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Policy and Procedure Statements
Texas State Policy and Procedure Statements Division Policies Information Technology IT/PPS 05.05 - Procurement Review Process

IT/PPS 05.05 - Procurement Review Process

Procurement Review Process

IT/PPS No. 05.05
Issue No. 4
Effective Date: 2/01/2022
Next Review Date: 3/01/2023 (EY)
Sr. Reviewer: Director, Information Technology Business Operations

POLICY STATEMENT

Texas State University is committed to supporting the need to procure goods and services for the university in a timely and cost-effective manner, while ensuring compliance with applicable regulations and requirements which the university must follow.

  1. BACKGROUND INFORMATION

    1. This policy establishes the role of Information Technology (IT) Business Services in the review protocols for IT equipment, software, services and associated contracts, agreements, and terms and conditions. Renewals must go through the same review process.

    2. This policy establishes the role of IT Business Services in the procurement process for the division, including requests for proposals (RFPs).

    3. Library subscription services and digital license agreements are exempt from this policy.

  2. DEFINITIONS

    1. Tier 1 Projects (Strategic Projects) – see IT/PPS No. 04.10, Information Technology Division Project Management for definition.

    2. Tier 2 Projects (Key Projects) – see IT/PPS No. 04.10, Information Technology Division Project Management for definition.

    3. Tier 3 Projects (Local Projects) – see IT/PPS No. 04.10, Information Technology Division Project Management for definition.

  3. GUIDELINES

    1. All IT contracts and agreements are administered and procured in accordance with university policies and procedures (see UPPS No. 05.02.02, Texas State Purchasing Policy, and UPPS No. 05.02.06, Acquisition of Information Technology Products and Services).

    2. IT Business Services is responsible for ensuring IT-related contract and service reviews are completed to include contract terms and conditions, per the IT Contract Issues Checklist and other mandatory clauses.

    3. IT Business Services facilitates the Information Security Office and Americans with Disabilities Act (ADA) accessibility reviews. Additional IT units are engaged, as needed, to ensure adequate service and support for the product. University Libraries is responsible for ensuring appropriate security and ADA reviews for library-specific products and services have been completed.

    4. All RFPs generated within the division will be reviewed and facilitated by the director of IT Business Services, or designee. The director, or designee, will provide purchasing expertise to ensure compliance with rules associated with the RFPs posting and evaluation process to include templates and review of specifications

  4. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Special Assistant to the Vice President for Information Technology March 1 EY
      Associate Vice President, Information Technology Assistance Center March 1 EY
      Director, Information Technology Business Operations March 1 EY
      Assistant Director, Information Technology Business Operations March 1 EY
      Associate Vice President, Technology Innovation Office March 1 EY
      Associate Vice President, Technology Resources March 1 EY
      Associate Vice President and University Librarian March 1 EY
      Chief Information Security Officer March 1 EY
      Executive Assistant, Information Technology March 1 EY
      Vice President for Information Technology March 1 EY

  5. CERTIFICATION STATEMENT

    This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.

    Director, Information Technology Business Operations; senior reviewer of this PPS

    Vice President for Information Technology