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IIS Procurement Toolkit

A guide to navigating the process of procuring IT solutions and services

Information technology procurements are often complex, both technically and legally, and require thoughtful planning and plenty of lead time. The guidance in this toolkit can help immunization information systems (IIS) and immunization programs avoid what could be frustrating, time-consuming and even costly missteps. The purpose of this toolkit is to support IIS teams in attaining their performance and sustainability goals through adhering to best practices in the procurement process. 

This toolkit relates to both procuring software (e.g., migrating to a new IIS platform or acquiring a new or replacement module) and obtaining technical services (e.g., obtaining or renewing maintenance and service contracts). The guidance provides a deep-dive into the three phases of a procurement process: planning for the process; solicitation of proposals; and contracting with the selected vendor.

How to use this toolkit

The guidance in this toolkit generally takes the form of step-by-step planning questions in a checklist format. Not all questions and steps will be relevant in your jurisdiction or for your needs; disregard those that don’t seem to apply. (Your procurement officer or point of contact can help you determine which are needed.) After the planning questions, narrative guidance is included as considerations for your planning.

The procurement process can be overwhelming but is more manageable if you take it one step at a time.

Before diving into a procurement process, lay the groundwork by researching options and creating a strategic roadmap to successful procurement.

Get started with putting the key documents in place to conduct a new vendor solicitation.

After conducting a thorough solicitation, take steps to put a comprehensive contract in place with your new vendor.

Explore additional external tools and readings for supplementary information and guidance.