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IT Temp QPA Procedures

The Indiana Office of Technology Information Technology Temporary Personnel Quantity Purchase Agreements (IT Temp QPAs) are in place with eighteen vendors. Vendors are listed in the contacts list. The vendor rates show the rates for each vendor per area of service and job description. These QPA agreements may be used by any and all state agencies, and by political subdivisions.

The IT Temp QPAs provide a means to obtain IT personnel for up to six months from up to nineteen vendors, each bidding on up to 57 job descriptions and at three levels of experience within each job descriptions.

The 57 job descriptions include skill sets in most of the major IT areas, including:

  • Local Area Network (LAN)
  • Telecommunications Networks
  • Telecommunications Services 
  • Database Administration
  • Application Development
  • Data Warehouse
  • Systems Management
  • Computer Operations 
  • Imaging Systems
  • Application/System Documentation
  • Online Analytical Processing (OLAP) and Reporting Tools, and
  • PeopleSoft Implementation
  • Help Desk
  • Technical Support

The contracts are operationally the same except with respect to the provider and the rates. The intent is to allow ordering of temporary IT personnel as needed through a simple process requiring relatively little time and relatively few approvals.

Terms

Engagement - The agreement between the using agency and a QPA vendor to bring in a resource to perform work.

Job Description - The position, skill level and area of expertise identified for the 57 jobs listed in the QPA contracts.

QPA Vendor - One of nineteen vendors with a signed contract to provide IT temporary services to the state

Requestor - the person in the requesting or using agency that is requesting the resource

Requisition - The requisition may be either entered in PeopleSoft eProcurement or prepared on paper. Once the requisition is approved, the purchase order ( PO) can be

Resource - a person, here a person skilled in some area of Information Technology

Skill Set- a set of skills, abilities or experience

The Process

The main purpose of this process is to ensure that every vendor is notified of pending opportunities. It also identifies approvals that are required.

  • Determine if this is appropriate for the IT temporary services (i.e., skill set is available, duration is six months or less). Define the skill set and the length of time required.
  • Complete the request for résumés (see below).
  • Send to request for résumés to all the vendors by using the IT Temp QPA website to email the request. This automatically goes to all the vendors and IDOA Procurement.
  • After the "date reply needed," review the résumés that you receive. Select the résumé that offers the best skill set to meet your needs at the lowest cost.
  • Notify the vendor that you want to use the resource they identified to you.
  • Prepare a requisition. The requisition must include the vendor, the name of the resource being used, the number of hours required and the beginning and ending dates (not to exceed 1040 hours or six months).
  • Get approvals. If the requisition is $10,000 or more, then IOT will need to approve the requisition
  • When the engagement is completed, fill out and send the outcome reporting web page. This describes both good and bad experiences that you may have with the QPAR, resource or vendor.

Request for Résumés

The following information must be provided when requesting résumés for IT temporary resources:

  • Requestor's name
  • Requesting agency
  • Requestor's telephone number and fax number
  • Requestor's email address
  • Date reply needed (usually two weeks)
  • Preferred method for Vendor responses (e.g., email, fax, mail)
  • Number of hours
  • Duration
  • Estimated start date
  • Estimated end date
  • Area (e.g., LAN, telecommunications networks, application development-mainframe)
  • Job no. (1 - 57)
  • Job Description (e.g., LAN designer/consultant, network management consultant, software developer)
  • Comments

Features

Termination
Using agencies have five working days to decide whether a resource is qualified. You may terminate the QPAR within that period without charge to the state.

Holdbacks/Retainage-base
Using agencies may withhold 10% of an invoice payment for the first three months as a guarantee that the job is completed and that work meets quality standards. Note that the agency may waive this right as part of the initial contracting process.

Travel expenses
You can pay travel expenses of contract personnel only from the main (reporting) office to remote sites. Reimbursement is governed by state travel policies and procedures described by FMC 97-1

Overtime
The using agency may agree to pay overtime, but they must give prior approval for this. Overtime is limited to a maximum of 50% of the rate.

QPA Links