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Summary of VITA's Procurement Delegation

New – FY15 Changes for Procurement Governance Requests (PGR)

Submission of PGRs are through the Commonwealth Technology Portfolio (CTP)

Agency IT Resource (AITR) and procurement staff submit PGRs through CTP. PGRs will not be processed until the related IT strategic plan entry in the CTP has been verified. PBA must be completed and approved prior to submission of the PGR. PGR requests submitted by email in Word form will be returned to the requester for submission through CTP.

PBA instruction/demonstration:
http://www.youtube.com/watch?v=rtG-y2j0NpQ&feature=youtube

PGR instruction/demonstration:
http://www.youtube.com/watch?v=MsElvK3eWuU&feature=youtube

Technology Refresh Does Not Require a PGR

Submission of a PGR is not required for technology refresh of services/products that are in-scope to the (Northrop Grumman) IT Partnership.

However, PGRs are required for incremental increases in new or existing IT Partnership services/products provided to an agency, where the investment cost exceeds $250,000 in onetime cost. Examples of incremental increases in new or existing IT Partnership services/products requiring PGRs: 1) adding desktop computers for a new facility; and 2) expanding agency use of teleconferencing with equipment and service upgrades.

PGRs Not Required for Renewal of License, Maintenance and Support Agreements

PGRs are not needed to renew previously approved hardware and software licenses, maintenance, and support agreements during the life of the contract. Example: annual renewal of Oracle agency application licenses and support. Renewals still require an entry in the agency IT Strategic Plan and submission of a purchase requisition through eVA. However, execution of an option in a contract requires a PGR.

PGR Purpose and Scope

The PGR supports the Commonwealth CIO review and approval of agency technology investment requests. This review applies to investments of $250,000 or more, in accordance with § 2.2-2008 of the Code of Virginia. Commonwealth CIO approval of PGRs applies to all state agencies and institutions of higher education, unless exempted through legislation. VITA’s procurement delegation remains unchanged. See the table below.

Statewide Contracts – use of VITA’s statewide contracts is mandatory for the acquisition of all IT goods and services. If there is not a VITA statewide contract available for the needed IT good or service, procurement will need to be conducted based on the matrix above. VITA’s telecommunications contracts are mandatory for all executive branch agencies and all institutions of higher education.

IT procurements of any amount using cooperative contracts (including GSA) require CIO approval.

Agencies submitting PGRs for Sole Source IT procurements, cloud services, cooperative contracts or any other waivers must provide justification documentation prior to initial VITA review. (those within delegation limits may be approved locally).

VITA’s procurement delegation is outlined below.

Customer

In-Scope Goods & Services

(Infrastructure & Enterprise Applications)

Out-of-Scope Goods & Services

(Agency Specific Applications, “Consumables” & Infra. Authorized by MOU)

Telecommunications Services

Cloud Services

In-Scope Customers

(Infrastructure Services provided by NG)

$0
V-code to VITA
$100,000
V-code to Supplier
$0
TSR thru VITA
$0

Out-of-Scope Customers

(Infrastructure Services NOT provided by NG)

$100,000
V-code to Supplier
$100,000
V-code to Supplier
$0
TSR thru VITA
$0
Higher Ed – Tier I $100,000
V-code to Supplier
$100,000
V-code to Supplier
$0
TSR thru VITA
$0

Applies to Customers under VITA’s Procurement Authority

Statewide Contracts – use of VITA’s statewide contracts is mandatory for the acquisition of all IT goods and services. If there is not a VITA statewide contract available for the needed IT good or service, a procurement will need to be conducted based on the matrix above. VITA’s telecommunications contracts are mandatory for all executive branch agencies and all institutions of higher education.

IT procurements of any amount using cooperative contracts (including GSA) require CIO approval.

Sole Source IT procurements of $100,000 or more require VITA approval (those within delegation limits may be approved locally).

Requests for delegation, sole source and cooperative contract approval should be sent to SCMinfo@vita.virginia.gov
Forms are available at: http://www.vita.virginia.gov/scm/default.aspx?id=91

PGR Review Process

The VITA Project Management Division (PMD) coordinates the review of PGRs and prepares recommendations for the CIO. The review covers strategy alignment and business case for the procurement, alignment with the enterprise technical architecture, and proposed sourcing strategy. The review involves three activities:

Activity Target Review Time Description
Initial Review Within 4 business days from receipt of PGR or Investment Business Case approval whichever is latter. Determine if there is sufficient information to complete an evaluation; identify additional information required or issues to be resolved.
VITA Staff Governance Review/Recommendation Within 5 business days following completion of Initial Review. Complete evaluation of the PGR.
CIO Approval Within 5 business days following completion of VITA Staff governance. Prepare and submit CIO recommendation.

 

VITA Customer Care Center (VCCC): (866) 637-8482
Virginia Information Technologies Agency
11751 Meadowville Lane Chester, VA 23836
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