1. Site License Advisory Team
March 2, 2017 meeting

2. Agenda Update on codes Adobe Tableau Discussions
SAS
JMP
Adobe
Creative Cloud Complete
Home Use
Possible IUC/State Deals
Tableau Discussions
RFP/RFI’s out at this time
Overview of RFP/RFI Process

3. SAS and JMP Codes
Both are currently available in OCIO Self Service (go.osu.edu/it)
SAS Codes became available in mid-Dec.
JMP codes became available in mid-Jan.
We’ve sent codes to everyone who has an active request through OCIO

4. Adobe Agreement Updates
Three topics:
November Renewal and Creative Cloud Complete
Adobe Home Use
IUC, OARnet, and other possible agreements

5. Creative Cloud Complete
At renewal in November, we will migrate over to Creative Cloud Complete
Currently, we have Creative Cloud Desktop
No access to mobile apps, no storage, and no Portfolio, Typekit, or Behance
This will add a lot of functionality to the suite
It will also force a change in installation type:
Currently, we are doing serialized installations/activations
We will move to named user installation/activations

6. Creative Cloud Complete
Integration into Shibboleth/SAML 2.0 for federated ID’s will be required to continue past November for most installations
This may affect current accounts with a osu.edu account
Essentially, there’s no way to merge these accounts from Adobe or OSU, but there’s a manual process for merging
The current structure allows you to choose what account to log into, if you have two using the same address as an identifier

7. Adobe Home Use
Much of what is needed to convert to CC Complete is also needed for Home Use
Shib integration
Security Assessment
OCIO is working with OSU Purchasing directly now on this project

8. Possible Adobe Deals
The IUC is actively working toward student purchases at a significant discount
Possibly a 60% discount for personal use Creative Cloud purchases that could also be extended to graduating seniors and staff
OARnet/OH-TECH is also discussing a larger purchase to cover all entities in the state with a single purchase
OSU Purchasing is in the middle of those negotiations as well

9. Tableau
We’ve entered discussions about a site-wide license for Tableau
We’re looking for a price we can take to the SFO’s for FTE-based funding
This is a product with wide use across both research and administrative users
OARnet may also get involved and expand the license beyond OSU
We are working to add Educational pricing to the State Term agreement in the meantime

10. Purchasing Projects Ohio Innovation Exchange (OiEx) RFP
“LinkedIn for Ohio Researchers”
Enterprise Mobility Management (Good replacement)
Several small AV/TV bids
Cable Bid has been awarded for Dorms

11. RFP/RFI process Procurement methods: Ask before you buy:
Is it on contract?
Is it under the bid limit?
$50k for services/software
$25k for hardware
Should it be waived? (not “can it be waived?”)
Sole Source
Economic
Emergency
Technical and Specialized Consulting Services
Can it be competitively bid?

12. Competitive Bid Process
Start with an eRequest, and attach a Bid Prep Form
Feel free to set up a meeting in advance to discuss whether it should go to bid
Once a bid process is started, direct suppliers to purchasing
You can still have non-bid discussions with vendors

13. Usual Bid Timeline Week 1: eRequest received by Purchasing
Week 2: Bid is entered into Ariba
Discovery posting is created to notify suppliers
Week 3 or 4: Bid is released.
Should remain open for at least 4 weeks.
Bid meetings and questions may occur during this time
Week 8: Bid is closed and responses sent to department.
Week 9: Award can be made

14. Wrapping Up a Bid
“Low Bidder” is the easiest category to award to, and requires no additional justification
You may also award to bidders who meet technical requirements best, but are not lowest. Requires additional justification
Purchasing needs a “Bid for Consideration” form, a pricing summary, and a scoring summary to award.

15. Questions/Comments Next meetings No December Meeting
Jan 31, 2017 – location: TBD