12 Miss. Code. R. 3-20-400.10
(added 1/25/01)
In an attempt to standardize and coordinate the responsibility for communication systems to serve State-owned facilities, the Bureau of Building, Grounds and Real Property Management (B0B), as the Owner, has set forth the following policy for site and building communication systems. The following guidelines delineate the Bureau's Information Systems Policy and related forms.
Information Systems Policy Elements |
* Information Technology Service (ITS) |
* Long Range Plan |
* Project Initiation |
* Planning/Construction/Inspection Options |
* Construction Coordination |
* Fees |
* Total Project Budget |
* Change Orders |
* Forms/Samples |
BOBBureau of Building, Grounds and Real Property Management
UAUsing Agency
ITSInformation Technology Service
SAFStandard Approval Form - Bureau of Building, Grounds and Real Property Management
PPRBPublic Procurement Review Board
GSGeneral Services
At an appropriate time in an on-going building project, usually at the Schematic Design Phase, the BOB will initiate, as required, a communications project which expands the scope of the related building project to include voice and data systems (communications). The intent is to initiate an accompanying communications project applicable to the building project.
i.e. GS# 100-100 New Building
GS# 100-101 Communications/New Building
Some projects may not require the initiation of a new project and the scope-of-work for communications may be included in the initial building project. Options are outlined in Paragraph E.
ITS will be listed on all communications projects as the Professional.
In order to prepare this CP-28, the BOB requests the UA = s letter outlining:
This UA letter will become an attachment to the submitted CP-28 as prepared by the BOB and executed by the BOB Director. The budget and schedule must be recorded.
The Bureau of Building will submit the completed CP-28 to ITS. Copies will be furnished to the UA and other Project Professionals.
ITS will define whether the UA is an Operational Customer or Support Services Customer. Operational Customers receive detail services and continuing service, maintenance, procurement and billing services from ITS. Support Service Customers receive limited services from ITS following the completion of the CP-1 scope-of-work.
With the UA, ITS will define and coordinate the requirements, systems, scopes-of-work, budgets, time schedules and other coordination requirements for the on-going building project.
Following the submitted CP-28, ITS will initiate a CP-1 Acquisition Approval Form and transmit to the BOB. An estimated communication's contract time should be included. This CP-1 will become the basis of an award of a public contract by the Public Procurement Review Board (PPRB). Notice of PPRB acceptance of the CP-1 will be forwarded to ITS, UA and other Project Professionals. ITS will issue the Communication Contractor's Notice to Proceed and include an estimated contract time and Contractor billing procedures, including invoice and pay application routing. By submitting the CP-1, ITS indicates the required coordination with the Building Professional has been accomplished.
The design and construction of communications work can then begin and proceed as designed, directed, authorized, coordinated, inspected and approved by ITS.
When there are multiple prime Contractors on the same building project (Building Contractor and Communications Contractor), coordination and cooperation are very important. Communications Contractor coordination is the responsibility of ITS - compliance with the CP-1 and/or contracts. Any required Communication Contractor coordination or ITS coordination with the Building Contractor should be the responsibility of the project's Architect/Engineer - the Building Professional.
Certain useful "tools" are a part of the Building Contractor's contract. These tools include:
Any or all of these "tools" may be used to increase Contractor/Professional coordination and cooperation on the building project.
ITS will review and respond by approving or disapproving the CP-5. A copy of this response should be forwarded to BOB and project Building Professional by the UA.
With the approved CP-5, the UA may then request the project Building Professional to include the desired scope-of-work in the planning and construction process. Before Building Professional includes the scope-of-work in the construction contract, the BOB and the UA must approve scope. This cope-of-work is usually bid as a part of the construction contract or may be a separate contract depending upon the estimated cost and the construction schedule as approved by BOB and UA.
Once established by the CP-1, the contract amount for communications systems work will be included in the TOTAL PROJECT BUDGET - Standard Approval Form - Bureau of Building, Grounds and Real Property Management.
Any changes to the CP-1-schedule, construction cost and/or scope-of-work, etc., must be approved in advance of any construction work at the site by the BOB and UA. Any changes to ITS SCOPE AND BUDGET OUTLINE must be approved by the BOB.
ITS Procurement Request FormCP-28
ITS Request for Exemption FormCP-5
Sample
Scope/Budget Outline
This is not to exceed project estimate to be used for budgetary purposes. True costs will be detailed and communicated to the Bureau of Building as the project progresses.
Equipment of Work Description | Expenditure Document | Not to Exceed Cost Estimate |
1) Remote Lucent G3 cabinet, electronic circuit packs, and 204 digital sets Includes equipment/installation | CP1 | $501,000.00 |
2) Cable System-voice and data connectivity material *1,020 data category 5 cables @ $160.00/cable data cables tested @ 100 Mbs 1020 telephones cables @ $90.00/cable Includes material/labor | CP1 ITS Service Invoice | $275,000.00 |
*MSDH may opt to facilitate data cable installation outside of this cost estimate. | ||
3) Remainder of infrastructure fiber/copper redundant cabling Includes material/labor | CP1* | $ 55,000.00 |
*ITS assumes this will be installed via our General RFP/RFQ process. | ||
4) Telephone sets: 200 Panasonic sets Includes equipment | ITS Invoice | $ 11,204.00 |
5) G3 programming charges Includes telephone system/set programming | ITS Invoice | $ 22,950.00 |
6) Misc. equipment/material (i.e., blue boards/66 blocks/riser cable/misc.) | ITS Invoice | $ 5,000.00 |
7) BellSouth Trunking: 48 OGO;s; 48 DID's; 48 DCS/Tie connections (Inbound/outbound trunking installation) Includes material/labor | BellSouth Invoice | $ 28,000.00 |
Form CP-1 CP-1 Acquisition Approval Form | Total Estimated Cost Page 1 | $898,154.00 |
Effective Date:: 10/05/1998 | Dept. of Information Technology Services 301 North Lamar Street, Suite 508 Jackson, MS 39201-1495 (601) 359-1395 | CP-1 |
Expiration Date: 04/03/1999 | Approval Number ___________ | |
Date Printed: 10/06/1998 | Acquisition Method: PURCHASE/1-TIME | |
This is your authorization from ITS to issue a purchase order and/or make ongoing payments for the following configuration to the vendor listed at the prices itemized. Contracts, if any, have been signed by ITS and forwarded to the vendor. This procurement is contingent upon availability of funds and will not become final until vendor has received a purchase order from your agency. Keep this form with your financial records to provide an audit trail of ITS approval. Reference the CP-1 number and dates covered by the payment on each copy of your purchase order. Contact ITS for revised approval if: vendor or acquisition plan changes; there are major changes to the configuration; CP-1 has expired; or the total expended amount exceeds the CP-1 Life cycle limit. It is important to issue your purchase order number promptly upon receipt of this CP-1 because the vendor is not required to honor pricing indefinitely. The CP-1 may contain an expiration date which the vendor will honorpricing, in order to allow sufficient time to complete paperwork.
FIN. & ADMIN. - BUREAU OF BUILDING ATTN: MR. BURTON SPENCER 501 NORTH WEST STREET, SUITE 1401B JACKSON MS 39201 HANDMAIL Location/Use information: EMCC GC# 204-033 | PLACE ORDER TO: UPCHURCH TELECOM AND DATA INC PO BOX 301 GREENWOOD MS 38935-0301 MAKE PAYMENTS TO: UPCHURCH TELECOM AND DATA INC PO BOX 301 GREENWOOD MS 39835-0301 |
FUND NUMBER(S) 392R | SAAS AGCY CODE | MAX ANNUAL CPl LIFEYCLE % INCREASE LIMIT 0.00 % 12449.66 1 PAYMENT | RFP NO(S) SOLE SOURCE/RFP NOT RQD | REV N | DIVISION DP | |
SAAS VENDOR VOOO1141090 | PRNO DAR-30341-3 | ATHY D | DATE ISSUED 10/06/1998 | |||
DESCRIPTION OF USE: INCREASE CAPACITY TO THE MAYHEW CAMPUS PBX TO ACCOMMODATE NEW TECHNOLOGY CENTER. COMMENTS/SPECIAL INSTRUCTIONS: THIS EQUIPMENT ADD IS BEING PERFORMED BY VENDOR THAT CURRENTLY HAS MAINTENANCE CONTRACT. | ||||||
QTY | PRODUCTS | EACH RETAIL | EACH NET | MIN EXTENDED NET CODES: | CODE | SAAS COMMODITY |
1 | NEC 1400 CAPACITY INCREASE ONETIME | 12,326.40 | 12,326.40 | 162 | 72557000000 | |
12,326.40 |
...................................................End of CP-1............................................................................................................................
APPROVED ITS DATE: 10/06/1998 | DISTRIBUTION TO: FILE: DAR30341 DFA/FCD |
Need PPRB Notice of Award approval to ITS
Need ITS Notice to Proceed
12 Miss. Code. R. 3-20-400.10