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Oregon Statewide IT Price Agreements How to Use Them.

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Presentation on theme: "Oregon Statewide IT Price Agreements How to Use Them."— Presentation transcript:

1 Oregon Statewide IT Price Agreements How to Use Them

2 State Procurement Office IT Team Members Tim Hay, Lead Jana Hart Lori Nordlien Toby Giddings Debra Scott Gail L. Carter Shirley Smith 2

3 Who 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. 3

4 DAS Mandated Use of Price Agreements OAR says, Use is required for DAS Agencies Except when: Services and Supplies are from another Oregon Public Agency and parties have a formal written agreement Emergency purchases under ORS 279B If permitted by the State Procurement Office 4

5 Request Exemption from a Mandatory Use PA. Agencys CIO prepares and exception letter which includes: –Product or service desired, quantity, and cost from desired contractor –The technical reason the current technology on the PAs dont meet the agencys needs –Other reasons the PAs dont meet the agencys needs –The timeframe in which product or service is needed –Any other compelling reasons 5

6 Send Exception Letter to SPO Letter sent to SPO Analyst who administers the price agreement. –Analyst reviews and writes recommendation –Recommendation reviewed by SPO Transactions Manager –A representative from SPO will send a written notice of the decision to the agency CIO. 6

7 If 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. 7

8 IT HARDWARE The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. 8

9 WSCA ADVANTAGES Decreased cost to solicit agreements More buying power means –Better values –We can ask for additional services –We can drive green process The primary purpose of creating WSCA was to establish the means by which participating states may join together in cooperative multi-State contracting. contracts 9

10 From Whom Can We Buy IT Hardware? 1Apple PCs (including printers/server-storage) 2CTL PCs (including printers/server-storage) 3Dell PCs (including printers/server-storage) 4EMC Server Storage 5HP PCs (including printers/server-storage) 6IBM Server Storage 7Lenovo PCs (including printers/server-storage) 8NetApp Server Storage 9Panasonic PCs (including printers/server-storage) 10Xerox Printers 10

11 Consumer vs. Commercial RetailPrice Agreement Buy what is in stockEvaluate products Consumer models – customer gets basic technology Commercial Models – customer gets advanced technology Customer picks up equipment at own expense Sent to customers specific address free Cant customize configurationOn-line web customization and ordering Toll-free Local assistance 11

12 RetailPrice Agreement 1 year warranty3 year warranty Technical service from anywhere - limited hours 24X7 Technical support from Oregon locations with guaranteed turn around times No standard imageSoftware image installed per specs No inventory services provided Asset tagging available No end of life offeringEnvironmentally and secure take-back services adhere to Oregon Sustainability Policy Consumer vs. Commercial 12

13 Consumer vs. Commercial RetailPrice Agreement Limited environmental expectations High environmental expectations Pricing as offeredVolume and cumulative discounts, standardized configuration discounts 3 month life cycle of product line At least 6 – 18 month life cycle for stability May not support all operating systems OS support and certification Internal power setting may vary Support for power management enabling enterprise power management Better reliability and durability! 13

14 Oregon Look for us at: State Procurement Office Procurement Transactions Unit

15 15 Desktop Computer Support Price Agreement 8893 Cascade Computer Maintenance For desktop IT equipment and related peripherals (such as desktop computers, monitors, printers, and scanners) 15

16 16 Who Can Use Price Agreement 8893? State Agencies Oregon Cooperative Purchasing Program (ORCPP) members 16

17 17 Three Types of Service Under PA 8893 TMMS – Time and Materials Maintenance Services CMS – Contracted Maintenance Services PMS – Preventative Maintenance Services 17

18 Time 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

19 19 Contracted 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

20 Preventative 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

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23 23 Questions? 23

24 PERIPHERALS PRICE AGREEMENT NO 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. 24

25 Peripherals 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. 25

26 SOFTWARE PRICE AGREEMENT #0450 Large Account Reseller (LAR) includes: MicrosoftAdobe IBMCitrix LaserfischeOracle SymantecBusiness Objective Computer AssociatesMcAfee Commercial Off The Shelf (COTS) includes: All other low volume software 26

27 PA 0450 Services Include Assist 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. 27

28 PA 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. 28

29 PA 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. 29

30 Oregon Learning Management System (LMS) State of Oregon Price Agreement 9978

31 What 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. 31

32 iLearn Cont… It also provides performance management tools such as individual development and training plans and transcripts, 360 skill assessments and performance evaluations. 32

33 iLearn 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. 33

34 Accessing 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. 34

35 iLearn PA 9978 Cont… State Agency Partners: State agencies non-state agency partners can also access iLearnOregon through the state agencys license without having to buy additional licenses. 35

36 Using iLearn PA 9978 Example 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. 36

37 Using PA 9978 Cont… Example 2: State agency partners can access iLearnOregon to conduct the States business at no additional cost. They must first be sponsored by the state agency. 37

38 Using 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. 38

39 iLinc Oregon Pilot The iLincOregon virtual classroom/web meetings tool is available to all iLearnOregon agencies on a pilot basis, at no additional cost. 39

40 Using PA 9978 To learn more about state agency licenses and sponorship, contact: Theme Grenz, DAS HRSD iLearnOregon Project Manager

41 Using PA 9978 To learn more about DAS agency employee training profiles, contact: Kelly Stevens-Malnar DAS SPO iLearn Administrator

42 42 Questions? 42

43 What 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. 43

44 The MSP issues two categories of WOCs Hourly Based WOCs: Temporary services for a fixed amount of time at a predefined hourly rate and Project 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. 44

45 How 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 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. 45

46 IT MSP PA Process Agency identifies evaluation and selection criteria. Agency evaluates sub-contractor resumes or project offers submitted by MSP. Agency records ranking and selection WOCs $150,000 and over must be processed by DAS SPO unless the agency has a delegation. 46

47 IT MSP Past and Present The 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. 47

48 The IT team is here to help! Tim Hay (Lead) Jana Hart Gail L. Carter Lori Nordlien Toby Giddings Debra Scott Shirley Smith


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