|Revision Date||February 14, 2022|
Procurement planning and coordination is essential to achieving successful contract outcomes, and requires DFPS staff to work with both internal and external stakeholders. In most cases, contract managers are not involved in this process, however decisions made during procurement planning directly affect the contracts they execute and requirements necessary throughout the duration of a contract. Therefore, contract staff should be familiar with the key stakeholders, elements, and considerations of the procurement planning process before executing any contract.
Key Stakeholders in Procurement Planning
DFPS relies on the Procurement and Contracting Services (HHS-PCS) division of Health and Human Services (HHS) for the procurement of goods and services for our agency. While DFPS provides subject matter expertise for the goods and services it purchases, HHS-PCS provides the subject matter expertise for the procurement process.
To assist with procurement planning and to ensure timely contract execution, DFPS submits the HHS Procurement and Forecast Action Plan (PFAP) annually to HHS, with monthly updates as needed. This plan forecasts complex procurements and must be approved by the DFPS Deputy Commissioner prior to submitting to HHS.
DFPS Contracts Legal is an essential stakeholder in procurement planning and development and must be included in this process.
DFPS staff must coordinate with the appropriate internal stakeholders during procurement planning and development which may include:
- Program divisions;
- Contract divisions;
- Contract performance;
- Contract Oversight and Support (COS)
- Historically Underutilized Businesses (HUB) program;
- Information Resource Management (IRM);
- Office of Information Security (OIS); and
- Executive Leadership.
In addition to the PFAP report, DFPS is responsible for submitting the procurement requisition in CAPPS FIN.
Procurement Planning Elements
There are essential elements required for all procurements that will result in one or more contracts. In order for a procurement to be processed in a timely manner, DFPS should ensure that the following essential elements of a procurement are included and are accurate before submitting a requisition in CAPPS FIN 9.2:
- Determination of Need;
- Determination of Information Security Requirements;
- Determination of the Contracting Relationship;
- Determination of Payment Type; and,
- Statement of Work.
Additional documentation is required for some procurements, including Sole Source, Proprietary and Emergency purchases. These types of procurements require Executive level approvals before submitting a requisition in CAPPS FIN 9.2, and Contracts Legal must be consulted.
Procurement Planning Considerations
Procurement planning requires timelines to ensure that a contract can be in place by the designated start date. DFPS must consider several factors in order to ensure enough time to plan and develop a procurement including dollar amount, scope, type, and complexity of the procurement.
Depending on the type of procurement, there may be external reviews required, which will need additional time factored in to the procurement planning timeline.
Examples of external reviews and coordination that may be required, dependent on type and scope of the procurement, 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, and Department of Public Safety. The 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 (LBB), 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.
It is important that procurement planning happens in coordination with the key stakeholders in order to ensure that all required elements are included, sufficient time is given to procurement development and Contracts Legal is consulted throughout the process.