web
You’re offline. This is a read only version of the page.
close

Procurement and GTS Standards

  Related links
Accessibility Data Protection and Privacy Development Embrace Open Source Encryption Networking Open Standards and Integration Procurement Reuse of Technology Security Smart Services Store it Once The Cloud User Requirements and Needs

When purchasing goods or services relating to ICT, sections C.04 (Information Communications Technology Hardware and Software Procurement) and C.06 (General Procurement) of the financial regulations must be followed. The regulations can be found here. These regulations also include travel or training. The Financial Practice Note was issued by the Treasury with the objective to:

  • Ensure value for money from ICT
  • Mitigate against risk to the corporate technology infrastructure
  • Ensure effective planning within the Department and across the shared services.

Significant areas of the ICT section are:

"This Financial Practice Note applies for ICT projects where ANY of the following apply:

  1. there is any element of delivery of services via channels enabled by technology;
  2. the project involves external suppliers or consultancy in the delivery of ICT;
  3. the project cost is greater £10,000 (hardware, software, subscriptions, development, etc) when considered over a 3 year period;
  4. the ICT component resides either off or on the corporate network after delivery and/or  affects anything residing on the corporate network."

"The Delegated Officer must ensure:

  1. that all ICT hardware procurement shall be undertaken, or facilitated, by GTS in conjunction with the Government's Procurement, Installation, Support & Maintenance (PISAM) contracts;
  2. That any Project with an ICT value of more than £250,000 has received prior written approval from the Treasury;
  3. That the ICT component meets the business requirements and business specifications;
  4. That ICT projects complete a post implementation review as part of project or programme delivery;
  5. That no ICT equipment will be modified or connected to the IOMG network without the express approval of GTS."

"The Budget Holder must ensure, within their designated Budget Area:

  1. that any ICT equipment which does not fall within the scope of the PISAM has been reviewed and approved by GTS on behalf of the requesting designated body;
  2. that all ICT projects complete a post implementation review as part of project or programme delivery;
  3. that all ICT enabled projects are registered and logged through a Documented Request, in the format provided by GTS, which will be reviewed and authorised by the Director of Government Technology Services (GTS);
  4. that no ICT equipment will be modified or connected to the IOMG network without the express approval of GTS."

Important excerpts from the General Procurement section are:

"For Orders/Contracts with a cost of £500 or less:

1.1. seek the best value for all goods & services purchased via obtaining verbal, internet or written prices/quotes before procuring goods or services;"

"For Orders/Contracts with a cost of over £500 and less than or equal to £10,000:

1.2. obtain and retain a record of three quotations or estimates before procuring goods or services;

1.3. retain the record of quotations or estimates obtained for a period of 12 months following the end of the financial year to which they apply;"

"For Orders/Contracts with a cost of over £10,000 and less than or equal to £100,000:

1.4. ensure that the opportunity is advertised on Government's Procurement Portal managed by the Attorney General's Chambers or the Attorney General's Chambers' website in accordance with Appendix 1."

"Where the contract may involve the transfer of Personal Data to the supplier:

1.5. ensure that the Information Security due diligence requirements set out in FPN C.10 Tender Evaluation/Appendix 1 are met"

The Cabinet Office have a Procurement Team that can assist you with following these processes. They are available at CabinetOffice.Procurement@gov.im. They can:

  • Help with advice on purchasing process
  • Assist you with advertising to the AG's procurement portal
  • Advise as to whether an exemption is required, which elements of the regulations need to be considered in this and register this electronically
  • For significant spend (typically greater than £100k), register your intention on the Department's procurement plan
  • Help with the formation of contracts (where required).

Licensing

The Isle of Man Government is committed to correctly licensing all software in use. If your project requires or changes the software licensing requirements then you must ensure that the impact of this is understood and appropriate budget is in place both to acquire the required licences and ensure they are renewed as appropriate.

Part of this process is to review the licence agreement and ensure your usage is compliant and that the licence terms are acceptable.

You should ensure you have reviewed and considered the DA statement on open source.

Where possible commercial licensing should be purchased through existing agreements to ensure maximum benefit from Government Discounts and reduce administration in the future.

Integration considerations for Procurement

Any new system developed or procured for IOM Government must be able to:

  • expose functions as an API (REST) or Web Service (SOAP) to be consumed in a B2B capacity - preference is REST
  • consume data via RESTful (XML/JSON) or Web Service calls (SOAP) calls - preference is RESTful

  Related links