12 Miss. Code. R. 3-2.1-400.10

Current through December 10, 2024

Section 12-3-2.1-400.10 - INFORMATION SYSTEMS POLICY

(added 1/25/01)

THE POLICY

In an attempt to standardize and coordinate the responsibility for communication systems to serve State-owned facilities, the Bureau of Building, Grounds and Real Property Management (B0B), as the Owner, has set forth the following policy for site and building communication systems. The following guidelines delineate the Bureau's Information Systems Policy and related forms.

Information Systems Policy Elements * Information Technology Service (ITS) * Long Range Plan * Project Initiation * Planning/Construction/Inspection Options * Construction Coordination * Fees * Total Project Budget * Change Orders * Forms/Samples

A.ABBREVIATIONS

BOB Bureau of Building, Grounds and Real Property Management

UA Using Agency

ITS Information Technology Service

SAF Standard Approval Form - Bureau of Building, Grounds and Real Property Management PPRB Public Procurement Review Board

GS General Services

1.INFORMATION TECHNOLOGY SERVICE (ITS)

1. ITS is the State Agency established by law responsible for the design and construction of communication systems including telephone and data systems in State-owned facilities. ITS has produced a Procurement Handbook which is available on the internet at www.its.state.ms.us for the use and information of the various Using Agencies (UA).

2.LONG RANGE INFORMATION PLAN

1. ITS requires the UA to have on file in the ITS Office a current up-to-date long range plan.

3.BOB COMMUNICATIONS PROJECT INITIATION - STANDARD APPROVAL FORM (SAF)

At an appropriate time in an on-going building project, usually at the Schematic Design Phase, the BOB will initiate, as required, a communications project which expands the scope of the related building project to include voice and data systems (communications). The intent is to initiate an accompanying communications project applicable to the building project.

i. e. GS# 100-100 New Building

GS# 100-101 Communications/New Building

Some projects may not require the initiation of a new project and the scope-of-work for communications may be included in the initial building project. Options are outlined in Paragraph E.

ITS will be listed on all communications projects as the Professional.

4.PLANNING/CONSTRUCTION/INSPECTION OPTIONS

1.OPTION 1: ITS INVOLVEMENT IN THE PROJECT

(1) This option requires a CP-28 ITS Procurement Request Form to be prepared, executed and submitted/transmitted to ITS by the BOB. In order to prepare this CP-28, the BOB requests the UA's letter outlining:

(1)Scope-of-Work: Detail project requirements, special equipment, fixture count, fixture locations and related data outlining the work to be accomplished.

(2)Schedule: Communications contract time frame - when will completed building be put into use and systems required to operate.

(3)UA Contact Person: The person at the UA who is responsible for making communications decisions and who is most familiar with the project.

(4)Funds: Indicate source of funds - bond fund, outside funds and/or other funds available, which will establish a beginning budget. This UA letter will become an attachment to the submitted CP-28 as prepared by the BOB and executed by the BOB Director. The budget and schedule must be recorded. The Bureau of Building will submit the completed CP-28 to ITS. Copies will be furnished to the UA and other Project Professionals.

ITS will define whether the UA is an Operational Customer or Support Services Customer. Operational Customers receive detail services and continuing service, maintenance, procurement and billing services from ITS. Support Service Customers receive limited services from ITS following the completion of the CP-1 scope-of-work.

With the UA, ITS will define and coordinate the requirements, systems, scopes-of-work, budgets, time schedules and other coordination requirements for the on-going building project.

Following the submitted CP-28, ITS will initiate a CP-1 Acquisition Approval Form and transmit to the BOB. An estimated communication's contract time should be included. This CP-1 will become the basis of an award of a public contract by the Public Procurement Review Board (PPRB). Notice of PPRB acceptance of the CP-1 will be forwarded to ITS, UA and other Project Professionals. ITS will issue the Communication Contractor's Notice to Proceed and include an estimated contract time and Contractor billing procedures, including invoice and pay application routing. By submitting the CP-1, ITS indicates the required coordination with the Building Professional has been accomplished.

The design and construction of communications work can then begin and proceed as designed, directed, authorized, coordinated, inspected and approved by ITS.

When there are multiple prime Contractors on the same building project (Building Contractor and Communications Contractor), coordination and cooperation are very important. Communications Contractor coordination is the responsibility of ITS - compliance with the CP-1 and/or contracts. Any required

Communication Contractor coordination or ITS coordination with the Building Contractor should be the responsibility of the project's Architect/Engineer - the Building Professional.

Certain useful "tools" are a part of the Building Contractor's contract. These tools include:

(1) Pre-Design Conference

(2) Scheduled Schematic Document Reviews, Design Development Document Reviews and Contract Document Reviews

(3) Pre-Bid Conference

(4) Pre-Construction Conference

(5) Monthly Construction Progress Meetings

(6) Construction Schedules

(7) Monthly Applications for Payment.

Any or all of these "tools" may be used to increase Contractor/Professional coordination and cooperation on the building project.

(b)SUMMARY: ITS INVOLVEMENT IN THE PROJECT:

(1) Project Initiation - GS# on SAF - by BOB. ITS is communications Professional. Copy to ITS, Project Professional and UA.

(2) Letter - UA to BOB outlining scope-of-work, budget, schedule and contact person.

(3) Preparation of CP-28 by BOB. Copy to UA and Project Professionals.

(4)Scope and Budget Outline - ITS to BOB for BOB and UA approval. Copy of approved to Project Professionals.

(5) CP-1 from ITS to BOB-coordination with Building Professional accomplished. Copy to UA and Project Professional.

(6) PPRB approval of CP-1. Copy to UA, Project Professional and ITS.

(7)Notice to Proceed to Communications Contractor issued by ITS. Estimated contract time and billing procedures/route included. Copy to BOB, UA and Project Professional.

(8) Review of project budget by BOB. Approval required. Copy of approval to ITS, UA and Project Professionals.

(9) Design and construction of communications project by ITS. Communications contract coordinated with ITS and UA and with Building Professional as required. Building Contractor coordination with Building Professional, BOB, UA and ITS as required.

(10) Payment of fees to ITS by BOB from project funds at the BOB - may be bond funds or outside funds deposited by the UA at the BOB.

(11) Payment for construction to Communications Contractor by BOB after approved by ITS. May be bond funds or outside funds deposited by the UA at the BOB.

(12) Any Change Orders approved by BOB and UA prior to any work at project site. Acceptance to communications project by BOB as recommended by ITS.

(13) Acceptance of total project as recommended by project Building Professional.

5.OPTION 2: NO ITS INVOLVEMENT IN THE PROJECT:

(1) Pre-established exemptions are outlined in Chapters 5, 6, and 7, ITS Procurement Handbook including:

(1) State Agencies: Exempt for proposed installations including acquisitions of equipment, materials and labor from $0 to $10,000 in value.

(2) IHL-Institutions of Higher Learning: Exempt for proposed installations including acquisitions of equipment, materials and labor from $0 to $50,000 in value.

(3) Community Colleges: Exempt for proposed installations including acquisitions of equipment, materials and labor from $0 to $50,000 in value.

(2) This option requires an approved CP-5 Request for Exemption. The CP-5 is prepared by the UA and forwarded to ITS by the UA. Copies to BOB and project Building Professional.

ITS will review and respond by approving or disapproving the CP-5. A copy of this response should be forwarded to BOB and project Building Professional by the UA.

With the approved CP-5, the UA may then request the project Building Professional to include the desired scope-of-work in the planning and construction process. Before Building Professional includes the scope-of-work in the construction contract, the BOB and the UA must approve scope. This cope-of-work is usually bid as a part of the construction contract or may be a separate contract depending upon the estimated cost and the construction schedule as approved by BOB and UA.

(c)SUMMARY: NO ITS INVOLVEMENT IN THE PROJECT:

(1) CP-5 prepared by UA and forwarded to ITS. Copy to BOB and Building Professional by UA.

(2) ITS approval/disapproval CP-5. Copy to BOB and project Building Professional by UA.

(3) Directions to project Building Professional by UA/BOB concerning the scope-of-work to be included in the planning and construction.

(4) Accomplish work authorized by construction contract or separate contracts as approved by BOB and UA. All contracts are approved by PPRB if project funds are used. Work authorized and paid by the UA are separate contracts if no project funds are used.

(5) Acceptance of project by BOB and UA as recommended by project Building Professional.

6.FEES

1. CP-5: Any fees charged by ITS associated with the CP-5 are the responsibility of the UA. These fees will not be paid with project funds at the BOB.

2. CP-28/CP-1: Any fees charged by ITS associated with the CP-28/CP-1 may be included in the project budget and may be paid from project funds at the BOB or other funds transferred to the BOB by the UA. The required fees are listed by ITS on the Scope and Budget Summary and are approved by PPRB.

7.TOTAL PROJECT BUDGET

Once established by the CP-1, the contract amount for communications systems work will be included in the TOTAL PROJECT BUDGET - Standard Approval Form - Bureau of Building, Grounds and Real Property Management.

8.CHANGES

Any changes to the CP-1-schedule, construction cost and/or scope-of-work, etc., must be approved in advance of any construction work at the site by the BOB and UA. Any changes to ITS SCOPE AND BUDGET OUTLINE must be approved by the BOB.

9.FORMS / SAMPLES

(1) CP-28 w/ UA Request Letter attached

(2) ITS Scope and Budget Outline

(3) CP-1

(4) CP-5

(5) PPRB Notice to ITS - Contract Award

(6) ITS Notice to Proceed

(7) ITS Change Order

ITS Procurement Request Form CP-28

State Agencies, Universities and Community/Junior Colleges

Please complete the following information and submit to the Department of Information Technology Services (ITS). If you need assistance in completing this form, refer to Chapter 2 of the ITS Procurement Policies and Procedures Handbook.

Mississippi Department of Information Technology Services

301 North Lamar Street, Suite 508 * Jackson, Mississippi 39201-1495

Phone 601-359-1395 * Fax 601-354-6016

Click Here To View Image

Detailed Information (Please attach detailed information covering the following aspects of this acquisition):

- Background; Applications; and Alternatives considered

- Evaluation and Cost Effectiveness of Alternatives Selected

- Functional Specifications; Selection Criteria

- Brand-specific requirements; Vendor literature; Vendors contacted

There is a charges for ITS procurement services associated with this request which will be billed to the requestor by ITS. Also, if proposals must be solicited for this request, the requestor is responsible for advertising costs and will be billed by ITS. By my signature I acknowledge that my agency/institution is responsible for these charges/costs.

____________________________________________

Name (Agency Head / Institution President) Title

____________________________________________

Signature Date

Revised: 10/01/1997

ITS Request for Exemption Form CP-5

Use this form to request an exemption from ITS. See Chapter 4 of the ITS Procurement Handbook for additional information regarding this form.

Mississippi Department of Information Technology Services

301 North Lamar Street, Suite 508 * Jackson, Mississippi 39201-1495

Phone 601-359-1395 * Fax 601-354-6016

Click Here To View Image

There is a charge for ITS procurement services associated with this request which will be billed to the requestor by ITS. By my signature I acknowledge that my agency/institution is responsible for these charges/costs.

________________________________________

Name (Agency Head / Institution President) Title

________________________________________

Signature Date

Click Here To View Image

Revised: 05/01/199

Sample Scope/Budget Outline

This is not to exceed project estimate to be used for budgetary purposes. True costs will be detailed and communicated to the Bureau of Building as the project progresses.

Equipment of Work Description	Expenditure Document	Not to Exceed Cost Estimate
1) Remote Lucent G3 cabinet, electronic circuit packs, and 204 digital sets Includes equipment/installation	CP1	$501,000.00
2) Cable System-voice and data connectivity material *1,020 data category 5 cables @ $160.00/cable data cables tested @ 100 Mbs 1020 telephones cables @ $90.00/cable Includes material/labor	CP1 ITS Service Invoice	$275,000.00
*MSDH may opt to facilitate data cable installation outside of this cost estimate.
3) Remainder of infrastructure fiber/copper redundant cabling Includes material/labor	CP1*	$ 55,000.00
*ITS assumes this will be installed via our General RFP/RFQ process.
4) Telephone sets: 200 Panasonic sets Includes equipment	ITS Invoice	$ 11,204.00
5) G3 programming charges Includes telephone system/set programming	ITS Invoice	$ 22,950.00
6) Misc. equipment/material (i.e., blue boards/66 blocks/riser cable/misc.)	ITS Invoice	$ 5,000.00
7) BellSouth Trunking: 48 OGO's; 48 DID's; 48 DCS/Tie connections (Inbound/outbound trunking installation) Includes material/labor	BellSouth Invoice	$ 28,000.00
Form CP-1 CP-1 Acquisition Approval Form	Total Estimated Cost Page 1	$898,154.00
Effective Date:: 10/05/1998	Dept. of Information Technology Services	CP-1
Expiration Date: 04/03/1999 Date Printed: 10/06/1998	301 North Lamar Street, Suite 508 Jackson, MS 39201-1495 (601) 359-1395	Approval Number ___________ Acquisition Method: PURCHASE/1-TIME

This is your authorization from ITS to issue a purchase order and/or make ongoing payments for the following configuration to the vendor listed at the prices itemized. Contracts, if any, have been signed by ITS and forwarded to the vendor. This procurement is contingent upon availability of funds and will not become final until vendor has received a purchase order from your agency. Keep this form with your financial records to provide an audit trail of ITS approval. Reference the CP-1 number and dates covered by the payment on each copy of your purchase order. Contact ITS for revised approval if: vendor or acquisition plan changes; there are major changes to the configuration; CP-1 has expired; or the total expended amount exceeds the CP-1 Life cycle limit. It is important to issue your purchase order number promptly upon receipt of this CP-1 because the vendor is not required to honor pricing indefinitely. The CP-1 may contain an expiration date which the vendor will honor pricing, in order to allow sufficient time to complete paperwork.

FIN. & ADMIN. - BUREAU OF BUILDING ATTN: MR. BURTON SPENCER 501 NORTH WEST STREET, SUITE 1401B JACKSON MS 39201 HANDMAIL Location/Use information: EMCC GC# 204-033

PLACE ORDER TO: UPCHURCH TELECOM AND DATA INC P O BOX 301 GREENWOOD MS 38935-0301 MAKE PAYMENTS TO: UPCHURCH TELECOM AND DATA INC P O BOX 301 GREENWOOD MS 39835-0301

FUND NUMBER(S) 392R	SAAS AGCY CODE	MAX ANNUAL LIFEYCLE % INCREASE 0.00 %	CP1 LIMIT 12449.66 1 PAYMENT	RFP NO(S) SOLE SOURCE/RFP NOT RQD		REV N	DIVISION DP
	SAAS VENDOR V0001141090			PRNO DAR-30341-3	ATHY D	DATE ISSUED 10/06/1998
DESCRIPTION OF USE: INCREASE CAPACITY TO THE MAYHEW CAMPUS PBX TO ACCOMMODATE NEW TECHNOLOGY CENTER.
COMMENTS/SPECIAL INSTRUCTIONS: THIS EQUIPMENT ADD IS BEING PERFORMED BY VENDOR THAT CURRENTLY HAS MAINTENANCE CONTRACT.

QTY	PRODUCTS	EACH RETAIL	EACH NET	EXTENDED NET CODES:	MIN CODE	SAAS COMMODITY
1	NEC 1400 CAPACITY INCREASE	12,326.40	12,326.40	162	72557000000
12,326.40
ONE TIME

................................ End of CP-1 ..................................................................

APPROVED ITS	DISTRIBUTION TO:
FILE: DAR30341 DFA/FCD
DATE: 10/06/1998

Need PPRB Notice of Award approval to ITS

Need ITS Notice to Proceed

12 Miss. Code. R. 3-2.1-400.10

Added 1/25/01

Amended 8/14/2016