Utah RFP: Solicitation # JP14001 WSCA-NASPO Data Communications Products and Services RFP Release Webinar

1. Utah RFP: Solicitation # JP14001WSCA-NASPO Data CommunicationsProducts and ServicesRFP Release Webinar All questions must be formally submitted in writing in accordance with directions in the RFPs. WSCA-NASPO Data Communication RFP

2. Introductions and Agenda • Jennifer Porter, WSCA-NASPO Contract Administrator (Utah procurement lead) • Paul Stembler, Cooperative Development Coordinator • Lee Ann Pope, AMR (association management firm) • Some background on WSCA-NASPO and cooperative contracts • High points for the RFPs WSCA-NASPO Data Communication RFP

3. Who are they? • NASPO (the National Association of State Procurement Officials) is a 501(C)(3) professional association of representatives of 56 entities (the 50 states, the District of Columbia and five organized territories). • WSCA (the Western States Contracting Alliance) was a group of 15 of those 56 entities (the Western Region and NASPO and Minnesota and South Dakota) who started working together in 1992 to create cooperative contracts. • WSCA was NOT a legal entity, but simply an informal agreement among state chief procurement official working together, NASPO was always the only legal entity. WSCA-NASPO Data Communication RFP

4. So? • There are now 63 + cooperative contracts (we always have about 10 in process or being re-solicited at any one time). • In CY 2012 we did $8.5 billion in sales on our 63+ contracts across our 56 members and thousands of local governmental and other eligible entities. • the current Data Comm contract for calendar year 2012 had $203,993,004 in sales WSCA-NASPO Data Communication RFP

5. Then what is this WSCA-NASPO thing? • After close to 20 years of experience, it was decided that we had to make some organizational adjustments because of the issues related to doing $8.5 billion in sales. • So after a year of study, several things happened around January 1, 2013 • On December 31, 2012 the memorandum of agreement that had created the Western States Contracting Alliance was ended. • On January 1, 2013 the WSCA-NASPO Cooperative Purchasing Organization, LLC was created as a wholly owned subsidiary of NASPO. • This provided a documented legal structure and protection for NASPO’s assets. WSCA-NASPO Data Communication RFP

6. Whose on First? • WSCA-NASPO Cooperative Purchasing Organization, LLC (WNCPO) • The legal entity that supports, mentors, assists and facilities creation of cooperative contracts between states. • WSCA-NASPO Cooperative Development Team (WNCDT) • A group of contractors to the WNCPO that do the work. • Doug Richins, CEO / Kate Offerdahl, eMarket Center Site Administrator / Richard Carlson, Cooperative Development Analyst / Richard Pennington, WNCPO Legal Counsel / Tim Hay, Cooperative Development Coordinator / Paul Stembler, Cooperative Development Coordinator • Lead State • The NASPO member who designates one of its procurement staff as the “WSCA-NASPO Contract Administrator” to lead the solicitation and contract under the statutes, rules and procedures of the Lead State. • Participating Entity • A state, local government or other eligible entity authorized by state statute and the state’s chief procurement official to use WSCA-NASPO Cooperative Contracts. • Participating Addendum • A legal document that is executed between the Participating Entity and an awarded contractor to use a Cooperative Contract. WSCA-NASPO Data Communication RFP

7. RFP HIGHLIGHTS WSCA-NASPO Data Communication RFP

8. RFP JP14001 ~ Data Communications Products & Services 11 Products and Service Categories are available for response: • Data Center Application Services • Networking Software • Network Optimization and Acceleration • Optical Networking • Routers • Security • Storage Networking • Switches • Wireless • Unified Communications • Services WSCA-NASPO Data Communication RFP

9. Who can participate: • Under terms of the WSCA-NASPO Cooperative Memorandum of Agreement, all fifty states and the District of Columbia may participate in this potential contract at their option and in accordance with their statutory requirements and rules, and any entity authorized to use that state’s own contracts. Who can propose: • This solicitation is not a Utah specific solicitation. • All Vendors (Manufacturers) are encouraged to propose on the RFP(s) that pertain to their specialty. Section 1.8 of the WSCA-NASPO Data Communication Products & Services RFP identifies the states that are currently participating and those states who have signed intents to participate in the upcoming contracts. This list is not all inclusive. Other States have the option to sign a Participating Addendum after the contract award. • Vendors may submit a proposal for any or all of the categories listed in section 2.1 of the RFP’s, but may not submit for less than one entire category. Vendors must clearly identify in their proposal the category or categories, the section number(s) of the RFP and State for which they are proposing. WSCA-NASPO Data Communication RFP

10. Contract Term (length of the contract): • The resulting contract(s) will be for a contract term of five (5) years with one (1) two (2) year extension for a total of 7 years, subject to approval of the WSCA-NASPO Management Board, provided: • There are no changes in legal terms and conditions; • The vendors agree to the extension; and • The extension is in the best interest of WSCA-NASPO and the Participating States. • Each individual Participating State will have the opportunity to negotiate each State’s contract length. WSCA-NASPO Data Communication RFP

11. Participating Addenda between awardees and Participating Entities will include, but are not limited to the following: • Vendors shall not require agencies to sign any additional or separate agreements subordinate to the resulting contract. • Any special terms or provisions will be negotiated and may be included as part of a state’s participating addendum. • No changes will be made to the negotiated Master Agreement unless written approval is granted by the lead State (Utah). WSCA-NASPO Data Communication RFP

12. Price Decreases and Allowable Price Increases • Pricing must be held firm for the first year of the contract. Pricing may be amended annually thereafter with the approval of the Lead State (Utah). • The Lead State or a contractor may request negotiation of a Price Decrease by written notice that includes a brief description of the basis for the request, e.g. vendor know changes in pricing throughout the industry based on market research. • Price increases may be allowed after the first year of the contract provided that the changes are mutually agreed upon by both WSCA-NASPO and the contractor(s), and conclusive evidence of a need for the price increase is substantiated by the Producer Price Index, Consumer Price Index, or similar pricing guide most relevant to the supply or system. WSCA-NASPO Data Communication RFP

13. Changing products and adding new products • Technology changes, your product mix changes, the contract is designed to allow for those changes. • For product migration – changing Model A1B (which is included in the response to the RFP) for Model A1C or even Model B1B – an email to the WSCA-NASPO Contract Administrator setting out both the original information and the new information and the pricing (addressing specifically ANY difference in price) • Adding a new product – a new thing, not previously on contract – a letter to the WSCA-NASPO Contract Administrator setting out a) why this product fits within the scope of the RFP, b) price point (compared to other products you have offered) • In both cases, the WSCA-NASPO Contract Administrator will consult with the Sourcing Team before making a decision to approve migration or a new product • Templates for these actions will be provided. WSCA-NASPO Data Communication RFP

14. The process for this solicitation and eventual contract is as follows: • The RFP has been issued by the State of Utah. • The RFP process is governed by the statutes, regulations, and policies of the State of Utah. • A recommendation of award will be issued by the State of Utah, based on the sourcing team recommendations, to the WSCA-NASPO Management Board. • If approved, Master Agreement(s) will be executed between the successful responder(s) and the State of Utah. • Each state or entity interested in participating must then execute a Participating Addendum with any unique Terms and Conditions. It is the contractors’ responsibility to negotiate with each Participating Entity. • Participating Entities may evaluate and select a contractor for award in more limited geographical areas (less than an entire state) where judged to be in the best interests of the state or states involved. Administration of any such award(s) will be done by the Participating Entity(s) involved unless the awarded contract includes the Lead State in its geographical area. • WSCA-NASPO Participating Entities and Purchasing Entities reserve the right to competitively solicit for additional sources for commodities during the contract term, where deemed to be in the best interests of the state(s) or entities involved. Further, Participating Entities may have existing awards for commodities within the scope of this solicitation. WSCA-NASPO Data Communication RFP

15. The process for this solicitation and eventual contract is as follows (continued): • A Participating Entity may evaluate and select a contractor deemed to be in the best interests of the state involved. Administration of any such award(s) will be done by each of the Participating Entity(s) involved. • Any Participating Entity reserves the right to award partial categories or not participate in the award as deemed to be in the best interests of that Participating Entity. • Each Participating Entity shall have its own account representative assigned within that entity. • Violation of, or conflict with, any codes or standard requirements throughout this RFP must be brought to the attention of the State of Utah as the Lead State prior to proposing, as each state may operate differently as a result of the security levels at various locations. • It will be the awarded contractors’ responsibility to provide to all Participating Entities proof that all sales/use taxes have been paid. WSCA-NASPO Data Communication RFP

16. Evaluation • Each Category will be evaluated separately by the Sourcing Team (see Section 6 Evaluation Criteria of the RFP). Responders may submit a proposal for any or all of the categories listed in section 1.2. Responders must clearly identify in their proposal the category or categories and the section number(s) for which they are proposing. The Sourcing Team members will score each category independently of the others, and will make awards as in the best interest of the Participating States. WSCA-NASPO Data Communication RFP

17. Proposal Submission • All proposals must be submitted under separate cover as follows: • Technical • Cost Proposals must be submitted by August 30, 2013 at 11:00 am MDT. The preferred method of submitting your original ‘master’ proposal packet is electronically in Microsoft Word and Excel through BidSync, (www.bidsync.com), or you may mail or drop off your hard copies to the address noted in Section 1.6 of this RFP on or before the due date and time. The original ‘master’ proposal packet shall include a separate document or sealed envelope labeled “SOLICITATION # JP14001 Cost Schedule” that contains the pricing document. See Section 1.7 Proposal Submittal for submission details. Proposals that are not received by proposal opening time and date WILL NOT BE ACCEPTED. WSCA-NASPO Data Communication RFP

18. Questions All questions must be submitted through BidSync per Section 1.17 Questions of the RFP. WSCA-NASPO Data Communication RFP

19. Participating Addendum Process? • It is by executing Participating Addenda (PA) that contractors get Participating Entities to be able to use the Master Agreement executed by Utah. • It is the contractor’s responsibility to reach out, identify potential participating entities and get PAs signed. • WSCA-NASPO helps by holding a roll-out webinar, hosting webpages about the contracts and working with interested entities to understand what has to happen, BUT it is the contractor’s responsibility to get PAs signed. • We will create, WSCA-NASPO and the contractor(s) working together will create “model Participating Addenda” that will be shared with interested Participating Entities. • BUT, it is the contractors responsibility to get PAs signed. WSCA-NASPO Data Communication RFP

20. Thank You Please remember to submit ALL questions through BidSyncper Section 1.17 Questions WSCA-NASPO Data Communication RFP