Division of Information Systems and Communications (DISC)
IT Contract and Vendor Information
Strategic Sourcing Team

• General Information
  • Home Page
  • FAQ:
  • Formation of Team
  • Contact Information
  • Past Meeting Minutes
• Computer Contracts
  • Dell
  • Gateway
  • Hewlett Packard
  • IBM
  • Lenovo
  • Microtech
  • Sun
• Printer Contracts
  • HP, Canon, Epson
  • Dell
  • Gateway
  • Hewlett Packard
  • IBM
• Misc Contracts
  • State Software Contract (LAR)
  • State Hardware Maint. Contract
  • Information Technology Training
  • IT Security Contract
  • IT Services Contract (old)
  • IT Services Contract (MITSC)
  • IT Services - Web Hosting & Dev
  • Telecommunications-7763
  • Office Supplies
  • Cellular Data
  • Enterprise Wireless
  • Tele Conference
  • Xiotech
  • STK
• Best Practices
  • Microsoft Desktop Decision Tree for Software Assurance
  • IT Hardware and Software Maintenance Decision Tree
  • Sole Source Guidelines
  • Process Model for Agency Only Contract Renewals
  • Computer Associates Billing Practices
  • Vendor's Fiscal Year
  • Telecomm Billing Handbook
  • TPR Samples

Process Model for Agency Only Contract Renewals

1. Each agency should keep some form of record of all their agency only contracts.  A small database or spreadsheet works well for this.  Among the data on each contract should be, but not limited to: contract beginning date, contract ending date, time required to cancel the contract, number of renewals allowed, length of renewals, additional costs involved with renewals.  Monitoring the database and/or spreadsheet on a weekly basis will ensure that no dates go by without notice.
2. If the contract went through state purchasing, they will notify either your purchasing department or the responsible person for the contract in enough time to complete the renewal or to start the rebidding process if no renewals exist on the contract.  Whether the contract went through state purchasing or not, use your database or spreadsheet to gain the information you need.  Start your process in enough time to complete your decision process before the time required to cancel the contract.
3. If the contract is for hardware or software maintenance, please go now to the document titled, “IT Hardware and Software Maintenance Decision Tree”.  After you have worked your way through that process, come back and start at step number four of this document.
4. By this point in the process you should have already made all of your decisions concerning this contract.  Those decisions should include:
   • Am I canceling this contract.
   • If I am canceling this contract, have I considered all the alternatives.
   • Am I renewing this contract.
   • If I am renewing this contract, have I considered any changes in the contract realized from past performance and the current environment.
   • Am I rebidding this contract and do I have the necessary specifications prepared.
5. If your contract went through purchasing, you are ready to give them your decisions and any needed documentation.  If your contract had not gone through purchasing, you are ready to contact the company and give them your decisions and any needed documentation.