are required for your project request, the expected files will be listed below.

Proposed Agreement for the acquisition

Risk Assessment Form
If you do not have the form to attach, one will be sent from ITS after this project is submitted and reviewed.

Attachment for Cooperative Purchasing Supplement to Competitive Procurement

Solicitation requesting the quotes from vendors

Written quotes received from EPL vendors, accompanied by any substitutions letter(s) if applicable

Printout of the EPL page(s) containing the product(s) to be acquired

Vendor's Proposal

Vendor's Certification

Vendor Quote

Section 31-7-13(j) Attachments

In compliance with Section 31-7-13(j), following the emergency purchase, Customer SHALL provide documentation of the purchase, including a description of the product/service purchased, the purchase price thereof, and the nature of the emergency. Attach documentation of the executed contract, if applicable/available, and/or purchase order/invoice which address these requirements.

Vendor Proposal

Vendor Purchase Order or Invoice

File Upload

Drag and drop files here or

Send me a copy of my responses

Privacy Notice|Report Abuse