45 CFR PART 95.611(b)(1)(iii)

As part of the Department’s efforts to expedite the federal approval of states’ Information Technology (IT) documentation submissions, the enclosed acquisition checklist provides an optional tool for states to use to provide assurances that an acquisition of automated data processing equipment and/or services complies with all federal regulations and policies. This document is now available on the ACF website at: http://www.acf.hhs.gov/programs/cse/

The use of this checklist to meet the regulatory requirements of prior federal approval of state acquisition documents as specified at 45 CFR 95.613 is optional on the part of the States. States still retain the option of submitting the request for proposal, invitation for bid or other acquisition solicitation documents to the federal government for review, analysis and prior approval.

States may submit this acquisition checklist as part of the Annual or As-Needed APD Update, or as a stand-alone document. The checklist is acquisition specific. State staff should fill out and submit a separate checklist for each anticipated acquisition.

The federal approving authority will provide written acceptance or denial of the state acquisition checklist within 60 days of submittal. The resultant contract must be submitted for prior approval unless specifically waived in writing by the Department(s).

This checklist may be used for Request for Proposals, Requests for Quote, Invitations to Bid, or similar state and local acquisition documents. This checklist is not to be used for sole source acquisitions, including contract amendments, which exceed the regulatory submission threshold (i.e. $1 million). This checklist may not be used for contracts or Advance Planning Documents. States and territories must continue to submit the acquisition document(s) associated with these procurements to the Department(s) for federal prior approval.