As part of the Statewide IT Procurement Office’s continued effort to improve the IT procurement process, all Executive Branch state agencies that use the NC eProcurement system will be required to use the NC eProcurement Contracts Tool to submit applicable1 IT contract amendments, renewals or termination letters to the N.C. Department of Information Technology for approval.
This process is effective Sept. 18, 2023. Email submissions will not be processed after Sept. 15, 2023.
State agencies will experience the following benefits in using the NC eProcurement Contracts Tool:
- Simplified processes by using the same tool and steps when agency procurement staff submits contract amendments and renewals for IT and non-IT contracts
- Improved transparency in tracking the status of the NCDIT approval process with the contract tool’s workflow
- Easier to conduct reference searches or audits in the future by using a central location for storing NCDIT’s approvals of amendment and renewal documents
- Faster approvals due to the ability to track and manage NCDIT approval status and cycle times
To prepare for this change, we recommend that state agencies conduct the following steps:
- Distribute this memo to all procurement staff within your organization to help ensure knowledge of and compliance with this new mandate.
- Create Contract Workspaces in the NC eProcurement Contracts Tool for all active IT contracts. You may need to create a follow-on Contract Workspace for any Contract Workspace that was created prior to May 23, 2023, so that the appropriate NCDIT approval workflow is available.
- Review the available training resources below to help you effectively use the NC eProcurement Contracts Tool:
− Creating a Contracts Workspace (IT) Job Aid
− Modifying a Contract Workspace (IT) [Amendments] Job Aid
- For questions or issues in using the NC eProcurement Contracts Tool, please contact the NCEP Help Desk at 888-211-7440 (select option 1) or email@example.com.
- For questions or concerns regarding this mandate, please contact James Tanzosch at firstname.lastname@example.org.
Thank you in advance for your support and compliance.
1State agencies must submit all IT contract amendments, renewals and termination letters to NCDIT unless they have an exemption from NCDIT approval that is documented in statute.