5230.1    ACQUISITION PLANNING
(New 06/07)

Elements of the Acquisition Planning stage include:

• Defining the program need
• Assessing operational needs
• Selecting the acquisition method
• Obtaining approvals

1. Defining the Program Need
   
   For all IT acquisitions, these steps shall be followed:
   
   • Define the business need that solutions are to address.
   • Determine whether the acquisition is justified.
   • Verify that the goods and/or services to be acquired are IT.
   
   Additional issues and requirements for defining the need are discussed in Chapter 1 of SCM Volume 3.
   
   In planning a new IT system procurement the focus should be towards a "solution" approach so that the State may consider and select from a potential array of IT goods and/or services to meet the public policy and business needs of a State program, rather than specifying a particular product design.
   
   
2. Assessing Operational Needs
   
   In assessing operational needs, these steps shall be followed:
   
   • Consider fiscal and budgetary issues.
   • Assess the timeframe in which the acquisition must be completed and determine the schedule for delivery and/or implementation.
   • Assess the impact on physical facilities.
   • Consider the risks associated with the procurement and the goods and/or services to be acquired.
   • Consider risk protection strategies that will both protect the State and encourage competition.
   • Determine whether there are available sources of the goods and/or services to be acquired (including existing State sources and contracts), and whether there is competition in the marketplace.
   
   Additional issues and requirements for defining the need are discussed in Chapter 1 of SCM Volume 3.
   
   
3. Selecting the Acquisition Method
   
   In selecting the acquisition method, these rules shall be followed:
   
   • Use competitive means in all instances, unless the NCB process, emergency process, or an existing source is used in acquisitions of $5,000 or more. Requirements are in Chapter 3 of SCM Volume 3.
   • Assess whether the acquisition can be made through existing sources, such as Leveraged Procurement Agreements (See SAM 5291), community-based rehabilitation programs, interagency agreements, or State surplus. See Chapter 1 of SCM Volume 3 for additional information.
     
     
4. Obtaining Approvals
   
   For many IT acquisitions, it is necessary to obtain approvals before starting the procurement process. These approvals shall be obtained, as applicable, before releasing solicitation or purchase documents:
   
   • Verify the authority to initiate the acquisition and to sign the resulting purchase document.
   • Obtain and/or verify necessary approvals or delegated authority from the Department of Finance (DOF).
   • If the acquisition involves telecommunications goods and/or services, verify necessary authority or approvals from the DGS Telecommunications Division (TD) or the Department of Technology Services (DTS), Statewide Telecommunications and Network Division (STND).
   • If the acquisition is being conducted via the NCB process or requires DGS approval of an IT Procurement Plan (ITPP), verify there is an approved NCB request and/or ITPP prior to releasing solicitation or purchase documents.
   • If the acquisition is being conducted using a Request for Proposals (RFP) solicitation document, prior to release the RFP must be reviewed by the DGS Office of Legal Services.
   
   Further details on required approvals are contained in Chapter 1 of SCM Volume 3.