Information Technology Retainer Contracts


| OPC Home | IT Retainer Contracts | Statewide Contracts | Computer Contracts | Communication Contracts |


Overview

The Office of Purchasing & Contracting (OPC) has competitively procured master contracts with vendors that have been pre-qualified to provide information technology professional services in one or more of the categories of services listed below. These master contracts, or “IT Retainer Contracts”, establish the terms and conditions applicable to the vendor’s provision of services to a State Agency/Department, and the maximum allowable rates applicable to each category of service. This enables State Agencies/Departments to quickly and efficiently obtain competitive pricing proposals to meet a business need from multiple vendors that have been pre-qualified in the applicable category of service.

A State Agency/Department obtains services under the IT Retainer Contracts by executing a Statement of Work (SOW) Agreement with a retainer vendor. To procure a SOW Agreement, an Agency/Department must define its business need(s) in a Statement of Work-Request for Proposals (SOW-RFP), using the form provided below. The SOW-RFP is issued by the Agency of Digital Services, on behalf of a State Agency/Department, to solicit responses from eligible retainer vendors that are pre-qualified to provide services in the desired category(ies) that meet the business need(s). A contract resulting from the SOW-RFP may be awarded in the form of a Statement of Work (SOW) Agreement, using the form included below. Any State Agency/Department wishing to utilize the IT Retainer Contracts should review the below section entitled “How to Obtain Services from an IT Retainer Vendor” and contact the Agency of Digital Services for assistance.

The process for procuring a SOW Agreement neither invites nor allows re-negotiation of the terms and conditions of the master IT Retainer Contracts. Each and any SOW Agreement is executed subject to the terms and conditions of the retainer vendor’s master contract with the State. Because of this, the SOW Agreement process is necessarily focused on defining the scope of work within the applicable service category and securing the best pricing for the Agency/Department. Retainer vendors responding to a SOW-RFP may offer better pricing than is established under their master contract with the State. However, retainer vendors must conform their bids in all ways to the terms and conditions of their master contract with the State, including proposed roles and maximum allowable rates.


Pre-qualification of Vendors

OPC administers and maintains the IT Retainer Contracts through periodic issuance of a request for proposals (RFP), about every two years, inviting vendorsto establish pre-qualification under any one or more to the categories of service set forth in the RFP. During the period between formal RFP issuance, a vendor may request review and inclusion on the pre-qualified retainer list by contacting OPC for a copy of the then-current RFP at (802) 828-2211 or SOV.OPC@vermont.gov . Vendor proposals will be evaluated under the criteria identified in the then-current RFP. All vendors determined qualified by the State, and who executes an IT Retainer Contract with the State, will be included on the pre-qualified retainer list.


Restrictions on Use of SOW Agreements

Each IT Retainer Contract includes language that sets limits on the maximum dollar amount payable by an Agency/Department under a SOW Agreement. These amounts vary by vendor. The IT Retainer Contract spreadsheet linked below summarizes the dollar limits applicable SOW Agreements with each retainer vendor.

Any SOW Agreement in excess of the established dollar limit is not authorized and shall not be executed except where the Agency/Department has first obtained a waiver from the State Chief Information Officer (CIO) authorizing the use of the IT Retainer Contract.


SOW-RFP & SOW Agreement Templates:

Information about use of these forms is further below on this webpage, within the section entitled “How to Obtain Services from an IT Retainer Vendor”.


Current Categories


How to obtain Services from an IT Retainer Vendor:
 

A State Agency/Department obtains services under the IT Retainer Contracts by executing a Statement of Work (SOW) Agreement with a retainer vendor. The general steps to procure a SOW Agreement are outlined below. Agencies/Departments should contact the Agency of Digital Services (ADS) for further information and assistance.

Step One:
The Agency/Department defines its business need(s) in one or more of the available service categories (see “Current Categories” listed above) using the Statement of Work-Request for Proposals (SOW-RFP) form linked above. The Agency/Department will then deliver the SOW-RFP to the Agency of Digital Services at:

SOV.ITContractingandProcurement@vermont.gov

Step Two:
The SOW-RFP is issued by the Agency of Digital Services, on behalf of a State Agency/Department, to all pre-qualified retainer vendors within the applicable service category(ies) identified in the SOW-RFP. Those prequalified vendors may then submit bids within the date and time established by the SOW-RFP.

Step Three:
The Agency/Department evaluates proposals under the criteria of the SOW-RFP, prepares a proposed SOW Agreement with the selected vendor(s), and submits the proposed SOW Agreement to the ADS for review and approval. SOW Agreements valued at $25,000 or greater will also require certification by the Attorney General’s Office (AGO) prior to execution.

Step Four:
After all prior approvals have been obtained, the Agency/Department may enter into a SOW Agreement with the selected retainer vendor. Note: SOW Agreements shall not be executed by the Agency/Department unless approved in advance by the ADS and any other prior approvals have been obtained.

Step Five:
Once the SOW Agreement is fully executed by the Agency/Department and the retainer vendor, the Agency/Department is responsible for administering the SOW Agreement (managing vendor performance and payments therefore), with oversight by the ADS.


If you need additional information, contact Stephen Fazekas, Technology Procurement Administrator - 802-828-2210.


 

Contact Us

Commissioner's Office
2 Governor Aiken Avenue
Montpelier, VT 05633-5801
(802) 828-3519
 
24/7 Statewide Security Phone
(802) 828-0777
24/7 Statewide Security Pager
(802) 240-0068

Public Records Requests & Public Records Database