Agency - MyOK Staffing and Services

In accordance with the OMES Background Check Standard, all individuals providing staff augmentation (SW1025) or professional services (SW1050) are required to successfully complete the applicable background check before beginning their engagement.

There are two levels of background checks:

Standard criminal background check

Required for all staff augmentation and professional services contractors. This screening includes:

• Social Security number trace.
• County and federal criminal records searches covering seven years.
• National sex offender registry and federal watch list searches.

Enhanced background check (CJIS-based)

An enhanced background check is required when an individual's assigned responsibilities include:

• Computer access or access to equipment that stores, processes, or transmits criminal justice information (CJI), federal tax information (FTI), public health information, or personally identifiable information (PII).
• Physical access to sensitive areas of state facilities.
• Elevated system credentials or privileged access necessary to perform assigned duties.

Background check process:

1. Agency submission: The agency submits its request through the Doing Business portal. OMES assigns a Cyber Command Compliance point of contact and an IT portfolio analyst. 
2. Determine requirements: The agency contacts its assigned Cyber Command Compliance representative, copying the IT portfolio analyst, and provides information regarding teh contractor's responsibilities, types of state data involved, systems accessed, and any physical or elevated access required. 
3. Confirm screening level: Cyber Command Compliance reviews the information and advises whether a standard or enhanced background check is required.
4. Supplier responsibility: The vendor, supplier or contractor is solely responsible for obtaining and paying for the required background check through an appropriate background screening provider. OMES does not arrange, schedule, facilitate or pay for background checks.
5. Submit documentation: The agency or supplier provides documentation of the completed background check via an encrypted email to ISCompliance@omes.ok.gov for review and verification against the applicable requirements.
6. Verify compliance: Cyber Command Compliance determines whether the submitted documentation satisfies the required screening level. Any deficiencies or additional screening requirements must be addressed before the contractor begins work.

Recommended practice:

Agencies should communicate applicable background check requirements to prospective suppliers early in the procurement process. Suppliers are encouraged to submit candidates who have already completed the appropriate screening to help prevent onboarding delays.

These requirements apply to both SW1025 and SW1050 engagements.

Not necessarily. A previously completed background check may satisfy the requirements if it meets the applicable screening standards for the proposed engagement.

The agency or supplier must provide documentation of the existing background check to Cyber Command Compliance for review.

Cyber Command Compliance will determine whether:

• The existing background check meets the required screening level.
• The screening is appropriate for the contractor's assigned responsibilities, access, privileges and types of state data involved.
• Additional or updated screening is necessary.

If the existing background check does not meet the applicable requirements, the vendor, supplier or contractor is responsible for obtaining and paying for any additional screening.

Yes. Additionally, if the supplier also has an SW1025 award then the supplier’s hourly rate card is posted on the OMES Central Purchasing webpage.  

Yes, 12 months.  

Yes, a SW1025 or SW1050 release can be one year plus two one-year renewals. 

• Support: Supplier is supporting a system the supplier built. 
• Maintenance: Supplier provides a service level agreement to build an enhancement or address a break/fix. 
• Managed services: The state acquires a bundled service package that includes build, support, maintenance, platform and third-party licenses from the SW1050 awarded supplier. 

Software as a Service, licenses resold to the state via the SW1050 supplier that are not part of a bundle/managed services. 

Only if third-party licensing as part of a managed service offering and the state remits payment for the third-party licensing to the SW1050 awarded supplier. The third-party licensing is subject to a security review and may also require legal review. 

Only if part of a managed services offering. Hosting services are subject to a security review and requires an Authority to Operate Order. 

Nothing prevents an agency from issuing an RFP even if the needed service is within the scope of an Oklahoma statewide contract, except if the Oklahoma statewide contract is a mandatory contract. Please contact OMES Information Services to talk through whether a release of SW1050 or SW1025 or an RFP best meets the specific business need. 

• IT portfolio anlayst: This is an OMES Information Services employee that understands how the technology is consumed and priced. For example, if you need a contracted program manager, your IT portfolio anlayst will be an OMES program manager. The intent is to partner the agency with a technician so the resulting release is reviewed from both a business and technical perspective. Please involve your IT portfolio analyst in all communications with suppliers on the approved list and with OMES Oklahoma Cyber Command. 
• Cyber Command point of contact: This is an OMES Information Services employee responsible for 1) advising the agency the level of background check required for the specific need submitted; 2) working with the agency’s chosen supplier on the background check process; and 3) confirming OMES Oklahoma Cyber Command has the required background check on file. 
• Note: Your IT portfolio analyst and Cyber Command point of contact may change from portal submission to portal submission. Likewise, the required background check might change due to the type of state data the resource/contractor will access, process, store or transmit. 

Once you have finalized the supplier and contractor, you will onboard them in MyOK Staffing and Services. This includes three steps:

1. Initiate the Ironclad workflow input.
2. Input the PO number.
3. Select a start date.

1. The hyperlink will direct you to the respective SW1025 or SW1050 workflow.
2. Fill out all questions associated with your purchase, then submit the workflow.
3. You will be notified that OMES has received and will start reviewing the request.
4. Once reviewed, your request will route to the agency signer, supplier and the State CIO for signature.
5. Once all parties have signed, you will receive a signed contract.

• Information technology process: This requires an amendment to the release executed by the original signatories.
• Procurement process: A CO is required if the amendment alters the PO by increasing spend, decreasing spend, adding a line, removing a line or altering the spend of a line. If the agency captures the amendment on a PO’s disposition schedule and the PO itself is not altered, then no CO is required. The amendment is the supporting documentation for both processes. 

• Information technology process: No action needed.
• Procurement process: No action needed.

• Information technology process: This requires an amendment to the release executed by the original signatories.
• Procurement process: Submit an ePro with all justification documentation for review and approal. This includes, at minimum, Form CP010 and the amendment.

• Information technology process: This requires an amendment to the release executed by the original signatories.
• Procurement process: A CO is required if the amendment alters the PO by increasing spend, decreasing spend, adding a line, removing a line or altering the spend of a line. If the agency captures the amendment on a PO’s disposition schedule and the PO itself is not altered, then no CO is required.  

• Information technology process: No action needed.
• Procurement process: No action needed.

• Information technology process: This requires an amendment to the release executed by the original signatories.
• Procurement process: A CO is required if the amendment alters the PO by increasing spend, decreasing spend, adding a line, removing a line or altering the spend of a line. If the agency captures the amendment on a PO's disposition schedule and the PO itself is not altered, then no CO is required.

• Information technology process: Depends, based on underlying action giving rise to the reallocation. Please contact your IT portfolio analyst for the subject release for guidance.
• Procurement process: A CO is required if the amendment alters the PO by increasing spend, decreasing spend, adding a line, removing a line or altering the spend of a line. If the agency captures the amendment on a PO's disposition schedule and the PO itself is not altered, then no CO is required.

• Information technology process: Depends, based on underlying action giving rise to the reallocation. Please contact your IT portfolio analyst for the subject release for guidance.
• Procurement process: A CO is required if the amendment alters the PO by increasing spend, decreasing spend, adding a line, removing a line or altering the spend of a line. If the agency captures the amendment on a PO's disposition schedule and the PO itself is not altered, then no CO is required.

• Information technology process: Depends, based on underlying action giving rise to the reallocation. Please contact your IT portfolio analyst for the subject release for guidance.
• Procurement process: A CO is required if the amendment alters the PO by increasing spend, decreasing spend, adding a line, removing a line or altering the spend of a line. If the agency captures the added resource/contractor on a PO's disposition schedule and the PO itself is not altered, then no CO is required.

• Information technology process: This requires an amendment to the release executed by the original signatories.
• Procurement process: Submit an ePro with all justification documentation for review and approval. This includes, at minimum, Form CP010 and the amendment.

• Information technology process: Depends, based on underlying action giving rise to the reallocation. Please contact your IT portfolio analyst for the subject release for guidance.
• Procurement process: A CO is required if the amendment alters the PO by increasing spend, decreasing spend, adding a line, removing a line or altering the spend of a line. If the agency captures the amendment on a PO's disposition schedule and the PO itself is not altered, then no CO is required.