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CA DGS - IT Purchase Negotiation Process Guide

CA DGS - IT Purchase Negotiation Process Guide

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Published by gnostication
Standard CA State guide instructing negotiation process for IT purchases of goods and/or services.
Standard CA State guide instructing negotiation process for IT purchases of goods and/or services.

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Published by: gnostication on Oct 01, 2013
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03/12/2014

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NegotiationProcess Guide
for IT Goods & Services 
 April 2013
 
 2
TABLE OF CONTENTS
 A. Introduction 3
 
B. Request 4C. Conditions Using the Negotiation Process 4D. Pre-Negotiation Preparation 6E. Negotiation Process 11F. Issue a Contract 13
*Disclaimer*
This Guide does not supersede current DGS policy stated in the StateContracting Manuals. All samples and examples are to be used as educationalmaterial; any question and concern regarding policy should be resolved using theState Contracting Manuals or by contacting the Procurement Division.Please review the updated policy and negotiation process procedures under PCC 6611found in SCM Volume 3 (Page 49).
 
 3
A. Introduction
This document, the
Negotiation Process Guide
,
is a user’s guide for 
Statedepartment and agency staff for the purpose of explaining the use of negotiations ina clear and concise manner. It explains procedures and provides examples for understanding the use of negotiations as well as the procedures departments or agencies may follow when requesting negotiations under Public Contract CodeSection 6611 (PCC 6611).It is important to remember throughout this process that utilizing PCC 6611 is anopportunity for you as a fiduciary of the State to save the taxpayers money and getthe best deal possible. If you have any questions before entering or during thisprocess please contact Procurement Division. 
Definitions
To assist with the reader’s understanding of this
guide, certain definitions of wordsand terms are helpful. They are as follows:Negotiations Briefing Binder 
 –
the confidential strategy document used to brief theState Negotiation Team and Executive Management Team in preparation for andduring contract negotiations.Negotiations Support Team
 –
those individuals assigned to provide research,analysis, clerical, and liaison support to the State Negotiation Team.Contract
 –
this is the final document that will be sent forward for approval.Executive Management Team
 –
management and executive level representatives of the DGS, contracting agency, and the CTA overseeing the procurement.Final Draft Contract
 –
the contract that represents the agreed-upon statement(s) of work (SOW), terms and conditions and attachments between the State and thecontractor. This document will be used during final executive review period.Gap Analysis
 –
the analysis of the difference between the S
tate’s
desired terms andthose proposed by the contractors.State Negotiation Team
 –
those individuals representing the State who participate innegotiations with the Contractor.Sub Teams
 –
the subject matter experts (SME) and Contractor Representatives whodevelop and draft subject matter specific information.Working Draft Contract
 –
the version of the contract being used during the contractnegotiations and updated on a regular basis.

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