IT Staffing

Follow this competitive solicitation process when obtaining an ITSAC Contractor(s) using DIR's Cooperative Contracts for IT Staffing Services. 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. State agencies are not required to obtain DIR's signature on a resulting Purchase Order when using an IT Staffing Services contract.

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, 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 Not To Exceed (NTE) rate(s)
   • Contractor background checks
     Per Section 9. 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.
   • 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
      

Follow this process when obtaining an ITSAC Contractor(s) using DIR's Cooperative Contracts for IT Staffing Services using the best value method. For the best value process, the requirements to obtain bids from the Texas Industries for the Blind and Handicapped (TIBH) apply. In addition, pricing request threshold requirements 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 TIBH. Otherwise, the agency must solicit a response from the TIBH ITSAC contract and one or more other vendors, 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 $1 million, 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 $1 million but not more than $5 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.

Threshold 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. For additional information on threshold requirements, please see the Threshold Quick Reference Guide.

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-TSO-3503) for the selected labor category.
     
   • 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)
     
   • Contractor background checks
     Per Section 9. 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.
   • 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:
   • Justification statement
   • Awarded vendor(s)/contractor(s) names and vendor’s DIR Contract number
   • Category, title, level
   • Awarded hourly rate
   • Email Letter of Justification to joan.scott@dir.texas.gov and ann.texter@dir.texas.gov
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.