Procurement review checklist
Procurement Review Checklist User Guide
Procurement review checklist
O.C.G.A. 50-29-3 defines a technology investment or procurement as:
... the commitment of resources to any product or service that consists of or relies upon IT to capture, process, store, share, or otherwise manipulate data that is managed by a state entity.
One of the most critical elements of a successful procurement is making sure the supplier(s) understand what the state requires and desires of their products and services. The procurement review checklist (RFP checklist) contains a variety of suggested, sometimes mandatory, language that will assist you and the supplier(s) through the procurement, bidding, and engagement processes. The checklist helps everyone remain on the same page each step of the way.
The RFP checklist should be used on all agency procurements that contain a technology component.
It has been designed to help you determine which recommendations and specific language apply to your procurement. It is not considered a comprehensive source for all terms and conditions, but a basic guide with suggestions from experienced IT professionals.
You will be asked to confirm that you have reviewed your procurement documents using this checklist on all future submissions to GTA.
Function
The Excel worksheet has two tabs, "general checklist" and "information security." These tabs have been segregated in case you want to distribute these sections to different members of your team.
Color-coded items are designated "mandatory" and must be addressed or could prevent timely approval. See the "mandatory items" section below.
Columns
Expand each item below for detailed information on what to expect in each of the checklist's columns.
Procurement review checklist columns
Mandatory items
GTA has identified some mandatory minimums that must be met prior to initiating review of agency procurement documents. These include:
-
Agency procurement review validation form
- This form confirms that all appropriate stakeholders within your organization have reviewed and approved the documents prior to their submission.
- Business owner
- CIO
- Information security officer
- Agency procurement officer
- This form confirms that all appropriate stakeholders within your organization have reviewed and approved the documents prior to their submission.
- Inclusion of state policies, standards, and guidelines (PSGs) language
- The state has numerous PSGs that govern IT. GTA has developed boilerplate language that must, at a minimum, be included in procurement documents. This language can be found on row 8, column E of the general checklist tab.
- Approval from DOAS to move forward with the procurement
- Request for exemption from state PSGs
- If your CIO, information security officer, or other stakeholders believe that this initiative will require an exemption from standing state PSGs, an exemption must be obtained prior to contemplating the procurement. A list of the state security PSGs is embedded in the checklist on the information security tab, cell 3D.
Feedback
The checklist is a living document that will be updated and improved with every procurement we review and the help of your input.
Please submit your suggestions and feedback to [email protected].