Procuring IT Services from Contractors

Disclaimer: Every project and implementation is unique. This article touches on guidelines for how the majority of IT Service contractors get through the IT Governance Process with minimal rewrites. Success, steps, and interactions may vary considering the type, scope and length of the project. If you have a question while working through this process, don't hesitate to ask the IT Liaison. 

What Qualifies as an IT "Service?"

This article intends to guide Facilities and Campus Services (FCS) employees through contracting a vendor for an IT Service in accordance with current IT Governance practices. Contracted IT services include, but are not limited to;

  • Project Managers
  • Business Analysts
  • Data Analysts
  • Implementation Partners
  • Server hosting
  • Vendor Vetting Agencies or RFP Specialists
  • ...And More!

CIT can provide some of these services, however, please consider how their availability will align with the project. 

Contracting IT Services

Once an IT Service need is identified:

  1. Check in with the IT Project Management Office to see if CIT has Project Managers and/or Business Analysts available. You can submit a request to the IT PMO via their email.
  2. Prepare to find a vendor.
    1. Develop a stakeholder team that will stay involved during implementation.
    2. Identify scope, prioritize requirements, and determine the contractor’s involvement.
    3. Determine where the funding will come from by consulting with your department's financial manager..
    4. Get permission from the appropriate leadership.
  3. Identify Vendor(s) and prepare a contract. **Note: Only agents in Procurement Services may execute contracts on behalf of the university.**
    1. The vendor should have their own contract with terms filled in to your specific project's requirements.
    2. Cornell’s IT Professional Service Agreement is typically in PDF format. An editable Word Doc IT PSA can be provided to the vendor by making a request to Procurement. The following supporting documents will be needed in addition to the PSA:
      1. Schedule A: Scope of services provided.
      2. Schedule B: Project timetable and task description.
      3. Schedule C: Payment Amount and Schedule.
      4. Schedule D: Contractor Personnel and credentials
  4. If the total  IT Service costs:
    1. Less than $50k –The project can move forward.
    2. Greater than $50k and is unique– A Sole Source Justification form will need to be submitted with an I Want Doc.
    3. Greater than $50k: 
      1. Submit a Statement of Need with a Total/Annual cost of 0. This will be needed to send out RFPs.
      2. Create Specification sheet that includes:
        1. Prioritized requirements that are a must have and requirements that are nice to have.
        2. Expectations and deliverable from the service in question
        3. Dates for project Kick off, implementation, and Go Live
      3. Identify 3-5 vendors and contact Procurement.
        1. If the bid is more than $50k, 5 vendors are required.
      4. Send out RFP for bids and respond to the Vendors’ questions using the portal that Procurement will provide.
        1. Please contact the Shared Service Center with any questions you may have during this portion of the process.
        2. After 10 questions, Procurement will share them in an excel file. After you and the other stakeholders write the responses, send the file back to Procurement.
      5. Select Vendor and justify selection by stating what criteria was used.
        1. If the lowest bid is selected, there is no justification needed.
  5. Get a signed contract from the Vendor.
    1. If the insurance section of the IT PSA is red lined (or edited) by the vendor, contact Risk Management before submitting an IWNT document.
    2. If they have a custom contract, or edits to the PSA , it will be reviewed by legal after the IWNT document is submitted.
      1. A word document version of the IT PSA can be provided upon request to the Shared Service Center.
  6. Submit a Statement of Need.
    1. Inform CIT of what they’re offboarding, if applicable.
  7. Submit approved documentation in an I Want Doc to create a purchase order. IT Services should not be purchased using b PCards:
    1. Approved Statement of Need
    2. Screenshots regarding the TRA and WA
    3. Vendor Contract or IT PSA and supporting documents
    4. Sole Source Justification form, if needed
  8. After the eDoc is marked final, you are free to move forward with the project.

 

 
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