2State Procurement Office IT Team Members Tim Hay, LeadJana HartLori NordlienToby GiddingsDebra ScottGail L. CarterShirley Smith
3Who Can Use these Agreements? Over the past several years, the Department of Administrative Services (State Procurement Office, Enterprise Information Strategy and Policy Division, State Data Center), Department of Justice, and various state agencies have partnered to put multiple Statewide IT Contracts and Price Agreements in place. Most of these agreements can be accessed by state agencies and local government entities.
4DAS Mandated Use of Price Agreements OAR says,“Use is required” for DAS AgenciesExcept when:Services and Supplies are from another Oregon Public Agency and parties have a formal written agreementEmergency purchases under ORS 279BIf permitted by the State Procurement Office
5Request Exemption from a Mandatory Use PA. Agency’s CIO prepares and exception letter which includes:Product or service desired, quantity, and cost from desired contractorThe technical reason the current technology on the PAs don’t meet the agency’s needsOther reasons the PAs don’t meet the agency’s needsThe timeframe in which product or service is neededAny other compelling reasons
6Send Exception Letter to SPO Letter sent to SPO Analyst who administers the price agreement.Analyst reviews and writes recommendationRecommendation reviewed by SPO Transactions ManagerA representative from SPO will send a written notice of the decision to the agency CIO.
7If Exception is allowed: Agency will follow the Public Contracting Code in making the purchase, which may not result in the preferred supplier.NOTE: Approval of an exception request may take up to 30 days depending on how much research the Agency has done prior to sending the request.
8IT HARDWAREThe Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states.
9WSCA ADVANTAGES Decreased cost to solicit agreements More buying power meansBetter valuesWe can ask for additional servicesWe can drive green processThe primary purpose of creating WSCA was to establish the means by which participating states may join together in cooperative multi-State contracting.
10From Whom Can We Buy IT Hardware? 1ApplePCs (including printers/server-storage)2CTL3Dell4EMCServer Storage5HP6IBM7Lenovo8NetApp9Panasonic10XeroxPrinters
11Consumer vs. Commercial RetailPrice AgreementBuy what is in stockEvaluate productsConsumer models – customer gets basic technologyCommercial Models – customer gets advanced technologyCustomer picks up equipment at own expenseSent to customer’s specific address freeCan’t customize configurationOn-line web customization and orderingToll-freeLocal assistance
12Consumer vs. Commercial RetailPrice Agreement1 year warranty3 year warrantyTechnical service from anywhere - limited hours24X7 Technical support from Oregon locations with guaranteed turn around timesNo standard imageSoftware image installed per specsNo inventory services providedAsset tagging availableNo end of life offeringEnvironmentally and secure take-back services adhere to Oregon Sustainability Policy
13Consumer vs. Commercial RetailPrice AgreementLimited environmental expectationsHigh environmental expectationsPricing as offeredVolume and cumulative discounts, standardized configuration discounts3 month life cycle of product lineAt least 6 – 18 month life cycle for stabilityMay not support all operating systemsOS support and certificationInternal power setting may varySupport for power management enabling enterprise power managementBetter reliability and durability!
14Look for us at: State Procurement Office Procurement Transactions Unit
15Desktop Computer Support Price Agreement 8893Cascade Computer MaintenanceFor desktop IT equipment and related peripherals (such as desktop computers, monitors, printers, and scanners)15
16Who Can Use Price Agreement 8893? State AgenciesOregon Cooperative Purchasing Program (ORCPP) members16
17Three Types of Service Under PA 8893 TMMS – Time and Materials Maintenance ServicesCMS – Contracted Maintenance ServicesPMS – Preventative Maintenance Services17
18Time and Materials Maintenance Services Repair services that are intended to return equipment to full operation after the equipment has failed.Provided for an hourly rate plus materials.Can be ordered with a Purchase Order or SPOTS card.18
19Contracted Maintenance Services cont. Repair services that are intended to return equipment to full operation after the equipment has failed.Provided for a fixed monthly price.Price is based on 8-hour, 16-hour, or 24-hour Resolution Time Frame.A Work Order Contract (WOC) can be put in place for this service.19
20Preventative Maintenance Service cont. Regularly scheduled cleaning, lubrication, adjustments, and replacement of certain parts.Provided for a yearly price.Price based on type of equipment.A Work Order Contract (WOC) can be put in place for this service.20
24PERIPHERALS PRICE AGREEMENT NO. 0444 Peripheral means any product that can be attached to, added within, or networked with personal computers or servers, including but not limited to storage, printers (including multifunction network printers), scanners, monitors, keyboards, projectors, uninterruptible power supplies and accessories. Software is not considered a peripheral.
25Peripherals Continued… CDW-G is a fulfillment agent for the HP WSCA PC Hardware Contract #9760. Authorized Purchasers may purchase Products from Band 2 (PCs), Band 3 (Printers), Band 5 (PDAs), Band 6 (Instructional Bundles), Band 7 (Monitors) and peripherals by issuing a Purchase Order to HP or CDWG.Calculators digital cameras, televisions, whiteboards are not considered peripherals.CDW-G cannot supply peripherals for those manufacturers with whom the State has WSCA PC Hardware Contracts.
26SOFTWARE PRICE AGREEMENT #0450 Large Account Reseller (LAR) includes:Microsoft AdobeIBM CitrixLaserfische OracleSymantec Business ObjectiveComputer Associates McAfeeCommercial Off The Shelf (COTS) includes:All other low volume software
27PA 0450 Services IncludeAssist Authorized Purchaser in establishing, signing and maintaining enrollment agreements.Notify the Authorized Purchasers of any changes in product, product version or product enhancements within 20 days of implementation.Contractor is responsible for reporting sales to the publisher if required by the publisher.Reporting.Monthly reports including Volume License, Backorder, Purchase History, etc.
28PA 0450 Services Cont…Pre Sales Support: Assist Authorized Purchasers in making strategic software application decisions by providing evaluation copies, product comparisons, needs analysis, product information and application recommendations.Respond to quote within one business day.On line ordering via Purchase Order or P-card.Contractor shall conduct bi-annual self-audits with Authorized Purchasers to identify potential compliance gaps.
29PA 0450 Services Cont…Pre Sales Support: Assist Authorized Purchasers in making strategic software application decisions by providing evaluation copies, product comparisons, needs analysis, product information and application recommendations.Respond to quote within one business day.On line ordering via Purchase Order or P-card.Contractor shall conduct bi-annual self-audits with Authorized Purchasers to identify potential compliance gaps.
30Learning Management System (LMS) State of Oregon Price Agreement 9978
31What is iLearn?iLearnOregon is a Learning Management System (LMS) - an online learning and knowledge management tool that integrates general learning management functions such as course catalog, registration, enrollments, transcripts and administration.
32iLearn Cont…It also provides performance management tools such as individual development and training plans and transcripts, 360 skill assessments and performance evaluations.
33iLearn Cont…Licenses and maintenance fees are charged on a tiered basis by number of users ranging from 1,000 (seat license) to unlimited (enterprise license).Related professional services are charged on an hourly basis.
34Accessing iLearn Price Agreement 9978 State Agencies:DAS purchased an enterprise license through PA 9978 that allows all Oregon state agencies access to iLearnOregon without having to buy additional licenses.
35State Agency Partners: iLearn PA 9978 Cont…State Agency Partners:State agencies’ non-state agency partners can also access iLearnOregon through the state agency’s license without having to buy additional licenses.
36Using iLearn PA 9978Example 1: The State Fire Marshal delivers Fire, Life and Safety online training to all of its Fire Districts statewide through iLearnOregon. DAS SPO uses iLearnOregon to deliver training webinars.
37Using PA 9978 Cont…Example 2: State agency partners can access iLearnOregon to conduct the State’s business at no additional cost. They must first be sponsored by the state agency.
38Using PA 9978 Cont…ORCPP members:Can also procure Meridian licenses, maintenance and associated services for their own use and business needs, independent of a state agency.
39iLinc Oregon PilotThe iLincOregon virtual classroom/web meetings tool is available to all iLearnOregon agencies on a pilot basis, at no additional cost.
40Using PA 9978To learn more about state agency licenses and sponorship, contact:Theme Grenz, DAS HRSD iLearnOregon Project Manager
41Using PA 9978To learn more about DAS agency employee training profiles, contact:Kelly Stevens-MalnarDAS SPO iLearn Administrator
43What is the IT MSP?A Managed Service Provider for IT Professional Services (IT MSP) that provides “IT Services” through skilled Subcontractors.Work orders for IT services can be issued for system analysis and enhancements, business process automation and planning, programming, design, development, project management, testing, quality assurance, risk analysis and integration, etc.
44The MSP issues two categories of WOCs Hourly Based WOCs: Temporary services for a fixed amount of time at a predefined hourly rate andProject Based WOCs: Performance based with specific statements of work calling for completion of defined tasks and deliverables with a fixed price per deliverable and delivery schedule.
45How Do I Use the IT MSP agreement? Draft a WOC Statement of Work, using the rate card and skill sets and post it on the Covendis Vendor Management System (VMS) and in ORPIN under ATA 0483.PA Exhibit C Hourly-Based ITPS. Hourly-Based opportunities must be advertised on the VMS for a minimum of three (3) business days.PA Exhibit C Project-Based ITPS. Project-Based opportunities advertised on the VMS for a minimum of five (5) business days.
46IT MSP PA Process Agency identifies evaluation and selection criteria. Agency evaluates sub-contractor resumes’ or project offers submitted by MSP.Agency records ranking and selectionWOCs $150,000 and over must be processed by DAS SPO unless the agency has a delegation.
47IT MSP Past and PresentThe nextSource PA #5488 expired on 3/31/11. WOCs under the PA 5488 may last no longer than 12/31/13.The current IT MSP Agreement to Agree (ATA) #0483 with Covendis Technologies was executed on 1/6/11 with an initial 5 year term.
48The IT team is here to help! Tim Hay (Lead)Jana HartGail L. CarterLori NordlienToby GiddingsDebra ScottShirley Smith