Home » It Procurement » Approval Processes

Approval Processes

Participating state of Iowa executive branch agencies are generally required to seek approval from the Office prior to undertaking an information technology acquisition. Whether an approval is required, and which type of approval is required, largely depends on what the agency intends to purchase and how.

 

  • Requests for approval, when required, should be submitted via the OCIO "IT Procurement Request" form found on this page.
  • In the event a sole source procurement is deemed necessary, please use the "Sole Source Procurement Request" form provided below. 
  • If your agency is seeking a waiver from OCIO policies, rules, or standards, please fill out the "Waiver from IT Governance Requirements" form found at the bottom of the page.

IT Procurement Request

All participating State of Iowa agencies must submit for approval any IT procurements or projects meeting the following criteria:

  • Costs $25,000 or more; or
  • Is projected to involve 750 agency staff hours or more; or
  • Involves substantial information-security concerns, including but not limited to the sensitivity or confidentiality of the data involved; the location of the system, data to be stored therein, or both; or the data involved is subject to state or federal regulatory requirements governing data security, confidentiality, or integrity; or
  • Involves significant compatibility, interoperability, or connectivity concerns.​

(Iowa Admin. r. Code 129—10.7(8B))

 

 Generated button


Sole Source Form

A sole source procurement is a procurement made outside of the normal competitive bidding process in which one particular vendor is preferred. This may be appropriate in one or more of the following circumstances:

  • One service provider is the only one qualified or eligible or is quite obviously the most qualified or eligible to provide the information technology; 
  • The information technology being purchased involves work that is of such a specialized nature or related to a specific geographic location that only a single source, by virtue of experience, expertise, proximity to the project, or ownership of intellectual property rights, could most satisfactorily provide the information technology; 
  • The federal government or other provider of funds for the information technology being purchased (other than the state of Iowa) has imposed clear and specific restrictions on the purchasing entity’s use of the funds in a way that restricts the state agency to only one information technology provider; 
  • Applicable law requires, provides for, or permits use of a sole source procurement; 
  • The procurement is for an upgrade, or compatibility is the overriding consideration, or the procurement would prevent voidance or termination of a warranty, or the procurement would prevent default under a contract or other obligation.

 

(Iowa Admin. Code r. 129—10.3(8B))

 

Generated button


Waiver from IT Governance Requirements

 

A waiver from an information technology governance requirement may be submitted by a participating agency. A participating agency seeking waiver from an information technology governance requirement must fully complete the form provided below, which generally requires the following information:

  • Name and address of the participating agency and a telephone number and email address for the point of contact; 
  • Citation to the specific IT governance requirement for which the waiver is submitted; 
  • A statement of facts, including a description of the problem or issue prompting the request; 
  • Description of the participating agency’s preferred solution; 
  • An alternative approach to be implemented by the participating agency intended to satisfy the waived information technology governance requirement; 
  • Description of the business case for the alternative approach; 
  • A copy of a third-party audit or report that compares the participating agency’s preferred solution to the IT solution that can be provided by the office; 
  • The economic justification for the waiver or a statement as to why the waiver is in the best interests of the state; 
  • The time period for which the waiver is requested and, to the extent a permanent waiver is requested, explain why a temporary waiver would be impracticable; and 
  • Any other information, including supporting evidence or documentation, deemed relevant by the participating agency.

(Iowa Admin. r. Code 129—8.6(8B))

 

Generated button

 

CONTACT US

If you have questions regarding the OCIO Information Technology procurement process, please contact us at OCIOprocurement@iowa.gov.

Printed from the Office of the Chief Information Officer website on January 18, 2021 at 11:53am.