This standard provides agencies with the process to follow for the procurement of Information Technology (IT) hardware, software, and services. Technology procurements are reviewed prior to the actual purchase transaction to ensure compliance to IT standards, consistency with enterprise architecture, conformance to agency IT plans, and adherence to procurement best practices.
Table Note #1: All procurements, regardless of cost, for acquisition of equipment related to network services (data, voice, video), servers (applications, electronic mail, file and print, database, server storage), or for hosting services outside of ITD must be reviewed by ITD and must include a copy of an approved Exception to Information Technology Standards form.
Table Note #2: All open-ended or hourly IT contracts without a guaranteed maximum payment or 'not to exceed' amount must be reviewed by ITD.
54-59-05 Information Technology Department - Powers and duties.
Each executive branch agency or institution, excluding the institutions under the control of the board of higher education, shall submit to the department, in accordance with guidelines established by the department, a written request for the lease, purchase, or other contractual acquisition of information technology. The department shall review requests for conformance with the requesting entity's information technology plan and compliance with statewide policies and standards. If the request is not in conformance or compliance, the department may disapprove the request or require justification for the departure from the plan or statewide policy or standard.
This standard applies to all executive branch state agencies and institutions, excluding the institutions under the control of the board of higher education.
Information Technology - Citing ND Century Code (Chapter 54-59-01.3), "'Information technology' means the use of hardware, software, services, and supporting infrastructure to manage and deliver information using voice, data, and video." ITD further defined this in its Definition of Information Technology.
State Term Contracts - The State Procurement Office has established term contracts for commodities commonly used by the state. Term contracts establish a supplier for specific commodities for a fixed period of time. Examples are term contracts for desktop computer equipment and printer equipment.
Invitation for Bid (IFB) - The Invitation for Bid (IFB), solicitation is used to request competitive sealed responses. The document includes or incorporates by reference a description of the needed commodity, specifications or scope of work, bidders’ instructions, contractual terms and conditions, evaluation criteria, price sheets for vendors to submit prices, and offer and acceptance sheet.
Request for Proposal (RFP) - The Request for Proposal (RFP) solicitation is used to request competitive sealed responses when award will be based on factors in addition to price, and when it is expected that any aspect of the requirements will need to be negotiated with respondents as part of the selection process and contract award.
Alternate Procurement (AP) - The Alternate Procurement (AP) request is used when a non-competitive procurement, limited competitive procurement, or purchase from another government entity's contract is sought.
Non-compliance with this standard shall be reported to the Office of the State Auditor and non-compliance to this standard represents a violation of state law. This standard communicates guidance for actions to be taken by agencies to remain in compliance.
Revision Number: 1
Revision Date: 2016-02-23
Effective Date: 2004-01-11
Last Reviewed: 2016-02-23