IT Staffing

Number of Work Order Solicitations per ITSAC Vendor Fiscal Years 2014-2016

Changes to IT Staffing Services Contracts (ITSAC) for State Agencies related to Senate Bill 20 (SB 20)

SB 20 requirements are for state agencies only. Threshold processes do not apply to Institutions of higher education, K-12, local governments, assistance organizations, or out-of-state customers.

SB 20 does not require state agencies to obtain DIR's signature on a resulting Purchase Order when using an IT Staffing Services contract. For the ITSAC competitive solicitation process, DIR will solicit responses from all ITSAC vendors for a selected labor category.  This process will ensure that state agencies will have met all pricing request threshold requirements of SB 20.

For the best value process, the SB 20 threshold requirements apply to IT Staffing Services contracts; however, the requirements to obtain bids from the Texas Industries for the Blind and Handicapped (TIBH) requirements also still apply.  Consequently, state agencies must meet the following requirements:

  • For a contract with a value of $50,000 or less, the agency may directly award the contract to a single vendor on the DIR list IF that vendor is TIBH.  Otherwise, the agency must solicit a response from the TIBH ITSAC contract and another vendor, following the process identified in the IT Staffing Services Best Value Process section below.
  • For a contract with a value of more than $50,000 but not more than $150,000, the agency must submit a request for pricing to at least three ITSAC vendors on DIR contract, including TIBH.  The agency should follow the process identified in the IT Staffing Services Best Value Process section below.
  • For a contract with a value of more than $150,000 but not more than $1 million, the agency must submit a request for pricing to at least six ITSAC vendors on DIR contract, including TIBH.  The agency should follow the process identified in the IT Staffing Services Best Value Process section below.

Per Section 8. Vendor Responsibilities, J.  Background and/or Criminal History Investigation of Appendix A of the IT Staffing Contracts, Customers may perform background checks on any incoming contract staff obtained through the ITSAC process (either competitive solicitation or best value process).  DIR recommends that Customers perform a background and/or criminal history investigation on any vendor personnel who will have access to sensitive and/or secure systems, data or materials.

For additional information on SB 20 requirements, please see the Senate Bill 20 Quick Reference Guide.

IT Staffing Services contracts provide for temporary IT staffing augmentation services on a time (hourly) basis. Contracted staff render services and are paid on an hourly basis.

IT Staffing Services contracts do not provide for deliverables-based, outsourced systems integration or application development projects, requiring acceptance of a Statement of Work and authorization for payment of milestone tasks. Agencies should proceed with those procurements through DIR’s Deliverables-Based IT Services contracts

There are two processes to procure IT Staffing Services:

IT Staffing Services (ITSAC) Competitive Solicitation Process

Follow this process when obtaining an ITSAC Contractor(s) using DIR's Cooperative Contracts for IT Staffing Services.

  1. Customer generates and submits IT Staffing Services Request Form - DOCX (47 KB) to DIR for competitive opportunities. DIR generates an IT Staffing Services Solicitation and assigns the response due date per customer.
  2. DIR makes any necessary modifications to IT Staffing Services Solicitation and receives approval from customer.
  3. DIR distributes the IT Staffing Services Solicitation to the appropriate vendors and sends a copy to the customer.
  4. DIR responds to vendor inquiries/questions regarding the IT Staffing Services Solicitation.
  5. DIR receives Vendor responses and conducts compliance review.
  6. DIR forwards compliant resumes and response tabulation to customer for review/selection of worker(s).
  7. *FOR STATE AGENCY CUSTOMERS ONLY: If a state agency customer receives a TIBH candidate resume, the agency must review the TIBH response and determine whether to select the candidate or not. If the TIBH candidate is selected, the agency customer will follow the ITSAC Competitive Selection Process. If the candidate is not selected, the agency will follow the ITSAC Competitive Selection Process and must report this selection decision on the agency’s State Use Report as per HRC 122.
  8. Customer schedules and conducts interviews of candidates.
  9. Customer identifies the ITSAC Contractor(s) and terms:
    • Selection of worker(s)
    • Negotiation of hourly rate(s) below the NTE rate(s)
    • Identification of contract term (start and end dates)
    • Any other related terms and conditions that do not weaken DIR awarded contracts
  10. Customer generates a purchase order directly/payable to IT Staffing Services vendor. Customer must reference Vendor Contract Number on purchase order. Reference IT Staffing Services Vendors list. Purchase orders are effective and binding when accepted by vendor.
  11. Customer provides DIR with a copy of the finalized IT Staffing Services Solicitation response tabulation, including:
    • Awarded vendor(s)/contractor(s) names
    • Awarded hourly rate
    • Quantity of hours
    • Extended price
    • List of candidate(s) interviewed
    • Customer shall also update DIR upon termination of contractor and/or completion of project.
  12. Customer manages ITSAC Contractor(s).
  13. Vendor submits invoices directly to the customer. Invoices are to be issued in compliance with TGC 2251.
  14. Customer makes payment directly to the vendor. Customers are to comply with TGC 2251, in making payments to vendors.
  15. Vendor collects and compiles all sales into a single detailed monthly report and provides that report, in the required format, to DIR. The report is submitted electronically to DIR no later than the fifteenth (15th) calendar day after the close of the previous month period. The monthly report includes the following per transaction:
    • Company name
    • Customer name
    • Invoice date
    • Invoice number
    • Worker classification (Category, Title, Level, and Technology Type)
    • Contractor name
    • Awarded hourly rate
    • Quantity of hours
    • Extended price
    • Customer purchase order number
    • Contact name
    • Customer’s complete billing address

IT Staffing Services (ITSAC) Best Value Process

Follow this process when obtaining a worker using DIR's Cooperative Contracts for IT Staffing Services.

  1. Customer identifies ITSAC labor category to be procured.
    • FOR STATE AGENCY CUSTOMERS ONLY: State agency customer is required to solicit a response from the TIBH ITSAC contract (DIR-SDD-2316) for the selected labor category. Click here for Contact information for the TIBH ITSAC Contract.
    • If the state agency receives a TIBH candidate resume, the agency must review the TIBH response and determine whether to select the candidate or not.
    • If the TIBH candidate is selected, the agency will proceed to item 3 below.
    • If the candidate is not selected, the agency may proceed to item 2 below for satisfying the non-competitive requirements and shall provide DIR with a copy of their “Best Value” justification letter. In addition, the customer must report this decision on the agency’s State Use Report as per HRC 122.
    • Non-Texas State Agency Customers proceed to item 2.
  2. Customer identifies the ITSAC contractor(s) and terms:
    • Selection of ITSAC contractor(s)(s) from a DIR IT Staffing Services vendor
    • Negotiation of hourly rate(s) below the NTE rate(s)
    • Identification of contract term (start and end dates)
    • Any other related terms and conditions that do not weaken DIR awarded contracts
  3. Customer generates a purchase order directly/payable to IT Staffing Services vendor. Customer must reference Vendor Contract Number on purchase order. Purchase orders are effective and binding when accepted by vendor.
  4. Customer provides DIR with a BEST VALUE LETTER OF JUSTIFICATION, including:
  5. Customer manages ITSAC contractor(s).
  6. Vendor submits invoices directly to the customer. Invoices are to be issued in compliance with TGC 2251.
  7. Customer makes payment directly to the vendor. Customers are to comply with TGC 2251, in making payments to vendors.

The following provides additional information about the IT Staffing Services program:    

Information about file formats

DIR works with small, medium, large, HUB, and non-HUB vendors from a diverse range of disciplines. These vendors provide high quality services at competitive prices.

If you have any questions, please email Joan Scott or contact her by phone at 512-475-3290.