APR Information and Review Status

New - FY12 Changes for APRs

Submission of APRs Through the Commonwealth Technology Portfolio (CTP) (formerly known as ProSight)

Agency IT Resource (AITR) and procurement staff submit APRs through the CTP (formerly known as ProSight). APRs will not be processed until the related IT strategic plan entry in the CTP has been verified. APR requests submitted by email on the Word form will be returned to the requester for submission through the CTP.

Technology Refresh Does Not Require an APR

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

However, APRs are required for incremental increases in new or existing IT Partnership services/products provided to an agency, where the investment cost exceeds $100,000 over the expected life of the service/product. Examples of incremental increases in new or existing IT Partnership services/products requiring APRs: 1) adding desktop computers for a new facility; and 2) expanding agency use of teleconferencing with equipment and service upgrades.

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

APRs are no longer 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.

APR Purpose and Scope

The APR 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 § 2.2-2007(4) of the Code of Virginia. Commonwealth CIO approval of APRs applies to all state agencies and institutions of higher education, unless exempted through legislation. VITA’s procurement delegation remains unchanged. See the table below:

Applies to Customers under VITA’s Procurement Authority
Customer

In-Scope Goods & Services

(Infrastructure & Enterprise Applications)

Out-of-Scope Goods & Services

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

Telecommunications Services

In-Scope Customers

(Infrastructure Services provided by NG)

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

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
Higher Ed – Tier I $100,000
V-code to Supplier		 $100,000
V-code to Supplier		 $0
TSR thru VITA
Higher Ed – Tier II & III Not Applicable Not Applicable $0
TSR thru VITA

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 

APR Review Process

The VITA Project Management Division (PMD) coordinates the review of APRs 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:

APR Review Process
Activity Target Review Time Description
Initial Review Within 4 business days from receipt of APR. Determine if there is sufficient information to complete an evaluation; identify additional information required or issues to be resolved.
Evaluation Within 8 business days following completion of Initial Review. Complete evaluation of the APR.
Recommendation Within 3 business days following completion of Evaluation. Prepare and submit CIO recommendation.