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Procurement role
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Responsibilities
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Agency procurement lead/sourcing specialist
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- Be knowledgeable about the scope of work and the technical and business objectives of the project.
- Determine if VITA has a statewide IT contract that satisfies the IT business need, thereby eliminating a new procurement process.
- Develop procurement plan methodology and framework.
- Define and assign roles and responsibilities for the duration of the procurement process to each team member.
- Act as single point of contact (SPOC) for the team; the evaluation team, if different group; steering committee, if applicable; suppliers and procurement process oversight.
- Coordinate and participate in assessing all potential project risks and including mitigation methods and RFP/contract language with appropriate stakeholders; i.e., business owner, project manager, information security officer, budget analyst.
- Participate with team in establishing well-defined evaluation criteria.
- Participate with team to develop a clear, concise scoring plan.
- Choose best contract type for project success.
- Obtain and maintain all confidentiality/non-disclosure agreements from team members, subject matter experts and evaluation team, if different group.
- Prepare RFP/solicitation and evaluation documents. VITA sourcing specialists must use VITA templates.
- Preside over the bidder/pre-proposal conference if held.
- Post solicitation documents and respond to supplier questions.
- Obtain clarification of supplier proposals if necessary.
- Along with team, participate in supplier product demonstrations and oral presentations, if held.
- Provide and maintain control of the price information from proposers.
- Participate in and lead proposal evaluations and contract negotiations.
- Serve as chairperson of evaluation team.
- Review and approve evaluation recommendation.
- Help tailor the contract to the unique needs of the project.
- Protect and manage the integrity of the project and the ability to get work done.
- Protect and manage the relationship with potential suppliers.
- Ensure the overall integrity of the procurement process through fair and open competition.
- Coordinate legal and/or CIO review and approval of procurement documentation required before release/execution.
- Award and post contract.
- Ensure the procurement file is complete.
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Business owner
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- Define requirements.
- Define budget, requested timeline and other possible constraints.
- Ensure that the procurement aligns with the agency’s and Commonwealth’s IT strategic plan(s).
- Define conditions of performance satisfaction and final acceptance.
- Identify business needs such as:
- demonstrations
- bonding/acceptance testing
- service levels
- milestones/payment terms
- required supplier technical and professional standards and certifications (agency, VITA, Commonwealth, federal, etc.)
- Support negotiations to ensure that final contract supports business needs and agency requirements.
- Serve on evaluation team to evaluate the supplier responses.
- Coordinate VITA PMD participation and PGR approval process.
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Agency Information Security Officer or AITR
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- Ensure solicitation includes all appropriate agency and VITA security policy requirements, including ECOS, if the procurement is or may be a cloud-based solution.
- Collaborate with the SPOC and VITA security and ECOS stakeholders.
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Subject matter expert (SME)
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- Possess expert technical, industry-, commodity- or service-specific competence and/or knowledge for the project.
- May be a member of team or a resource to the team.
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External consultant
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- External consultant technical, industry-, commodity- or service-specific competence and/or knowledge not available from an internal resource.
- Provide advice or assistance to sourcing team members.
- Function as a non-voting resource to the sourcing team.
- Prohibited from benefiting from outcome of any award or participating in preparation of solicitation.
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Evaluation team members
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- Individuals designated/responsible to make award recommendation.
- The procurement project team/evaluation team would typically include an agency representative (business owner), SMEs and be led by the agency procurement lead/sourcing specialist.
- Each member participates to provide business, legal, technical and financial input according to their area of expertise. The members only evaluate their area of expertise as assigned.
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Single point of contact (SPOC)
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- Agency procurement lead/sourcing specialist serves this role. (See role responsibilities above.)
- Is the designated resource for communications with suppliers and all others during the solicitation process?
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