Authority/Reference(s) HHSC Circular C-037; Texas Government Code §2155.144; Texas Government Code §531.0055; Texas Government Code §2155.063; 1 Texas Administration Code Chapter 391, Subchapter B
Revision Date March 31, 2025

Policy

Procurement planning and coordination is essential to achieving successful contract and grant outcomes and requires DFPS staff to work with internal and external stakeholders. To the extent possible, contract managers should be involved in this process, as decisions made during procurement planning directly affect the contracts they manage.

Contract staff should be familiar with key stakeholders, contractual elements (e.g., statement of work), and considerations of the procurement planning process before executing any contract or grant.

Key Stakeholders in Procurement Planning

The Health and Human Services Procurement and Contracting Services (HHS-PCS) division   procures  goods and services on behalf of DFPS. DFPS contracts and program areas provide subject matter expertise for the goods and services  purchased. To ensure timely contract execution, DFPS submits the HHS Procurement and Forecast Action Plan (PFAP) to HHS annually and then each quarter with additional updates monthly as needed. This plan is approved by the DFPS Deputy Commissioner prior to submission to HHS.

DFPS staff coordinate with stakeholders including, but not limited to:

  • Program divisions;
  • Contract divisions;
  • Contract performance;
  • Contracts Legal
  • Contract Oversight and Support (COS);
  • Historically Underutilized Businesses (HUB) program;
  • Information Resource Management (IRM);
  • Office of Information Security (OIS);
  • Executive Leadership.

Procurement Planning Elements

For a procurement to be processed timely, DFPS ensures the following essential elements are included and are accurate before submitting a requisition in CAPPS FIN:

  • Determination of Need
  • Determination of Information Security Requirements
  • Determination of the Contracting Relationship
  • Determination of Payment Type
  • Statement of Work

Additional documentation is required for  Sole Source, Proprietary, and Emergency purchases. These procurements require consultation with DFPS Contracts Legal and executive level approvals before submitting a requisition in CAPPS FIN.

Procurement Planning Considerations

Timelines are an important part of procurement planning to ensure a contract or grant is executed by the designated start date. Timelines may depend on dollar amount, scope, type, and complexity of the procurement, and the need for external reviews.
Coordination with key stakeholders ensures all required elements are included and sufficient time is allotted to procurement development.

External reviewers may include:

  • Contract Advisory Team (CAT): Includes members from the Comptroller of Public Accounts, Department of Information Resources, HHSC, Office of the Governor, Texas Facilities Commission, Department of Public Safety, and Texas Department of Transportation. CAT reviews and makes recommendations about the procurement documents for contracts with an estimated value of $5 million or more.
  • Quality Assurance Team (QAT): Includes members from the Legislative Budget Board, Department of Information Resources, Comptroller of Public Accounts, and State Auditor's Office. QAT is required for all Major Information Resources Projects.
  • Department of Information Resources (DIR); Coordinates and supports the IT and telecommunications needs of the State, which includes procuring and managing statewide cooperative contracts for IT products and services. DIR reviews statements of work submitted by DFPS for specific contract types and processes notifications from DFPS for internet and native mobile applications when duplicating a state electronic internet portal function.

Procurement Planning Resources

Consult with the designated point of contact below or review the identified resources: