OITProcurementCSSA How to use the CSSA?

How to Use the CSSA?

When an Agency has an I.T. Project between $50,000 and $2,000,000 per year up to 3 years or allowed by law, the following is the Process for using the CSSA:

  1. Obtain internal agency approval to utilize the Tier II process.

  2. If applicable (>$100,000), an IT-10 # and a CIO approval # is required.

  3. Complete a Statement of Work (SOW)
    SOW timeframe for contractors to evaluate and respond would be no less than 14 days. The protest period on an SOW is up to 2 days prior to the proposal due date. First download the SOW template to agency local drive.
    click here for an SOW Template
    Then complete the SOW for submission to OIT.
    Email file attachments for the CSSA SOW's in Tier 2 must be limited to less than 10 MB. Agencies should post large attachments to the Agency Project Library/website, and provide vendors with instructions to access/download from that site.

  4. E-mail SOW to OIT for approval before forwarding to contractors.
    * Be sure to include the estimated expenditure for this SOW in the body of your email. *
    OIT will verify the appropriate technical area and whether an OSP or OCR contract will be executed.  The Office of Contractual Review (OCR) and the Office of State
    Purchasing (OSP) do not review the award until a contract has been negotiated and signed unless the contractor deviates from the CSSC approved in Tier 1(Step 10).

  5. Send approved SOW to contractor listserv for appropriate technical area and Agency coordinator/contact person. Be sure to state the timeframe for returning SOW.
    Email file attachments must be limited to less than 10 MB.
    Click below for the appropriate ListServ:
    NOTE:  If you do NOT receive a confirmation from the ListServ within  an
                  hour, your SOW was not sent. Please call the DOA/OCS Help Desk
                  at 342-4730 to report the problem. If you have any other problems
                  or questions please contact OIT at 219-9470.

  6. Establish a CSSA coordinator to chair the Evaluation Process.
    Click here for the duties.

  7. Once all contractor responses have been submitted to the agency, each contractor response will be evaluated and scored by the agency following the Evaluation and Selection Process outlined here.

  8. The contractor with the highest points in step 7 above will be awarded the contract.

  9. Complete and submit electronically (using the contractor's e-mail address on SOW response) the "Notice of Intent" letter to the proposer awarded the Agency Statement of Work (SOW). Please, also send "Notice of Intent" letter to OIT mailbox with the name of the winning contractor and the amount of the contract.
    Click here for "Notice of Intent" letter.
    Complete and submit electronically the "Notice of Regret" letter to the proposers not awarded the Agency Statement of Work (SOW).
    Click here for "Notice of Regret" letter.
    Proposers have 14 days to protest after release of the notification of award.

  10. The Agency must complete the italicized areas in the Consulting and Support Services Contract (CSSC) with attached final SOW and submit it electronically to the successful proposer for signature. (To e-mail address provided by proposer in SOW response).  Download the CSSC to your local drive.
    CLICK HERE FOR CSSC.

  11. The contractor will return 3 original CSSC's with authorized contractor signatures for agency signature.

  12. Complete the Selection Memorandum for appropriate approving authority.
    Click here for Selection Memorandum.

  13. Once the 3 copies of the CSSC have been signed by the contractor and the agency, all 3 copies of the CSSC and the Selection Memorandum are sent to either the Office of Contractual Review (OCR) or the Office of State Purchasing (OSP) for approval along with copies of all required documents and required approvals. CLICK HERE FOR CHECKLIST

  14. The Procurement Support Team must review the CSSC if changes are made to the original terms and conditions of the CSSC agreed to in Tier 1.

  15. Once the contract has been approved by OCR or OSP, 2 original contracts will be returned to the agency.

  16. Agency will release the approved contract to the contractor.
 
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