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In order to maintain sound purchasing practices and records the VCCS has adopted a Technology Procurement or Project Request Form (TPPR) document that closely models the Agency Procurement Request (APR) form used by both DGS and VITA.
The Colleges, System Office, and Shared Services Center will submit a TPPR through the ticketing system using the Service - Procurements > TPPR (Technology Procurement and Project Request). The vendor quote or statement of work (SOW) should be attached to the submitted ticket. The request will be routed to the appropriate staff at for review and approval. The progress of the request can be tracked through the ticketing system.
Who must submit a TPPR?
Colleges, the System Office, and the SSC: A TPPR must be submitted when the IT project or the goods and/or service being purchased have a total cost of $100,000 or greater. When considering the total value you should consider the total value over the life of the contract, for example if the contract is good for 5 years and the annual amount is $30,000 then total value to be shown as contract amount on the TPPR and used for the threshold is $150,000.
NOTE: After the first time a TPPR is approved for the total contract amount a TPPR will no longer be required for renewals to extend the service period of previously purchased services. Instead the requester will need to attach the previously approved TPPR to subsequent renewals in eVA.
Instruction for submitting a VCCS TPPR for approval is as follows:
Use the link to access the TPPR service and click request service to be presented with the TPPR form. Note that a link to this article is also provided on the lower right side of the service for reference.
Complete the form as follows:
Procurement/Project Title/Name: State what the name of this Procurement/Project is. Example: HVAC Upgrade at Woodbridge Campus. If this Procurement/Project has been submitted to the Project Management Office (PMO) please use the same title that is being used by PMO.
Approvals Being Requested: Indicate what type of approval is being requested. Check all appropriate choices
- Procurement – purchase of technology related goods or products
- Prof Services – purchase of professional services (consulting services)
- Project – a temporary information technology endeavor with an established beginning and end time that has a set of defined tasks and assigned resources, undertaken to develop a unique product, service or result.
Procurement Type: Check all appropriate choices.
- New – this is the first time this product or service is being purchased
- Existing Contract – purchase using an established contract. For a list of available contracts go to the SSC website.
- RFP (request for proposal) – a business document that announces and provides details about a project, as well as solicits bids from contractors who will help complete the project.
- IFB (invitation for bid) – a purchasing vehicle used when potential vendors or service providers differ principally on price
- Quick Quote – an online quotation facility which allows Contracting Authorities to obtain competitive quotes electronically for low value requirements.
Accompanying Documents: Check all appropriate choices.
- Quote – document showing the estimated cost for a particular job or service
- Statement of Need (SON) – a concise and. coherent statement, supported by evidence, on why the project needs to be undertaken
- Statement of Work (SOW) – the document that captures and defines all aspects of your project.
Vendor Name: Enter name of Vendor that will be providing the required goods and/or services.
Contract Number: If there is existing contract under which goods and/or services are being procured the requestor must supply the contract number and number of renewals remaining on the existing contract. A list of VCCS IT contracts can be found on the SSC's web site.
Cost: The cost should match the attached quote or other procurement documents.
Contract Value: The total value of the contract including all planned renewals. (When considering the total value you should consider the total value over the life of the contract, for example if the contract is good for 5 years and the annual amount is $30,000 then total value to be shown on the TPPR and used for the threshold is $150,000.)
Requesting Agency: Select your college from the list. This should be the college(s) that the purchase or project is for.
Contact Person: The name of the primary contact for the request.
Request Description: A specific but brief description of the technology project or goods and/or services being sought with this request. This should include the purpose of the procurement or project, such as equipment replacement or consulting services for performance monitoring, etc.
Procurement Funding: Select the fund source that will be used for the purchase.
Procurement or Project Justification: The requester must provide the information requested in the four dialog boxes. If additional attachments are needed, these can be attached after the form is submitted.
Item 1: Identify the business objectives or business issues addressed by this procurement.
Explain why are you making this purchase or undertaking this project? Explain what is it that you want to accomplish. I.E. The objective of this request is to…
Item 2: Describe the proposed solution. (Attach supporting documentation such as vendor proposal, project scope, license, or contracts.)
Item 3: Is this procurement defined in your Technology Plan? If so, please provide the title of the procurement as identified in your Technology Plan and the associated line in your spend plan. (The college CIO or CTO can assist with this).
Item 4: What are the planned start and end dates for this procurement?
Professional Services Engagement Request – This section is only visible if professional services engagement was selected under procurement type above. It should be completed by those requesting the services of consultants and other professionals having skill sets not readily available on staff. Questions are self-explanatory. Responses should be concise, but comprehensive in scope.
Additional Documentation: If additional documents are required to support the project or procurement being proposed they must be attached when the ticket is submitted. The system allows for one document to be attached initially and others can be attached if needed after it is submitted.
After the form is submitted you will have the option to view and, if necessary, attach other supporting documents.
The request will be sent to the appropriate individuals for review and approval. Once approved you will receive an email and be provided with a link to the ticket where a pdf showing the TPPR and approval will be attached. This should be attached to your order in eVA.